Stop Losing Hours Chasing Invoices on Every Project Reclaim Your Design Time with Custom AI Automation
Imagine slashing 15+ hours per week on manual billing while cutting errors that delay payments on your builds. We build invoice systems tailored to your architectural workflows, delivering ROI in months, not years.
Join 200+ businesses with streamlined invoicing and faster cash flow
The "Invoice Overload" Problem
Manual data entry from subcontractor invoices for rebar and concrete pours eats into your critical path deadlines on structural drawings
Tracking change orders across detailed blueprints and RFIs leads to missed billings on on-site earthwork and foundation installations
Delayed approvals for material requisitions like steel beams or HVAC units stall your MEP coordination and overall project timelines
Reconciling invoices with the latest CAD revisions for facade detailing causes costly overpayments to precast concrete vendors
Paper trails from field notes on formwork setups to final billing create errors in multi-phase high-rise builds
Juggling invoices across multiple job sites for modular assembly fragments your cash flow forecasting for lean construction methods
Our Custom-Built Invoice Automation for Architects
With years of field-tested experience in construction workflows, we've helped architecture firms like yours eliminate billing bottlenecks without disrupting your creative process.
Why Choose Us
Here's the thing: as an architect, you're juggling blueprints, client revisions, and site coordination. Manual invoicing just adds unnecessary weight to your load. At AIQ Labs, we build a custom AI system that integrates directly with your tools like AutoCAD, Revit, and accounting software. It captures invoice data from emails or scans, matches it to project specs, and automates approvals based on your exact workflow. No more digging through folders for that one change order. Let's be honest, this isn't some off-the-shelf template—it's engineered for your firm's unique needs, like handling phased billing for commercial builds or residential renovations. The result? Faster payments, fewer disputes, and more time for what you do best: designing spaces that last.
What Makes Us Different:
Unlock Real Efficiency Gains in Your Practice
Save 15+ Hours Weekly on Admin Drudgery
Save 15+ Hours Weekly on Admin Drudgery: You're probably thinking about all those late nights reconciling subcontractor bills for plumbing fixtures against your detailed elevations and sections. Our system automates it with OCR scanning of invoice PDFs, freeing your team to focus on client presentations and on-site walkthroughs. Firms see a 30% productivity boost, turning wasted time into billable hours for BIM modeling and value engineering sessions.
Achieve 5x Faster ROI with Reduced Errors
Achieve 5x Faster ROI with Reduced Errors: Manual errors in invoice matching for custom millwork can cost thousands per project—like overpaying for unapproved changes in structural steel fabrication. We cut those by 95% using AI-driven reconciliation against your project specs, accelerating cash flow and month-end closes for multi-site operations. Expect payback in 3-6 months through lower admin costs, faster vendor payments, and avoided penalties on lien waivers.
Streamline Approvals for On-Time Project Deliveries
Streamline Approvals for On-Time Project Deliveries: Picture this: an invoice for foundation pilings pops up, and AI flags it against your geotechnical reports and structural plans, routing it instantly to the site superintendent via mobile app. No more delays holding up the next phase like framing or envelope installation. This efficiency gain keeps your builds on schedule, reduces RFI volume by 40%, and keeps clients happy with predictable substantial completion dates.
What Clients Say
"Before AIQ, our firm was buried under invoice stacks from a 50-unit condo project in downtown Seattle—taking two full days weekly to sort through subs' bills for drywall and electrical rough-ins. Now, it's down to a couple hours with auto-matching to our AutoCAD files, and we caught a $12K overbilling error on precast panels last quarter. Cash flow's steadier, letting us bid on bigger mixed-use developments without the stress."
Sarah Kline
Senior Project Architect, Blueprint Associates LLC
"As a small architecture shop specializing in historic renovations, chasing payments for custom cabinetry work was killing us—delays averaged 45 days due to mismatched specs. Their custom setup integrates seamlessly with our Revit models and QuickBooks, saving us about 12 hours a week on approvals. We went from those lags to under 20 days, which has boosted our margins by 15% and let us take on more adaptive reuse projects."
