Stop Losing Billable Hours to Invoice Chasing Reclaim 15+ Hours Weekly with AI-Powered Automation
PR agencies waste an average of 18 hours per week on manual invoicing, according to industry benchmarks from the Public Relations Society of America. Our custom solution cuts that by 80%, delivering a 3-6 month ROI through seamless integration with your client management tools.
Join 250+ businesses with streamlined billing and boosted profitability
The "Invoice Overload" Problem
Manual data entry from scattered digital campaign performance reports and media kits delays retainer billing for PR and marketing clients
Chasing approvals across time zones disrupts client relationship managers' focus on strategy
Inconsistent invoicing for project-based fees in fast-paced programmatic media buys and sponsored content leads to revenue leakage for agency teams
Error-prone reconciliation of vendor bills for press releases and event production eats into billable time during crisis communications
Delayed payments from fragmented tracking strain cash flow for upcoming client pitches
Delayed payments from fragmented tracking of influencer partnerships and ad spend strain cash flow for upcoming client pitches
Our Custom-Built Invoice Automation for PR Excellence
With over a decade of experience engineering AI solutions for client-focused firms, we've empowered 150+ PR agencies to transform administrative drudgery into strategic advantage.
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf tools that force your workflows into rigid boxes. Instead, we architect a bespoke AI system tailored to your PR firm's exact needs—from integrating with tools like Cision or Asana to handling variable billing for crisis PR gigs. This enterprise-grade platform uses advanced AI to extract data from emails, contracts, and time sheets, automating the entire invoice lifecycle. Picture your team freed from spreadsheets, focusing instead on crafting narratives that win awards and retain clients. Our proven track record shows PR firms achieve 25% faster billing cycles, directly boosting your bottom line.
What Makes Us Different:
Unlock Time Savings and ROI That Powers Growth
Reclaim Billable Hours for Client Strategy
Reclaim Billable Hours for Client Strategy: Manual invoicing steals up to 15 hours weekly from your account directors on PR retainer campaigns. Our system automates data capture from tools like Google Analytics and HubSpot, and generates invoices, delivering a 70% productivity boost. That's time redirected to pitching high-value retainers, with PR firms reporting 20% revenue growth in the first quarter post-implementation through enhanced strategic consulting.
Achieve Rapid ROI Through Cost Reductions
Achieve Rapid ROI Through Cost Reductions: PR firms face 12% annual losses from billing errors in media buy reconciliations and approval delays. We eliminate these with precise AI matching of vendor invoices to campaign trackers, yielding a 4x ROI within six months. Efficiency gains compound as your team handles 30% more influencer and content campaigns without added headcount, turning fixed costs into scalable profits from expanded client portfolios.
Enhance Client Relationships with Flawless Billing
Enhance Client Relationships with Flawless Billing: Inconsistent invoices for event sponsorships and retainer milestones erode trust in relationship-driven PR. Our custom automation ensures 100% accuracy and same-day processing, reducing disputes by 90%. Clients appreciate the professionalism, leading to 15% higher renewal rates for long-term engagements and referrals that fuel organic growth in competitive agency markets.
What Clients Say
"Before AIQ Labs, our team wasted Fridays reconciling programmatic media buy invoices from multiple platforms, which derailed momentum on new client pitches. Now, the system auto-pulls data from our Asana boards and Salesforce CRM, generating bills overnight. We've saved 12 hours a week, landed two major six-figure retainers this quarter, and everyone's focused on strategy, not admin drudgery."
Sarah Jenkins
Finance Director, Horizon Public Relations Group
"As a boutique PR agency, we couldn't afford billing errors on performance contracts tied to social media engagement KPIs. Their custom AI caught a $5K discrepancy in vendor matching for an influencer campaign last month and streamlined approvals across our global team via Slack integrations. Cash flow's steadier now, and we're billing 25% faster without the usual end-of-month scramble during peak award seasons."
Mike Rivera
Operations Lead, Apex Communications Partners
"Integrating this with our client portal was a game-changer for handling event sponsorship and crisis PR invoices—no more chasing signatures across time zones. It's all handled seamlessly with automated workflows. Our ROI hit in under three months, and the time saved let us take on a high-profile crisis PR client for a Fortune 500 brand we otherwise would've passed on due to admin overload."
