Stop Losing Hours Chasing Paper Invoices on Job Sites Automate Your Billing and Reclaim Your Weekends
Imagine slashing 15+ hours per week on manual invoice processing, cutting errors by 40%, and boosting your team's productivity without the hassle of generic software that doesn't fit your workflows.
Join 250+ businesses with streamlined invoicing and faster cash flow
The "Field Invoice Chaos" Problem
Manual invoice matching against punch lists, RFIs, and change orders eats up your foremen's time on site, often delaying crew rotations
Weather delays, soil remediation changes, and unforeseen site utilities lead to mismatched invoices that stall progress payments from GCs or owners
Subcontractor bills arriving in PDFs or emails create data entry bottlenecks in your accounting team
Tracking retainage holds and lien waivers manually risks AIA compliance issues and mechanic's lien disputes on large infrastructure projects like bridges or highways
Month-end closes drag on because subcontractor invoices don't sync with your project management software like Procore or Autodesk BIM 360
Overlooked extras in bills from material suppliers like rebar or HVAC components inflate costs on tight-margin manufacturing runs for prefab modules
Our Custom AI Invoice Automation Built for Your Engineering Workflow
We've helped over 50 construction and manufacturing firms replace clunky manual processes with robust, field-tested systems that integrate seamlessly with tools like QuickBooks and Autodesk.
Why Choose Us
Let's be honest, off-the-shelf invoice tools treat every business the same, but your engineering firm deals with unique challenges like variable site conditions and complex subcontracting. At AIQ Labs, we build a tailored AI system from the ground up. It starts by ingesting invoices from emails, apps, or even scanned site photos. Our AI extracts data like line items, quantities, and approvals, then matches them against your project schedules and budgets. No more digging through folders. You're probably thinking, 'Does this handle our custom change orders?' Absolutely—we code in logic for your exact workflows, ensuring approvals route to the right project manager based on milestones. This isn't a plug-and-play template; it's a production-ready asset you own, scalable as your firm grows from small builds to major contracts.
What Makes Us Different:
Unlock Real Time and Cost Savings Tailored to Your Operations
Save 15-25 Hours Per Week on Processing
Save 15-25 Hours Per Week on Processing: Imagine your estimators buried in reconciling sub invoices against as-built drawings and delivery manifests—instead, our AI automates it by extracting data from daily field reports and flagging variances like quantity mismatches on concrete pours. That engineering firm we helped reduced admin from 20 hours to 4 weekly, letting them prioritize value engineering over data entry drudgery.
Achieve 3-6 Month ROI with Faster Payments
Achieve 3-6 Month ROI with Faster Payments: Cash flow keeps your subs on site and your bonds intact—our system speeds up billing by auto-generating AIA G702 invoices linked to drone-captured progress photos and RFID-tracked material deliveries. Clients see a 30% drop in DSO within the first quarter, converting receivables to revenue faster than a crane lift on a high-rise pour.
Boost Productivity by 40% Across Field and Office
Boost Productivity by 40% Across Field and Office: In manufacturing, invoice errors on weldment quantities can halt assembly lines for custom steel fabrications. Our AI integrates with ERP systems to cross-verify against barcode-scanned inventory, averting overpayments and reducing scrap rates by 25%. Field crews love it—no more overtime hunting digital signatures on tablet punch lists—it's like swapping a manual lathe for CNC precision: output soars, errors vanish.
What Clients Say
""Before AIQ Labs, our invoice team was swamped with sub bills from our downtown high-rise project—two full days weekly just matching against punch list sign-offs. Now, the AI auto-matches to our Procore schedules, cutting 18 hours off our week. Cash flow smoothed out right away, and project managers finally reclaim their weekends without last-minute retainage disputes.""
Mike Reynolds
Senior Project Engineer at Apex Construction Partners
""Manufacturing custom steel beams for commercial builds, manual change order tracking was a disaster—cost us $15K in overpayments on a warehouse job last quarter. AIQ's system hooks into our SolidWorks CAD and flags extras before sign-off. We hit ROI in under two months, with billing errors down 50%. It's like adding a vigilant QA inspector who works 24/7 on the fab floor.""
