Stop Losing Hours to Manual Invoice Chasing Automate Your AP Workflow Today
Reclaim 15-20 hours per week from tedious invoice processing, slashing your month-end close time by 40% and boosting ROI through enterprise-grade efficiency.
Join 250+ businesses with streamlined AP processes
The "Invoice Overload" Problem
Endless chasing of vendor invoices for routine property maintenance like HVAC servicing and landscaping across multi-site portfolios
Manual matching of invoices to lease agreements, work orders, and tenant rent payments in Yardi or AppFolio systems
Delayed approvals stalling critical repairs on commercial properties, such as emergency roof leaks or elevator breakdowns in office towers
Errors in tracking multi-tenant utility bills for shared spaces like common area electricity, leading to disputes with anchor tenants
Month-end chaos reconciling invoices with property management software for capex projects and operating expenses
Overlooked vendor payments for ongoing services like janitorial or security contracts, risking strained relationships with key property contractors
Our Custom AI Invoice Automation – Built for Commercial Real Estate
With a proven track record in deploying enterprise-grade solutions for property firms, we've helped leading CRE teams eliminate AP bottlenecks since 2020.
Why Choose Us
At AIQ Labs, we craft bespoke AI systems that integrate seamlessly with your property management tools like Yardi or AppFolio. No more sifting through email attachments or spreadsheets. Our automation captures invoice data instantly, matches it to lease terms, routes approvals via your exact workflow, and syncs payments directly to QuickBooks. It's like having a vigilant property manager who never sleeps, ensuring every dollar aligns with your portfolio's cash flow. Tailored to handle the nuances of commercial leases, multi-site approvals, and compliance with real estate regulations, this isn't a one-size-fits-all tool—it's your workflow, supercharged.
What Makes Us Different:
Unlock Time Savings and ROI That Drive Property Portfolio Growth
Slash Weekly AP Time by 15+ Hours
Slash Weekly AP Time by 15+ Hours: Your team wastes hours weekly on manual invoice entry for maintenance like plumbing repairs and vendor bills from landscapers. Our custom AI handles extraction from PDFs and matching to work orders, freeing staff to focus on deal sourcing and tenant retention. Industry benchmarks from NAREIT show CRE firms gain 25% productivity boost, translating to $50K+ annual savings per mid-sized portfolio of 20+ properties.
Achieve 40% Faster Month-End Closes
Achieve 40% Faster Month-End Closes: Manual reconciliation of tenant invoices, CAM reimbursements, and utilities drags closes into overtime. We automate the entire cycle with integration to MRI or RealPage, reducing errors by 95% and cutting close time from 10 days to 4. This accelerates financial reporting for REIT compliance, letting you make quicker decisions on acquisitions or refinancings with confidence.
Boost ROI with 3x Efficiency Gains
Boost ROI with 3x Efficiency Gains: Like streamlining a sprawling office complex into a single efficient hub, our solution consolidates fragmented AP processes for multi-family or industrial assets. Expect 3:1 ROI within six months through reduced late fees on vendor contracts and optimized cash flow for property upgrades. CRE leaders using IREM best practices report 30% lower administrative costs, directly fueling expansion into new markets.
What Clients Say
"Before AIQ Labs, our AP team spent Fridays buried in vendor invoices for our 15 retail centers—easily 12 hours lost on matching to lease exhibits. Now, the custom automation pulls data from emails and matches it to Yardi leases overnight. We've cut processing time in half and caught a few duplicate bills for signage repairs that saved us $8K last quarter."
Sarah Jenkins
Finance Director, Metro Properties Group (Managing 500K sq ft of retail space in the Midwest)
"Handling invoices for 50+ commercial units in our office portfolio was a nightmare with manual approvals delaying urgent repairs like fire system inspections. Their system integrates perfectly with our Yardi setup, routing everything by property manager in seconds. Month-ends are now stress-free, and we've redirected those hours to negotiating better vendor terms for ongoing HVAC maintenance."
