Stop Losing Hours to Manual Invoicing That Delays Your Project Cash Flow Automate It All with AI Built for Your Crew
Imagine reclaiming 15-20 hours per week from paperwork, cutting invoice processing costs by 40%, and boosting your team's productivity without the hassle of off-the-shelf tools that don't fit your workflow.
Join 200+ construction firms with faster payments and leaner operations
The "Invoice Nightmare" Problem
Chasing paper invoices from electrical subs amid concrete pour delays on high-rise sites
Manual matching of subcontractor invoices to change orders, RFIs, and as-built drawings
Weather delays or steel supply chain disruptions causing invoice backlogs for fabrication shops
Disputes over rebar or HVAC material quantities in vendor bills against shop drawings
End-of-month rushes delaying punch list closeouts, retainage releases, and subcontractor payments
Field crews wasting time on admin tasks like logging daily concrete tickets instead of overseeing formwork
Our Custom AI Invoice Automation – Tailored to Your Construction Workflow
We've helped dozens of construction firms like yours ditch the subscription mess for a owned system that's field-tested and ROI-proven.
Why Choose Us
Let's be honest, your invoicing shouldn't feel like pouring concrete in the rain – slow, messy, and full of lumps. At AIQ Labs, we build a custom AI system from the ground up that integrates with your project management tools, accounting software, and even mobile apps for site foremen. It scans invoices via OCR, matches them to bids and punch lists automatically, and flags discrepancies before they become disputes. You're probably thinking, 'Does this work with our quirky ERP?' Yes – we make it seamless. No more rekeying data from dusty faxed bills or Excel sheets that get lost in email chains. This isn't a cookie-cutter app; it's engineered for the realities of job sites, liens, and retainage holds.
What Makes Us Different:
Unlock Real Time and Cost Wins for Your Projects
Save 15+ Hours Weekly on Processing
Save 15+ Hours Weekly on Processing: Imagine your AP team buried in sorting electrician bills against MEP schedules and daily logs. Our AI extracts data from scanned RFI attachments and emails, then auto-matches to work orders and POs. A mid-sized contractor shaved their weekly invoice processing from 25 hours to under 5 – freeing up time equivalent to an extra foreman for coordinating steel deliveries, not chasing paperwork.
Boost ROI with 40% Cost Reductions
Boost ROI with 40% Cost Reductions: Overpayments on lumber or aggregate invoices can bleed thousands from your margins. Our smart validation cross-checks quantities against your bill of materials (BOMs), RFQs, and delivery manifests. The payoff? Approvals in days, not weeks, slashing audit time and disputes – with clients recouping investment in 3-6 months via lower labor costs and faster cash for bidding on the next commercial build.
Ramp Up Productivity Across the Board
Ramp Up Productivity Across the Board: No more foremen snapping photos of plumbing rough-in invoices on rainy slabs and texting to HQ. Our mobile AI processes them instantly, integrating with Procore or Viewpoint for real-time matching. This means month-end closes in under a week, smoother sub relationships, and crews hammering away at framing – not buried in admin – ultimately speeding up project handovers by 20%.
What Clients Say
"Before AIQ, our invoicing for a 50-unit townhome project dragged on for two weeks with endless back-and-forth on electrical line items against our panel schedules. Now, the system flags mismatches right away during rough-in stages, and we closed that job's final invoices in just three days. Saved us around $8K in potential overpays on wiring materials last quarter."
Mike Rivera
Senior Project Manager, BuildRight Construction, specializing in multi-family residential developments
"During our 200,000 sq ft warehouse expansion, constant rain delays had vendor invoices for structural steel piling up like scrap. Their custom AI sorted it all, seamlessly integrating with our Sage accounting and ERP for BOM verification, dropping our AP clerk's monthly time from 40 hours to 10. It's like adding an extra estimator without the salary overhead."
Sarah Chen
Director of Operations, SteelForge Manufacturing, focused on industrial fabrication
"Straight up, I was doubtful about AI handling our $15M bridge rehab bids, but it aced the retainage tracking on prestressed concrete pours and auto-generated lien waivers tied to progress payments. Slashed our payment disputes by half, and funds hit the bank 12 days faster on average, keeping our piling crews on schedule without cash flow crunches."
