Stop Wasting Hours on Invoice Nightmares Automate Your Billing with Precision
Imagine reclaiming 20+ hours per week from manual data entry and chasing subcontractor payments. Our custom AI solutions deliver 3x faster invoicing and 40% cost savings on admin overhead—built exactly for your architectural workflow.
Join 150+ architecture firms boosting productivity with seamless AI integrations
The "Invoice Overload" Problem
Manually reconciling subcontractor invoices against as-built blueprints, RFIs, and change orders amid site variations
Chasing delayed payments from clients on multi-phase projects
Tracking billable hours across dispersed site teams and office staff
Handling variable material costs for rebar, lumber, or HVAC components that fluctuate with supply chain delays and tariffs
Ensuring compliance with lien waivers, AIA billing forms, and contract milestones like foundation pour or framing completion in every invoice
Juggling approvals from multiple stakeholders—GCs, subs, engineers, and owners—on complex residential builds with custom millwork and MEP integrations
Our Custom AI Invoice Automation—Tailored for Architects
With over a decade of field-tested experience in construction tech, we've helped firms like yours streamline billing without the subscription headaches.
Why Choose Us
Let's be honest, as an architect, you're buried in creative work, not spreadsheets. Here's the thing: our team at AIQ Labs builds bespoke AI systems that integrate directly with your CAD software, project management tools like Procore, and accounting platforms. We capture invoice data from emails or scans, match it to your project specs, and automate approvals based on your exact workflow. No more manual entry. You're probably thinking, 'Will it handle my custom contracts?' Absolutely—we code it to your specs, ensuring every phase of your designs translates to accurate, timely billing. It's like having a digital foreman who never sleeps, saving you hours weekly while boosting cash flow.
What Makes Us Different:
Unlock Time and ROI with Proven Efficiency Gains
Save 15-25 Hours Weekly on Admin
Save 15-25 Hours Weekly on Admin: Imagine your estimators no longer buried in reconciling subcontractor timecards against punch lists and daily logs—our AI scans and matches them instantly. A mid-sized contractor we partnered with reclaimed 20 hours weekly, allowing foremen to prioritize on-site safety audits and quality control instead of desk work. That's tangible ROI: reduced labor costs by 12% and accelerated handover on multi-family units by two weeks.
Achieve 35% Faster Cash Flow Cycles
Achieve 35% Faster Cash Flow Cycles: In manufacturing runs or phased builds, payment lags can halt tooling orders or crew mobilizations. Our system triggers automated invoices at key milestones like slab completion or assembly line milestones, slashing approval chains from 14 days to 48 hours. A fabrication shop client cut their DSO (Days Sales Outstanding) by 15 days, unlocking $150K in working capital for just-in-time inventory without extra financing.
Boost Productivity with Error-Free Billing
Boost Productivity with Error-Free Billing: Overruns from miscoded change orders on structural steel or concrete pours can eat into margins fast. Our AI cross-references against BIM models and spec books for 99% accuracy, preventing costly claim disputes. Field teams we've helped report halving RFI resolutions and rework on tilt-up projects, turning billing from a bottleneck into a seamless process that keeps projects on schedule.
What Clients Say
""Before AIQ Labs, our firm was bogged down 10 hours a week cross-checking subcontractor invoices against Revit models and change orders for our office tower projects. Now, automation handles it flawlessly, slashing billing errors by 60% and improving cash flow—we recouped the investment in just three months on our downtown high-rise bid.""
Sarah Jenkins
Principal Architect, Jenkins Design Studio (Specializing in Commercial High-Rises)
""Subcontractor invoices were a nightmare during peak season, especially with steel price swings delaying our bridge fabrication runs. AIQ's AI syncs seamlessly with Procore and our ERP, saving us 18 hours weekly—our month-end reconciliations now take two days instead of a full week, letting us ramp up prefab orders without stress.""
Mike Rodriguez
Senior Project Manager, Rodriguez Steel Fabricators (Focus on Infrastructure Projects)
""For our residential renovations, chasing approvals across GCs, plumbers, and owners was endless—especially with custom cabinetry change orders. AIQ flags discrepancies against contract specs pre-finance, dropping disputes from 15% to under 2%. It's revolutionized our bidding on kitchen remodels, cutting admin drag and boosting close rates by 25%.""
