Stop Losing Billable Hours to Manual Invoice Chasing Automate Your Invoicing for Maximum Efficiency
Professional services firms waste an average of 15 hours per week on manual invoicing tasks. Our custom AI solution delivers 80% time savings, turning that into billable revenue instead of administrative drudgery.
Join 250+ businesses with streamlined invoicing and 3x faster payments
The "Invoice Overload" Problem
Endless Follow-Ups on Billable Hours Eating Into Consulting Client Time
Error-Prone Manual Data Entry from Project Timesheets in Advisory Engagements
Delayed Approvals Bottlenecking Month-End Closes
Inconsistent Billing for Retainer-Based Advisory and Hourly Consulting Services
Fragmented Tracking Across Multi-Client Consulting Projects and Reimbursable Expenses
Compliance Risks in Multi-Jurisdiction Client Billing for Global Consulting Firms
Custom AI Invoice Automation Built for Your Firm
With over a decade of experience optimizing workflows for professional services, AIQ Labs delivers enterprise-grade solutions that integrate seamlessly with your existing tools.
Why Choose Us
We build tailored AI systems that capture project data from your CRM and timesheets, automate invoice generation, and route approvals intelligently. No more spreadsheets or email chains. This isn't off-the-shelf software—it's a custom engine designed to fit your exact billing cycles, client types, and compliance needs. Firms using our solutions report a proven track record of reducing invoice processing from days to hours, with industry-leading accuracy rates above 98%.
What Makes Us Different:
Quantifiable Gains for Your Bottom Line
Reclaim 15+ Hours Weekly
Reclaim 15+ Hours Weekly on Client-Facing Consulting: Manual invoicing for project milestones steals time from high-value advisory work. Our automation extracts data from tools like Harvest, matches against contracts, and generates invoices, freeing your team for strategic deliverables. Expect a 75% reduction in processing time, boosting billable utilization from 70% to 85%+ within the first quarter.
Accelerate Cash Flow with 40% Faster Payments
Accelerate Cash Flow with 40% Faster Payments in Retainer and Milestone Billing: Delays in invoicing for ongoing advisory projects mean delayed revenue recognition. AIQ's system sends polished, compliant invoices instantly upon Asana milestone completion, with automated AR reminders. Clients pay 10-14 days quicker on average, reducing DSO from 45 to under 30 days and improving working capital for firm expansion.
Achieve 5x ROI in Under 6 Months
Achieve 5x ROI in Under 6 Months for Mid-Sized Consulting Firms: Investing in tailored invoice automation pays off rapidly through recovered billables. For a 50-consultant firm, that's $150,000+ in annual savings from eliminating manual errors and overtime in timesheet-to-invoice workflows. Our scalable solutions adapt to growing client portfolios, cutting hidden compliance costs in multi-jurisdiction billing by 60%.
What Clients Say
"Before AIQ, our billing team wasted Fridays chasing approvals for multi-phase strategy projects tracked in Asana—it was total chaos. Now, invoices auto-generate from task completions with built-in approval workflows, slashing processing from 8 hours to under 1 per cycle. Cash flow stabilized overnight, and our billable utilization rose 12% in just two months."
Sarah Jenkins
Director of Finance, Apex Strategy Consulting
"As a mid-sized law firm managing retainers for 50+ corporate clients, billing inconsistencies from Clio-tracked hours were costing us thousands monthly. AIQ customized a system that pulls data directly from Clio, applies retainer caps, and flags anomalies pre-invoice. In Q1 alone, errors hit zero, and we recovered $25K in previously underbilled advisory hours."
Michael Torres
Operations Manager, LegalEdge Corporate Law
"Manual expense tracking for our travel-intensive M&A advisory projects was an absolute nightmare, with receipts scattered across apps. AIQ's solution now uses OCR to categorize uploads and syncs seamlessly with Xero for reimbursable billing. We've reclaimed 20 hours weekly on compliance reviews, and month-end closes dropped from 2 weeks to 3 days—truly transformed our operations."
Emily Chen
Chief Financial Officer, Global M&A Advisors
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing process, from project tracking to payment. This reveals bottlenecks unique to your services firm, ensuring our build aligns perfectly with your workflow.
Custom AI Design and Build
Our engineers craft a bespoke system using advanced frameworks, integrating your CRM, timesheets, and accounting tools. We test rigorously for accuracy in retainer, hourly, and milestone billing.
Deployment and Optimization
Roll out with full training, then monitor performance. We refine based on real usage, delivering ongoing efficiency gains as your firm scales.
Why We're Different
What's Included
Common Questions
How does this differ from standard invoicing software like FreshBooks?
Unlike off-the-shelf tools that force your workflow into rigid templates, AIQ Labs builds a custom AI system molded to your professional services operations. We integrate directly with your existing CRM and project tools, automating nuances like variable retainer billing or multi-phase consulting fees. This eliminates manual workarounds, delivering 80% time savings tailored to your firm. Our enterprise-grade solution scales without added costs, providing full ownership rather than perpetual subscriptions.
What kind of time savings can a consulting firm expect?
Firms typically reclaim 10-20 hours per week per team member from manual tasks like data entry and follow-ups. For a 50-person advisory practice, that's over 50,000 hours annually redirected to billable work. Our AI handles extraction from timesheets, generates compliant invoices, and chases approvals autonomously. Benchmarks show a 75% drop in processing time, with ROI hitting within 4-6 months through faster cash flow and reduced errors.
Is the system secure for handling sensitive client data?
Security is paramount in professional services. We use enterprise-grade encryption, SOC 2 compliance, and role-based access to protect billable hours, client contracts, and financials. Custom AI models are trained only on your anonymized data, with audit logs for every action. Unlike generic platforms, our built-from-scratch architecture avoids third-party vulnerabilities, ensuring GDPR and HIPAA adherence for international or regulated clients.
How long does implementation take for our firm?
Most professional services implementations wrap in 6-8 weeks, starting with a two-week discovery to map your billing cycles. We build and test in parallel with your team, minimizing disruption. Post-launch, we provide hands-on training and a 30-day optimization phase. Firms with complex setups, like multi-office legal practices, see full ROI faster than expected due to our focused engineering approach.
Can it handle both hourly and fixed-fee projects?
Absolutely. Our custom AI distinguishes between hourly tracking, retainers, and milestone-based fees, pulling data from tools like Harvest or your CRM. It automates calculations, applies custom rates, and flags variances—like unbillable admin time. For a strategy firm, this means accurate invoicing across 100+ projects monthly, reducing disputes and ensuring 98% accuracy. We tailor rules to your exact service models.
What if our firm uses specific accounting software?
We specialize in deep, two-way integrations with platforms like QuickBooks, Xero, or Sage, syncing invoices, payments, and adjustments in real-time. No more CSV exports or manual reconciliations. For professional services, this means automatic GL coding for project expenses and revenue recognition per IFRS standards. Our track record includes seamless setups for firms with hybrid systems, cutting month-end close time by 50%.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.