Tom Hargrove
Chief Financial Officer, Apex Infrastructure Builders, experts in civil engineering projects
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current setup – from site invoicing to HQ approvals – and pinpoint bottlenecks like unmatched change orders. This ensures our build fits your exact processes, no guesswork.
Custom AI Design and Integration
Our engineers craft the system using your data, linking it to tools like Autodesk or your ERP. We test it against real scenarios, like a delayed concrete pour, to guarantee it handles the chaos of construction.
Deployment, Training, and Optimization
Roll it out with hands-on training for your team, then monitor and tweak based on live usage. You'll see immediate wins, with full ROI tracking from day one.
Why We're Different
What's Included
Common Questions
How does this handle the unique invoicing needs of construction, like progress billings?
Great question – construction invoicing isn't like retail; it's tied to milestones, retainage, and change orders. Our custom AI is built to parse those specifics. For instance, it automatically pulls from your schedule of values in Procore, verifies percentages complete against site logs, and generates AIA forms. We've tailored it for firms doing everything from residential builds to infrastructure, ensuring it accounts for things like unit prices fluctuating with steel costs. Setup takes about 4-6 weeks, and it learns from your past billings to get smarter over time. No more manual calculations that lead to underbilling and cash crunches.
What if our current tools are a mix of old software and spreadsheets?
You're not alone – most construction outfits we've worked with have a patchwork: QuickBooks for accounting, Excel for tracking subs, and maybe Fieldwire for sites. We specialize in bridging that chaos without forcing a full overhaul. Our team maps your exact workflow, then builds APIs that pull data securely – say, invoice totals from spreadsheets into auto-approvals. One client had a 20-year-old ERP; we integrated it seamlessly, saving them 18 hours weekly. It's all custom code, so it adapts to your setup, not the other way around, and you own it outright.
Can this reduce disputes with subcontractors over invoice details?
Absolutely, disputes eat into profits faster than material overruns. Our system uses AI to cross-reference invoice line items against your original bids, RFIs, and as-built drawings right away. If a sub bills for extra rebar not in the change order, it flags it for review before approval. We include audit trails that make it easy to share proof with vendors, cutting resolution time from weeks to days. A bridge builder we helped saw their dispute rate drop 60% in the first year, which kept projects on track and relationships solid. It's practical, field-tested tech that understands construction's give-and-take.
How secure is this for sensitive project financials?
Security is non-negotiable in construction, where you're dealing with bonded jobs and confidential bids. We build with enterprise-grade encryption, role-based access (so foremen see only their site's invoices), and compliance with standards like SOC 2. Data stays in your controlled environment – no cloud roulette. For example, we anonymize vendor details in dashboards but keep full records for audits. We've deployed this for firms handling government contracts, ensuring it meets FAR regulations without slowing you down. Your financials are fortified like a well-reinforced foundation.
What's the ROI timeline for implementing this?
Let's be real – you want numbers, not fluff. Based on our construction clients, you typically see 30-50% time savings in the first month, translating to $10K-$50K annual savings depending on your scale (for a $20M firm, that's huge). Full ROI hits in 4-7 months through faster payments (reducing DSO by 15 days) and error cuts that prevent overpayments. We provide a custom projection during discovery, factoring in your invoice volume – say, 200 subs per project. One manufacturing partner recouped our fee in three months by streamlining supplier bills tied to production runs. It's all about that quick, tangible boost to your bottom line.
Does it work offline for remote job sites?
Job sites aren't always Wi-Fi hotspots – think rural builds or disaster recovery work. Our solution includes offline mode: foremen can snap invoice photos via a mobile app, and the AI processes them locally for basic extraction and flagging. Once connected, it syncs everything to the cloud or your server seamlessly. We've optimized it for low-bandwidth, ensuring no data loss during outages. A client on a highway project in the mountains used it flawlessly, uploading batches at day's end and avoiding the usual email pileup. It's rugged, like your equipment, built to handle the unpredictable.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.