Sarah Patel
Finance Director at ForgeTech Steel Fabricators
""Our I-95 expansion involved invoices from 20+ subs in all formats—total chaos until AIQ customized a workflow pulling from emails, PDFs, and Procore RFIs, auto-routing approvals on milestone verifications like asphalt paving completion. Saved 12 hours weekly and spotted an $8K duplicate on guardrail supplies. Straightforward integration, pure efficiency gains.""
Tom Vargas
Operations Manager at InfraBuild Civil Engineering
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current process—reviewing how invoices flow from site foremen to accounting, identifying pain points like unintegrated change orders.
Custom AI Design and Build
Our engineers craft a bespoke system using your data, training AI on engineering-specific terms like RFIs and as-builts for accurate extraction and matching.
Integration, Testing, and Launch
We connect it to your tools like Sage or Viewpoint, run field tests on live projects, then deploy with training so your team hits the ground running.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle handwritten notes on construction forms?
In engineering firms, field invoices often come with scribbled changes—like adjusted rebar quantities after a site inspection. Our custom AI is trained on construction-specific handwriting and terminology, using advanced OCR to extract and interpret those notes accurately. We map them directly to your cost codes in systems like Timberline, flagging any variances for review. This cuts manual transcription time by 70%, and we've seen firms reduce errors that previously led to $10K+ disputes. It's all built to your workflow, so if your team uses specific abbreviations for soil tests or welding specs, we incorporate those too. Setup involves uploading sample forms during discovery, ensuring 95%+ accuracy from launch.
What if our manufacturing process involves variable pricing from suppliers?
Variable pricing is common in manufacturing, especially with fluctuating steel costs or custom parts. Our AI system pulls contract terms from your PO database and compares them against incoming invoices in real-time, auto-adjusting for approved variances like material surcharges. For example, it can reference your ERP's pricing history to validate a 5% hike due to tariffs. This prevents overpayments and speeds approvals. One client in aerospace components saved $25K quarterly by catching discrepancies early. We customize the logic to your exact supplier tiers and negotiation rules, integrating with tools like SAP for a single source of truth—no more Excel spreadsheets floating around.
How quickly can we see ROI after implementation?
You're probably thinking ROI sounds great, but when does it hit? For most engineering firms, we target payback in 2-4 months. It starts with immediate time savings: automating data entry alone recovers 10-15 hours weekly at $50/hour labor rates, that's $2K+ monthly. Add faster payments—reducing DSO by 15 days on $500K receivables—and you're looking at significant cash flow boosts. We track metrics from week one, like invoices processed per hour, and optimize based on your data. A civil engineering client hit breakeven in 8 weeks after automating 200+ monthly subcontractor bills. It's practical: we build in quick wins, like mobile submission, to deliver value before full rollout.
Does this integrate with our existing project management software?
Absolutely—integration is our specialty. Whether you're using Procore for construction tracking, Autodesk BIM 360 for design coordination, or Epicor for manufacturing ERP, we create deep, two-way API links. Invoices auto-populate from project milestones, like pulling quantities from a completed foundation pour. No superficial connections that break during updates; our code ensures reliability. For instance, we sync approvals back to your PM tool, updating task statuses instantly. Setup takes 2-4 weeks, with testing on a pilot project to confirm seamless data flow. This eliminates silos, giving your whole team visibility into billing tied to on-site progress.
Is the system secure for sensitive engineering contract data?
Security is non-negotiable in construction and manufacturing, where invoices often include proprietary specs or bid details. We build with enterprise-grade encryption, role-based access (e.g., foremen see only their site's bills), and compliance to standards like SOC 2 and GDPR. Data stays in your controlled environment—no cloud dependencies unless you choose them. Audits show zero breaches in our deployments. For example, we implement audit trails for every approval, crucial for defending against disputes in public works projects. Your IP, like custom alloy formulas in manufacturing invoices, is protected end-to-end. We even simulate penetration tests during build to ensure robustness against industry-specific threats like supply chain hacks.
Can we scale this as our firm takes on bigger projects?
Scaling is baked in from the start. Our architecture uses modular code that handles volume spikes—like jumping from 50 to 500 invoices during a major plant expansion—without performance dips. We design for your growth trajectory, adding features like multi-entity support for subsidiaries. A manufacturing client scaled from regional jobs to national contracts, processing 10x the volume with the same team, saving 30% on admin costs. It's like reinforcing a bridge: we anticipate load increases. Post-launch, we monitor usage and tweak AI models quarterly, ensuring efficiency as your project pipelines evolve.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.