Stop Losing Hours to Manual Invoice Processing Automate It All with AIQ Labs
Real estate pros waste up to 15 hours weekly on invoice chaos—from vendor bills for property repairs to agent commissions. Our custom automation slashes that to zero, delivering 3x faster month-end closes and $50K+ annual savings in admin costs.
Join 250+ businesses with streamlined invoicing and boosted efficiency
The "Invoice Overload" Problem
Chasing scattered invoices from HVAC vendors, roofing contractors, and property management suppliers across multiple commercial and residential sites
Manual reconciliation of agent commissions across multiple MLS-listed deals, including co-broke splits and referral fees
Delayed approvals stalling emergency maintenance payments on rental units, leading to tenant complaints and potential lease violations
Error-prone data entry for monthly utility bills, HOA assessments, and common area maintenance (CAM) fees in multi-family properties
Month-end bottlenecks from mismatched lease payment invoices against rent rolls and security deposit reconciliations
Overlooked early payment discounts from landscaping and cleaning vendors due to slow invoice tracking in high-volume property portfolios
Our Custom AI Invoice Automation – Built for Real Estate
With a proven track record in deploying enterprise-grade solutions for 50+ property firms, AIQ Labs engineers tailored systems that integrate seamlessly with your CRM and accounting tools.
Why Choose Us
We craft bespoke AI workflows that capture, classify, and process invoices specific to real estate operations. From extracting data from PDF repair bills to automating commission splits based on closing dates, our solution eliminates manual drudgery. It's not off-the-shelf software. We build it to mirror your agency's unique processes, ensuring compliance with property regulations and scalability as your portfolio grows. Short on time? Our systems deliver immediate ROI through reduced errors and faster cash flow.
What Makes Us Different:
Unlock Time and Cost Savings Tailored to Your Agency
Save 12+ Hours Weekly on Invoice Handling
Save 12+ Hours Weekly on Invoice Handling: Manual entry for vendor bills from plumbers and electricians, plus agent commissions on closings, vanishes. Our AI processes 500+ invoices monthly with 99% accuracy, freeing your team to focus on client showings, open houses, and deal closures instead of paperwork piles—ideal for busy brokerage teams managing 50+ listings.
Achieve 4x ROI in the First Year
Achieve 4x ROI in the First Year: Industry benchmarks from NAR show agencies cut admin costs by 35% on property management expenses. For a mid-sized firm handling 100 rental units, that's $75K saved annually—reinvested into digital marketing for luxury listings or expanding your commercial property portfolio. No more subscription sprawl; own your system outright with seamless Yardi or AppFolio integration.
Boost Productivity with Error-Free Processing
Boost Productivity with Error-Free Processing: Reduce commission disputes by 90% through automated calculations linked to MLS data and CRM deal stages. Your month-end close for rent collections and vendor payments drops from days to hours, ensuring timely payouts for property repairs and stronger relationships with local contractors in competitive urban markets.
What Clients Say
"Before AIQ Labs, our team spent Fridays buried in invoice spreadsheets for property flips in the downtown district. Now, automation handles everything from contractor bids on renovations to final payouts at closing— we've saved 10 hours a week and closed books twice as fast this quarter, allowing us to take on two more flip projects."
Sarah Jenkins
Operations Manager, Urban Properties Group (Specializing in Residential Flips, 50+ Units Annually)
"Integrating this with our CRM was a game-changer for commission tracking on multi-unit rentals in suburban complexes. No more manual splits for co-brokers or missed incentives on lease renewals; errors dropped to zero, and we're actually ahead on vendor negotiations for ongoing maintenance contracts now."
Mike Rodriguez
Finance Director, Apex Real Estate Partners (Managing 150+ Multi-Family Rental Units)
"We manage 200+ units across HOA-governed communities, and invoice chaos from utility and landscaping bills was killing our efficiency. AIQ's custom build cut our processing time from 20 hours to under 3 per week—plus, it caught overlooked volume discounts from service vendors worth $8K last year, improving our net operating income."
Lisa Chen
Senior Property Manager, Horizon Estates (Overseeing Gated Community Portfolios in the Southwest)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflows, from vendor submissions to commission approvals, identifying real estate-specific pain points like lease variances.
Custom AI Design and Build
Our engineers develop a tailored system using advanced frameworks, integrating with your tools for seamless data flow—no fragile connections, just robust ownership.
Deployment and Optimization
We launch with full training, then monitor and refine based on your agency's live data, ensuring peak efficiency for ongoing property transactions.
Why We're Different
What's Included
Common Questions
How does this automation handle variable commission structures in real estate?
Our custom AI is designed to parse your specific commission rules, integrating directly with your CRM to pull deal details like sale prices and agent roles. For instance, it automatically calculates splits for co-brokered listings or tiered incentives, reducing disputes by 85%. We build it around your agency's formulas—whether flat fees or percentages—ensuring accuracy without manual overrides. This setup has helped firms process 300+ commissions monthly error-free, saving hours during busy closing seasons. Setup involves a quick mapping session, and it's scalable for growing teams.
What if our agency uses multiple property management systems?
No problem—we specialize in deep, two-way API integrations with platforms like Yardi, AppFolio, or MRI. Our solution creates a unified pipeline that pulls invoice data from all sources, automates approvals, and pushes updates back seamlessly. For a client with hybrid setups, we unified billing for 150 units across systems, cutting reconciliation time from days to minutes. It's custom-coded for reliability, avoiding the breaks common in no-code links. We start with a full audit to ensure every workflow aligns with your operations.
How secure is the invoice data in this system?
Security is paramount in real estate, where sensitive financials like lease payments are involved. We use enterprise-grade encryption, role-based access, and compliance with standards like SOC 2 and GDPR. Data is processed in isolated environments, with audit trails for every action—from invoice capture to payment scheduling. One agency we worked with handled 1,000+ vendor bills annually without a single breach. Our systems include anomaly detection to flag unusual patterns, like duplicate submissions, protecting your portfolio's integrity while enabling fast, safe automation.
Can this scale as our real estate portfolio expands?
Absolutely—our architecture is built for growth, handling volumes from 50 to 5,000 invoices monthly without performance dips. We use scalable cloud frameworks that adapt to your expanding listings or new branches. A property firm we partnered with scaled from 100 to 400 units in a year, and our system absorbed the load seamlessly, maintaining 99.9% uptime. Unlike rigid templates, it's modular: Add features like international vendor handling as needed. We include performance tuning post-launch to match your trajectory.
What's the typical timeline for implementation?
For most real estate agencies, we deliver a fully operational system in 6-8 weeks, starting with discovery and ending with testing on live data. This includes customizing for your invoice types, like maintenance or commissions, and integrating with existing tools. A recent project for a 50-agent firm went live in 5 weeks, with immediate time savings. We prioritize quick wins, like automating high-volume processes first, so you see ROI early. Post-launch, we provide two weeks of hands-on support to refine based on real usage.
How does this differ from generic invoicing software?
Generic tools are one-size-fits-all, often struggling with real estate nuances like variable commissions or property-tied approvals. AIQ Labs builds a bespoke system owned by you—no subscriptions, just tailored AI that fits your workflows exactly. For example, it can auto-link invoices to specific listings in your MLS feed, something off-the-shelf apps can't do without clunky add-ons. Clients report 40% higher efficiency gains because it's not fighting your processes; it's enhancing them. We focus on long-term ownership, replacing tool chaos with a unified asset.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.