Michael Torres
Operations Manager, Urban Realty Partners (Overseeing Class A office buildings in downtown districts)
"We were drowning in utility and maintenance invoices across our 1.2M sq ft office portfolio, including triple-net leases. AIQ's tailored AI not only automates approvals but flags anomalies like unusual spikes in HVAC costs during peak seasons. It's saved us 18 hours a week, and our error rate dropped from 15% to under 2% in just three months, improving tenant satisfaction scores."
Lisa Chen
Controller, Pinnacle Commercial Estates (Portfolio of 25 office properties across the Southeast)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current AP processes, from invoice receipt for property services to lease-linked payments, identifying custom integration points with your tools.
AI System Design and Build
Our engineers construct a tailored AI engine, training it on your invoice patterns and real estate data for precise extraction and approval automation.
Deployment and Optimization
We integrate the system live, monitor performance against your CRE benchmarks, and refine for ongoing efficiency in handling tenant and vendor flows.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable CRE invoice formats?
Commercial real estate invoices vary wildly—from contractor bills with handwritten notes to digital utilities from multiple providers. Our custom AI uses optical character recognition and machine learning trained on your historical data to extract key details like amounts, dates, and PO references accurately over 98% of the time. We map these to your lease structures, ensuring nothing slips through. Unlike generic OCR tools, our system learns from your portfolio's specifics, such as CAM allocations or tenant reimbursements, reducing manual reviews by 80%. Implementation starts with a quick data upload, and we fine-tune in weeks for seamless operation.
What integrations do you support for property management software?
We specialize in deep, bidirectional integrations with leading CRE platforms like Yardi, AppFolio, MRI Software, and RealPage. Our AI pulls invoice data directly into your system, auto-matches to property records, and pushes approved payments back without exports. For example, it can link a maintenance invoice to the exact lease clause, updating tenant ledgers in real-time. This eliminates the 'export to Sheets' drudgery that plagues many firms. We've deployed these for mid-sized portfolios, achieving 100% uptime and cutting integration errors to zero, all while maintaining data security compliant with industry regs.
How quickly can we see ROI from this automation?
Most CRE firms see measurable ROI within 3-6 months. By automating 70-80% of manual AP tasks, you reclaim 15-20 hours weekly per accountant—time redirected to revenue-generating activities like deal analysis. Our clients report 3:1 ROI through reduced late fees (averaging $5K/year saved), fewer errors, and faster cash flow from timely vendor payments. For a 50-property portfolio, that's often $40K+ in annual efficiencies. We provide a post-launch audit at 90 days to quantify gains against benchmarks, ensuring your investment pays off swiftly in a results-driven industry.
Is the system secure for sensitive real estate financial data?
Security is paramount in CRE, where invoices tie to confidential lease terms and financials. Our solutions use enterprise-grade encryption (AES-256), role-based access controls, and SOC 2 compliance to protect data at rest and in transit. We embed audit trails for every action, crucial for regulatory audits or disputes. Unlike cloud-only tools, our custom builds allow on-premise options if needed, with AI processing anonymized where possible. We've safeguarded data for firms handling multi-million-dollar portfolios without a single breach, giving you peace of mind amid rising cyber threats in property management.
Can this scale as our commercial portfolio grows?
Absolutely—our architecture is designed for CRE scalability. Starting with 20 properties, the system handles volume spikes like end-of-year reconciliations without performance dips. As you acquire more assets, we expand integrations and AI models to accommodate new workflows, such as multi-site approvals or international vendors. Clients scaling from 30 to 150 units report no downtime, with processing speeds improving via ongoing learning. It's built on robust frameworks, not brittle no-code, ensuring it grows with your business like a well-managed property empire, supporting 500+ properties efficiently.
What if our AP process involves custom approvals for capital expenditures?
We tailor the automation to your exact CRE needs, including multi-level approvals for capex like roof repairs or tenant improvements. The AI routes based on rules you define—e.g., over $10K needs director sign-off, tied to property value. It pulls context from your PM software, flagging risks like budget overruns. This cuts approval cycles from 5 days to hours, preventing delays in critical projects. Our builds include fallback manual overrides, ensuring flexibility. Firms with diverse portfolios praise this for aligning AP with strategic spending, boosting overall operational efficiency.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.