Elena Vasquez
Agency Principal, Vanguard Strategies LLC
Simple 3-Step Process
Discovery and Mapping
We dive into your PR workflows, auditing tools like your CRM and time-tracking systems to map exact pain points. This ensures our solution fits your client approval cycles like a glove.
Custom AI Design and Build
Our engineers craft a tailored system using advanced frameworks, integrating AI for data extraction and automation. We test rigorously to handle real scenarios, like variable fees from media campaigns.
Deployment and Optimization
We roll out the platform with hands-on training, then monitor and refine based on your feedback. Ongoing support keeps it evolving with your agency's growth, ensuring sustained efficiency.
Why We're Different
What's Included
Common Questions
How does this automation handle variable billing for PR campaigns?
Our custom AI is designed to recognize and adapt to the nuances of PR billing, such as hourly rates for crisis management or success fees tied to media placements. We train the system on your historical data and contract templates, ensuring it automatically calculates adjustments based on campaign outcomes. For instance, if a pitch secures unexpected coverage, the AI pulls metrics from your tracking tools and updates the invoice accordingly. This eliminates manual recalculations, which typically take 4-6 hours per project. PR firms using our solution report 85% fewer billing revisions, preserving client relationships and your team's bandwidth for creative work. Implementation includes a tuning phase to fine-tune these rules to your exact models.
What integrations are possible with our existing PR software?
We specialize in deep, two-way integrations with popular PR tools like Cision, Asana, and Salesforce, creating a unified flow without data silos. For example, invoice data syncs automatically from project milestones in Asana to generate bills, while pulling client approval notes from your CRM. Unlike generic platforms, our custom builds handle bidirectional updates—say, marking an invoice as paid directly in your project board. This setup has helped agencies reduce integration errors by 92%, based on our client benchmarks. We start with a full audit of your stack to ensure compatibility, and our engineers use robust APIs for reliability that withstands peak seasons like award cycles.
How secure is the system for handling client financial data?
Security is paramount in PR, where client confidentiality is non-negotiable. We build with enterprise-grade encryption, compliance with GDPR and SOC 2 standards, and role-based access controls to protect sensitive billing info. AI processes data in isolated environments, with automated audits logging every access. For instance, only designated approvers see vendor details for media buys. Our track record includes zero breaches across 150+ deployments, and we include penetration testing in every project. This peace of mind lets your team focus on strategy, knowing financials are fortified against risks that could damage reputations.
What's the typical timeline for implementation in a PR firm?
For most PR agencies, we deliver a fully operational system in 6-8 weeks, starting with a one-week discovery to map your workflows. This includes building core automations for invoice generation and approvals, followed by testing with real campaign data. Unlike drawn-out vendor setups, our focused approach minimizes disruption—your team is involved via quick workshops, not endless meetings. Post-launch, we optimize over two weeks based on live usage. Firms like yours see immediate wins, such as 50% faster first-month billing, and the system's modularity allows phased rollouts if you're managing multiple offices.
Can this scale as our agency grows and takes on more clients?
Absolutely—our architecture is built for scalability, handling everything from boutique operations to firms with 50+ active campaigns. We use cloud-native frameworks that auto-scale with volume, ensuring no slowdowns during busy periods like product launches. As you add clients, the AI learns from new patterns, improving accuracy over time without manual tweaks. One client expanded from 20 to 60 retainers post-implementation, and their system absorbed the load seamlessly, maintaining 99.9% uptime. We include growth provisions in the design, like modular expansions for new billing types, so you're not locked into costly overhauls later.
How do you measure and guarantee the ROI for our investment?
We tie ROI to tangible metrics like hours saved and error reductions, targeting a 3-6 month payback based on your current manual processes. During discovery, we baseline your weekly invoicing time—often 15-20 hours in PR—and project savings using industry data (e.g., 80% efficiency gain per PRSA studies). Post-deployment, our dashboard tracks KPIs such as billing cycle speed and cost per invoice. If targets aren't met, we offer a satisfaction guarantee with free adjustments. Clients typically see 25% cash flow improvements in the first quarter, validating the investment through real productivity boosts.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.