Mike Rivera
Principal Architect, Urban Design Studio Inc.
"We handle multiple commercial builds across the Midwest, and invoice mismatches with subs on HVAC installations were constant headaches, leading to 20% dispute rates. AIQ built something that auto-matches to our detailed specs and Procore logs—reduced disputes by half in the first month and shaved two weeks off our closeout process. Honestly, it's like having an extra admin without the salary hit, especially during peak framing seasons."
Elena Torres
Senior Construction Project Manager, Constructive Visions Group
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current process—reviewing how you handle invoices from schematic design through construction docs. This ensures our build fits your exact needs, like tying billings to permit milestones.
Custom AI System Development
Our engineers code a tailored solution that integrates with your tools, automating data capture and approvals. We test it against real project scenarios, like a multi-story office retrofit, for seamless performance.
Deployment and Optimization
We roll it out with training for your team, then monitor and tweak based on live usage. Over the first 30 days, we refine for peak efficiency, ensuring it scales with your growing pipeline of builds.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique billing phases in architecture projects?
Great question—architecture isn't linear like other fields. Our system is built to map your specific phases, from conceptual design to construction administration. For instance, it can auto-generate progress invoices based on completed drawings or site inspections, pulling data directly from your PM tools. We customize rules for retainage holds or contingency draws, ensuring nothing slips through. In one project we did, this shaved two weeks off the billing cycle for a hospital addition, keeping everything aligned with AIA standards. It's all tailored during our discovery phase to match how you actually work, not some rigid template.
What if my firm uses specific software like Revit or Bluebeam?
We get this a lot from architects. Our custom builds integrate deeply with tools like Revit for pulling drawing revisions into invoice matching, or Bluebeam for markup approvals. No superficial connections here—we engineer two-way APIs so changes in your models automatically flag billing updates. For a firm we worked with, this meant subcontractors' invoices auto-synced with annotated PDFs, cutting manual reviews by 80%. If you're on something else, we map it in during setup. The goal is seamless flow, so you're not exporting files or switching apps mid-process.
How quickly can I see ROI from this invoice automation?
You're right to focus on ROI—it's what drives construction pros. Most of our architect clients see payback in 3-6 months through time savings alone: think 10-15 hours reclaimed weekly at your billable rates, plus fewer payment delays. One example: a mid-sized firm reduced AP processing from 20 hours to 4 per week, saving $15K annually in labor while speeding collections by 25 days. We quantify this upfront with your numbers, factoring in project volume and error rates. Long-term, it scales to cut costs on bigger bids, making your practice more competitive without added headcount.
Is the system secure for sensitive project financials?
Security is non-negotiable in construction, especially with client budgets and vendor contracts. We build with enterprise-grade encryption, role-based access, and audit trails that track every invoice touchpoint—vital for dispute resolution or audits. Compliant with standards like SOC 2 and construction-specific regs on payment transparency. For instance, in a recent build for a firm handling government contracts, we included features to log approvals immutably, preventing any tampering claims. Your data stays in your owned system, not scattered across cloud subs, giving you full control and peace of mind.
Can this scale if my architecture firm grows or takes on manufacturing clients?
Absolutely, scalability is baked in. We design for growth, whether you're expanding to more residential projects or dipping into manufacturing design—like prefab components. The system handles increased volume without performance dips, auto-scaling for 10 to 100+ invoices monthly. A client we built for started with 20 projects a year; now at 50, it manages phased billing for hybrid construction-manufacturing workflows seamlessly. We include modular updates, so as your needs evolve—say, adding inventory ties for material suppliers—it's plug-and-play. No starting over, just efficient expansion.
What kind of support do you provide after launch?
We don't just build and bail—that's not how we operate. Post-launch, you get dedicated support for the first 90 days, including weekly check-ins to optimize based on real usage, like tweaking approval paths for urgent site changes. Then, it's ongoing access to our team for updates, plus self-serve resources tailored to architects. One firm called us after a software glitch in their stack; we fixed the integration in hours, avoiding a project delay. Think of us as an extension of your team, ensuring the system evolves with your business without extra hassle.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.