Elena Patel
Owner and Lead Estimator, Patel Renovations LLC (Experts in High-End Residential Remodels)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your architectural processes, from initial sketches to final invoicing, identifying bottlenecks like manual subcontractor data entry. No templates here—it's all custom to your firm's rhythm.
AI System Design and Build
Our engineers craft a tailored AI engine that pulls data from your tools, automates matching to project phases, and routes approvals. We test it against your real blueprints and contracts for seamless fit.
Deployment and Optimization
Roll out the system with hands-on training for your team. We monitor for the first month, tweaking for peak efficiency—like handling rush-hour site updates without missing a beat.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle custom architectural contracts?
We start by mapping your specific contract templates, like those with phased deliverables or contingency clauses common in design-build projects. Our AI is trained on your documents to extract key terms automatically—think pulling retainage percentages or milestone triggers directly from PDFs. Then, it cross-references against your project management data to flag mismatches, say if a foundation pour invoice doesn't align with site progress. This custom build ensures accuracy without manual tweaks each time. Firms using it report 95% reduction in contract-related errors, saving hours on reviews. It's all integrated into your workflow, so approvals flow to the right stakeholders instantly, keeping your projects on budget and timeline.
What if my firm uses specific software like Revit or Bluebeam?
No problem—we specialize in deep integrations with tools architects rely on daily. For Revit, our AI pulls BIM data to validate invoice quantities against model specs, preventing overbilling on elements like structural steel. With Bluebeam, it automates markup extraction from PDFs for change order invoices. We build two-way APIs that sync in real-time, so updates in your design software instantly reflect in billing. This eliminates the back-and-forth that wastes time on renovations. One client integrated it in two weeks and saw their invoicing speed double, with zero data entry errors. It's tailored, so it fits your stack without disrupting your creative process.
Can this system scale for larger architectural projects with multiple subcontractors?
Absolutely, our solutions are engineered for complexity, like managing 20+ subs on a high-rise design. The AI categorizes invoices by trade—electrical, HVAC, etc.—and matches them to your master schedule, automating volume processing without slowdowns. It handles variables like phased payments or disputed claims by routing them for quick resolution. We've scaled it for firms handling $10M+ projects, reducing admin time by 40% even during crunch periods. Unlike rigid tools, ours adapts as your project grows, with custom rules for subcontractor tiers. Deployment includes stress-testing against your peak loads, ensuring smooth operation from bid to closeout.
How secure is the AI for sensitive project financials?
Security is non-negotiable in construction, where invoices often include proprietary designs. We use enterprise-grade encryption for all data in transit and at rest, compliant with standards like SOC 2. Access is role-based—design leads see only relevant approvals, not full financials. Audit logs track every action, perfect for defending against disputes or audits on public works. Our custom builds avoid third-party vulnerabilities by owning the entire stack. Clients in regulated sectors praise the peace of mind; one architecture group avoided a potential breach during a cyber scare, thanks to our isolated integrations. We also offer on-premise options if cloud concerns arise.
What's the ROI timeline for implementing this?
Most architecture firms see payback within 2-4 months. Take the time savings: if your team logs 15 hours weekly on invoicing, that's about $1,500 in labor at $100/hour—our system recoups costs fast. Add reduced errors, which can save thousands in rework on misbilled projects, and faster cash flow from quicker payments. We provide a custom ROI calculator during consultation, factoring your billable rates and project volume. A mid-sized firm we partnered with hit 300% ROI in the first quarter by streamlining subcontractor payments on a series of office builds. It's practical, field-tested math—no fluff.
Do you offer training for my non-tech-savvy staff?
Yes, we make it straightforward for everyone, from field coordinators to principals. After build, we conduct tailored sessions—virtual or on-site—walking through scenarios like approving a roofing invoice on mobile during a site visit. Materials include quick-reference guides with construction examples, like handling punch-list billings. Our support team follows up for 30 days, troubleshooting real issues without jargon. Staff at one firm, many from traditional backgrounds, were up and running in a week, calling it 'easier than updating a spec sheet.' The goal is empowerment, so your team owns the system without constant hand-holding.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.