Stop Wasting Hours on Manual Invoice Chasing Reclaim Your Time for Closing Deals
Our custom invoice automation slashes 20-30 hours per week on administrative drudgery, delivering ROI in under 3 months for agencies like yours.
Join 150+ real estate businesses with streamlined payment processes
The "Invoice Overload" Problem
Chasing paper invoices from contractors delays property flips by up to 2 weeks, stalling renovation timelines and increasing holding costs
Manual entry errors in Yardi or AppFolio accounting software lead to overpayments on leasing fees, averaging $500 per incident in tenant reimbursements
Scattered approvals for maintenance bills slow down emergency repairs on multifamily units, risking tenant satisfaction and vacancy rates
Lost invoices during month-end close disrupt cash flow for new acquisitions, forcing delays in earnest money deposits or closing escrows
Vendor disputes over utility bills for rental portfolios eat into net operating income (NOI), with resolution times averaging 10 days per claim
Time spent reconciling bank statements for capex and opex pulls agents away from market tours and open houses for luxury listings
AI-Powered Precision: Your Custom Invoice Engine
With over a decade building enterprise-grade systems for property firms, we've streamlined invoicing for agencies handling everything from luxury condos to commercial leases.
Why Choose Us
Imagine your invoices flowing like a well-orchestrated property showing—seamless, timely, and without the chaos. At AIQ Labs, we craft bespoke AI systems that capture, validate, and process every invoice from vendors, contractors, and utilities. No more digging through email inboxes or shared drives. Our solution integrates directly with your CRM and accounting tools, automating approvals based on your deal-specific rules. Built from the ground up, it's not a plug-and-play template; it's engineered for your agency's unique workflow, ensuring compliance with real estate regulations and scaling as your portfolio grows.
What Makes Us Different:
Unlock Efficiency: Real Gains for Your Agency
Slash Processing Time by 25 Hours Weekly
Slash Processing Time by 25 Hours Weekly: Your team spends less time on paperwork and more on high-value tasks like negotiating commercial leases or site inspections. Agencies using our system report a 40% productivity boost, freeing agents for 10 extra client interactions per week—directly translating to faster deal closures on multifamily acquisitions and higher commissions from brokerage fees.
Achieve 5x ROI in the First Quarter
Achieve 5x ROI in the First Quarter: By cutting manual errors that cost real estate firms an average of $15,000 annually in overpayments on property taxes and vendor reimbursements, our automation delivers measurable savings. One client recovered $8,200 in duplicate vendor charges within months, while accelerating cash flow for down payments on new investment properties.
Enhance Accuracy and Compliance
Enhance Accuracy and Compliance: AI flags discrepancies in utility or contractor bills before payments go out, ensuring audit-ready records for your real estate transactions like 1031 exchanges. This reduces disputes by 60% and keeps your agency compliant with local property tax filings and REIT reporting requirements, avoiding fines up to $10,000 per violation.
What Clients Say
"Before AIQ Labs, our team was buried under invoices for 50+ rental properties every month—tracking HVAC repairs and tenant utilities took two full days to sort. Now, it's automated, and we've saved 15 hours a week. Last quarter, that let us close three extra multifamily deals without hiring more staff, boosting our portfolio by 12 units."
Sarah Mitchell
Operations Manager, Urban Realty Group (managing 200-unit residential portfolio in Chicago)
"We handle commercial leases with multiple vendors for office and retail spaces, and manual tracking was a nightmare—errors cost us $4,000 in one bad month from overstated CAM charges. Their custom system integrated with our MRI Software CRM overnight, cutting processing time in half and spotting a billing error on our flagship office lease that saved $1,200 in annual escalations."
David Chen
Finance Director, Apex Property Partners (specializing in Class A commercial assets across the Southeast)
"As a small agency flipping single-family homes in emerging neighborhoods, every hour counts toward ARV calculations. AIQ's automation handles contractor invoices for roofing and plumbing flawlessly, reducing our admin load by 20 hours weekly. We've reinvested that time into scouting new flips via MLS listings, and our ROI hit 300% in six months on five rehabs."
