Stop Losing Precious Time to Invoice Chasing While Focusing on Student Success
We understand how manual invoicing pulls you away from creating impactful courses. Reclaim 15+ hours per week on admin tasks, ensuring your platform scales seamlessly as enrollments grow, with ROI visible in the first month.
Join 250+ education businesses with streamlined operations
The "Administrative Overload" Problem
Chasing overdue payments from scattered student enrollments across multiple LMS platforms like Canvas or Moodle
Manual reconciliation of course fees with learning management systems, leading to errors in tracking micro-credential completions
Delayed refunds for withdrawn students disrupting instructor payout schedules tied to cohort-based courses
Compliance headaches with varying international student billing under regulations like GDPR for EU learners or FERPA for US data
Overwhelmed admins juggling invoices during peak enrollment seasons for corporate training bootcamps or online certifications
Inaccurate tracking of bundled course packages, like certification bundles, leading to revenue leaks from unclaimed progress credits
AI-Powered Invoice Automation Tailored for Your Platform
With years building custom AI for education providers, we've helped platforms like yours eliminate billing bottlenecks that hinder scalable learning.
Why Choose Us
You're not alone in feeling buried under invoice paperwork when you'd rather innovate curricula. We've seen this before—admins spending afternoons reconciling payments instead of supporting student outcomes. At AIQ Labs, we craft bespoke AI systems that integrate directly with your LMS and payment gateways. Like a vigilant teaching assistant, our automation handles the grunt work, ensuring every transaction aligns with your growth. This isn't off-the-shelf software; it's a custom-built asset you own, designed to evolve with your expanding course library.
What Makes Us Different:
Unlock Time and Efficiency Gains for Better Student Focus
Save 15+ Hours Weekly on Billing
Save 15+ Hours Weekly on Billing: Picture admins at a language school redirecting that time from invoice chases to personalizing curriculum for diverse learners. Our AI automates invoice capture from LMS exports and matches them to student profiles, cutting manual reviews by 80% and delivering ROI within the first quarter through slashed admin costs—empowering teams to elevate course completion rates from 70% to 85%.
Achieve 30% Faster Month-End Closes
Achieve 30% Faster Month-End Closes: Say goodbye to late nights cross-checking payments for vocational program enrollments. The system flawlessly processes thousands of transactions from platforms like Teachable, accelerating financial insights for quarterly reporting. This scales seamlessly with your global expansions, like adding APAC cohorts, preventing bottlenecks and ensuring smooth operations during enrollment surges.
Boost Productivity with Error-Free Automation
Boost Productivity with Error-Free Automation: Eliminate manual slip-ups, much like a streamlined syllabus avoids enrollment confusion. Attain 25% higher accuracy in tracking revenue from hybrid course models, ensuring timely payouts to adjunct instructors and swift refunds for dropouts—fostering student trust, boosting retention by 15%, and allowing focus on innovative pedagogy over paperwork.
What Clients Say
"Before AIQ Labs, our team lost entire Fridays reconciling invoices from 500+ monthly enrollments in our online coding bootcamps. Now, it's fully automated—we saved 12 hours a week, caught a $5K overcharge on bundled modules in our first month, and used the bandwidth to launch two new certification tracks without adding staff."
Sarah Mitchell
Operations Manager, LearnPath Academy (Provider of Tech Skills Bootcamps)
"As a small online training provider specializing in professional development, handling international student fees for our leadership courses was a nightmare with manual tracking across currencies. AIQ's custom AI integrated with our Stripe and Moodle setup overnight, slashing disputes by half. We've scaled to 1,200 users this quarter, and our admins now prioritize content curation over billing chaos."
Dr. Raj Patel
Founder and CEO, Global Skills Institute (International Leadership Training Platform)
"We were overwhelmed by refund requests for mid-semester withdrawals during peak seasons in our e-learning certifications, delaying instructor stipends by weeks. AIQ's system automates approvals in minutes, not days. Over three months, our cash flow rose 20%, and Net Promoter Scores for student satisfaction climbed 25% thanks to seamless payment handling."
Emily Chen
Finance and Compliance Lead, EduTech Hub (E-Learning Certification Provider)
Simple 3-Step Process
Discovery and Integration Planning
We dive into your platform's workflows, mapping invoice pain points like enrollment spikes. Then, we connect our AI to your LMS and accounting tools for a seamless fit.
Custom AI Build and Testing
Our engineers construct the automation from scratch, training it on your data. We test rigorously with sample student transactions to ensure zero disruptions during live rollouts.
Deployment and Ongoing Optimization
Go live with full training for your team. We monitor performance and tweak as your courses grow, scaling effortlessly to support unlimited enrollments.
Why We're Different
What's Included
Common Questions
How does this automation integrate with my existing online course platform?
We start by assessing your setup—whether it's Moodle, Kajabi, or another LMS—and build custom APIs for two-way data flow. For instance, when a student enrolls, the AI instantly generates and tracks the invoice, syncing payments back to your system. This eliminates manual uploads, saving hours during busy launches. Our approach ensures no downtime; we test in a sandbox first. Education providers often see full integration in 2-4 weeks, with scalability baked in for growing user bases. You're not locked into our tools—it's all owned by you.
What kind of time savings can I expect for my admin team?
Most platforms report 15-25 hours saved weekly on invoice tasks alone. Think of chasing payments after a webinar signup rush—that's automated now, with AI matching details to student profiles. We've helped training centers reduce month-end closes from days to hours, redirecting effort to curriculum tweaks that boost completion rates. ROI kicks in fast: one client recouped costs in six weeks through error reductions. It's not just time; it's reclaiming focus for what matters—delivering scalable learning experiences without admin overload.
Is this solution scalable for growing enrollments?
Absolutely, designed for education's growth pains. Our enterprise-grade architecture handles spikes, like back-to-school surges, without added costs. Unlike rigid tools, we build with modular AI that expands—processing 100 or 10,000 invoices seamlessly. For a mid-sized platform, this meant supporting a 300% enrollment jump last year without hiring. We include performance monitoring, optimizing as your course offerings multiply. It's built to scale with you, ensuring billing never bottlenecks your student-outcome goals.
How do you ensure compliance with education billing regulations?
Compliance is core, especially for global students. Our AI incorporates rules for GDPR, VAT, and refund policies, auto-flagging issues like incomplete international forms. We customize for scenarios like bundled certifications, ensuring accurate tax handling. One training provider avoided fines by automating consent-linked billing. With audit-ready logs and secure data flows, you stay protected. We collaborate on your specific needs during discovery, making it a worry-free asset that supports ethical, scalable operations in education.
What if we have unique billing needs, like subscription courses?
No problem—we thrive on customization. For recurring models, our AI manages prorated refunds, upgrades, and churn predictions tied to engagement data. Imagine auto-adjusting invoices when students pause mid-course; it's handled proactively. A language school we worked with integrated this with their drip-content system, reducing cancellations by 15%. We own the build, so it fits your exact workflows, from cohort-based pricing to one-off workshops. This flexibility turns billing into a growth enabler, not a hurdle.
How much does custom invoice automation cost for our platform?
Costs vary by complexity, but for most education platforms, it's a one-time build fee starting around $15K, with no recurring subscriptions—true ownership. Factor in savings: 20 hours/week at $30/hour adds up to $30K yearly. We provide a detailed ROI projection in your free consultation, based on your enrollment volume. Clients often break even in 3-6 months through efficiency. It's an investment in scalability, replacing fragmented tools with a unified system that pays dividends as your student base expands.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.