Lisa Navarro
Owner, FlipForward Estates (boutique firm focused on value-add residential flips in Phoenix metro)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing process, from vendor submissions for property repairs to approval workflows, tailoring the AI to your exact needs—no generic setups here.
Custom Build and Integration
Our engineers construct your dedicated system, linking it to your real estate CRM, accounting software, and email for end-to-end automation that scales with your growing portfolio.
Testing, Launch, and Optimization
We rigorously test with your live invoices, launch seamlessly, and monitor performance, refining based on your feedback to ensure ongoing efficiency gains.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple property vendors?
Our custom AI system is designed specifically for real estate agencies dealing with diverse vendors like contractors, utilities, and leasing agents. It uses intelligent extraction to pull key details—such as invoice numbers, amounts, and due dates—from various formats, then routes them through your predefined approval chain. For example, maintenance bills under $500 for a rental unit auto-approve for your property manager, while larger contractor invoices for flips escalate to ownership. This setup integrates directly with your CRM, linking invoices to specific properties, reducing manual cross-referencing by 80%. We've seen agencies cut vendor dispute resolution time from days to hours, keeping your cash flow steady for new acquisitions.
What if our agency uses a specific accounting software?
No problem—AIQ Labs specializes in deep, two-way integrations with popular real estate accounting tools like QuickBooks, Xero, or Yardi. We map your invoice data directly into these systems, automating postings for categories like property repairs or tenant reimbursements. Unlike superficial connections that break during updates, our custom APIs ensure reliable syncing, even with custom fields for lease types or commission splits. One agency we worked with transitioned from manual entry to full automation in two weeks, eliminating 25 hours of weekly admin and preventing $2,000 in monthly errors. If your setup is unique, we build adapters tailored to it.
Is the system secure for sensitive real estate financial data?
Security is paramount in real estate, where invoices often tie to high-value deals and personal client info. Our enterprise-grade systems use bank-level encryption, role-based access controls, and compliance with standards like SOC 2 and GDPR. Invoices are processed in a secure cloud environment with audit logs for every action, ensuring traceability for property transactions. For instance, we anonymize sensitive details during AI extraction and only share what's needed for approvals. Agencies report zero data breaches post-implementation, and our setup includes automatic backups to protect against loss during busy seasons like spring listings.
How long does it take to see ROI from this automation?
Most real estate agencies experience positive ROI within 2-3 months, with immediate time savings kicking in from week one. By automating the full cycle—from capture to payment—we eliminate 20-30 hours of manual work per week, valued at $1,500+ in staff costs for a mid-sized team. Quantifiable wins include reduced overpayments (averaging 5-10% savings on vendor bills) and faster month-end closes, freeing cash for investments. A client flipping 20 properties annually recouped our fees in 45 days through error reductions alone. We provide a customized ROI calculator during consultation to project your exact gains based on invoice volume and team size.
Can this scale if our agency expands its property portfolio?
Absolutely—our solutions are built to scale seamlessly as your agency grows from managing 50 to 500+ properties. The AI architecture handles increased volume without performance dips, using modular design to add features like multi-location approvals or international vendor support. For example, as you acquire more commercial spaces, the system adapts to handle complex lease invoices with variable terms. We've supported agencies doubling their listings in a year, maintaining 99% automation rates. Unlike rigid off-the-shelf tools, our custom build evolves with your business, ensuring efficiency gains compound over time.
What support do you provide after implementation?
Post-launch, we offer comprehensive support including a dedicated onboarding specialist for the first 30 days, plus 24/7 monitoring to catch any issues proactively. Your team gets hands-on training tailored to real estate scenarios, like approving invoices on-site via mobile. Ongoing, we provide quarterly reviews to optimize based on your evolving workflows—such as adding AI for forecasting seasonal maintenance costs. Unlike subscription models with hidden fees, our ownership-based approach includes unlimited tweaks within your initial agreement. Clients appreciate this, with one noting it helped them navigate a surge in invoices during a market boom without extra costs.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.