Stop Losing Hours to Manual Invoice Chasing on Job Sites Automate It All with AI Built for Your Workflow
Imagine reclaiming 15-20 hours per week from paperwork, cutting AP processing costs by 40%, and boosting your crew's productivity without the hassle of generic software.
Join 250+ businesses with streamlined invoicing and faster cash flow
The "Invoice Nightmare" Problem
Field crews scribbling invoices on dusty job sites for concrete pours or steel deliveries, leading to lost paperwork amid weather delays and delayed subcontractor payments
Manual matching of subcontractor bills for framing or HVAC work to project-specific job codes, causing costly overpayments on multi-site commercial builds
End-of-month scrambles reconciling vendor invoices for lumber or aggregate deliveries with varying truck schedules and site receipts
Approvals bouncing between site foremen and accountants for equipment rentals like excavators, stalling cash flow for new machinery on tight timelines
Error-prone data entry from crumpled paper receipts for rebar or piping, inflating costs on tight-margin high-rise builds
Juggling invoices across disconnected tools like Procore for field management and QuickBooks for accounting, wasting hours on manual data transfers for prefab component orders
Our Custom AI Invoice Automation – Built from the Ground Up for Construction Realities
With years engineering AI for field-heavy ops, we've helped contractors like you ditch the subscription mess for owned systems that actually scale with your jobs
Why Choose Us
Here's the thing: construction invoicing isn't one-size-fits-all. You're dealing with variable job costs, seasonal rushes, and crews who need tools that work offline. We build AI directly into your workflow – scanning invoices from photos snapped on-site, auto-matching to project budgets, and routing approvals via mobile alerts. No more chasing paper trails. It's like having a digital foreman who handles the admin, so you focus on pouring foundations and hitting deadlines. Let's be honest, generic apps crumble under your volume; our custom builds integrate seamlessly with your existing setup, delivering ROI from day one.
What Makes Us Different:
Unlock Tangible Time and Cost Wins Tailored to Your Builds
Reclaim 15+ Hours Weekly on Admin
Reclaim 15+ Hours Weekly on Admin: You're probably thinking, 'My team's already stretched thin with site walkthroughs and crew coordination.' Our AI handles invoice capture from phone snaps of delivery tickets and verification against POs, saving your office staff from hours of typing up vendor bills for steel beams or drywall after a long day. One contractor we worked with cut their weekly AP time from 25 hours to under 5, redirecting focus to bidding on new commercial projects instead of buried in spreadsheets tracking material variances.
Boost ROI with 40% Cost Reductions
Boost ROI with 40% Cost Reductions: Manual errors on material invoices, like miscounts on concrete truckloads, can eat 5-10% of your margins on bridge or warehouse projects. We automate matching to job codes and flagging discrepancies, such as spotting overbilled rebar deliveries against your PO specs. Result? Faster audits in under 24 hours, fewer disputes with suppliers, and cash preserved for that next crane rental or CNC machine upgrade. Efficiency gains compound – expect payback in 3-6 months through reduced labor on change order processing and penalty avoidance on delayed pours.
Accelerate Cash Flow for Project Momentum
Accelerate Cash Flow for Project Momentum: Delays in approvals for foundation work invoices mean waiting on payments, stalling your next phase like framing erection. Our system pushes notifications to foremen via mobile alerts on-site, gets sign-offs in hours not days, and integrates payments directly into your workflow. A mid-size builder saw their average invoice-to-pay cycle drop from 45 to 18 days, freeing up capital for timely rebar orders without dipping into lines of credit during peak season builds.
What Clients Say
"Before AIQ, our AP team spent Fridays just sorting subcontractor invoices from three active high-rise sites – it was chaos, with errors on formwork billing costing us $2K last quarter alone. Now, the AI pulls data from photos my foremen take on their phones of delivery manifests, matches it to job codes for concrete and rebar, and flags anything off like quantity mismatches. We've saved about 12 hours a week, and our month-end close for variance reports is down to two days. Game-changer for keeping high-volume pours on track without overtime."
Mike Rivera
Operations Manager, Apex Builders Inc., specializing in urban high-rise developments
"I was skeptical about AI in construction – we're not tech wizards out here managing prefab steel fabrication. But their custom setup integrated with our QuickBooks and Procore field logs seamlessly for tracking modular components. No more manual entry for the 50+ invoices we handle monthly from welders and suppliers; it's cut our processing time in half and reduced disputes with vendors by spotting mismatches early, like overages on galvanized piping. ROI hit in under four months, even with our seasonal spikes in industrial plant builds."
Sarah Chen
Controller, Forge Construction Co., focused on industrial manufacturing facilities
"Juggling invoices across job sites for bridge infrastructure was killing our productivity – one lost bill for prestressed beams delayed a whole concrete pour by two days. AIQ built this for us from scratch, training it on our workflow so it understands things like RFIs and change orders for structural steel. My team's down from 20 hours a week on this to maybe 4, and we're catching overcharges on anchor bolts before they hit the books. Honest to God, it's like adding an extra project accountant without the payroll during crunch times."
Tom Hargrove
Project Director, SteelFrame Developments, experts in heavy civil engineering projects
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current setup – from site invoicing to accounting syncs – to pinpoint bottlenecks like delayed vendor approvals. This ensures our AI fits your exact operations, not some off-the-shelf mold.
Custom AI Build and Integration
Our engineers craft the automation using your data, connecting tools like Procore or Sage with AI for smart extraction and routing. We test rigorously to handle real-world hiccups, like poor photo quality from dusty sites.
Deployment, Training, and Optimization
Rollout happens in phases with hands-on training for your team. We monitor performance, tweaking for peak efficiency – think ongoing ROI tracking to ensure you're saving those projected hours from week one.
Why We're Different
What's Included
Common Questions
How does this handle the messy invoices from subcontractors on remote job sites?
Let's be honest, construction sites aren't pristine offices – invoices come wrinkled, handwritten, or via email attachments. Our AI is trained on real-world examples just like that, using OCR and machine learning to pull out details like material descriptions, quantities, and totals even from low-quality photos. It then auto-tags them to your active projects via integration with your PM software. For a recent client with bridge builds in rural areas, this cut their entry errors by 85%, saving hours weekly. We customize the extraction rules to match your common vendors and formats, ensuring nothing slips through.
What's the typical ROI timeline for construction firms using your automation?
You're probably thinking about the upfront investment. For most contractors, we see payback in 3-6 months through direct savings – think 15-20 hours reclaimed per week at your team's rate, plus 30-40% reductions in processing costs from fewer errors. One mid-sized firm handling commercial fits saved $15K quarterly on admin alone after implementation. We build in ROI tracking from the start, monitoring metrics like cycle times and error rates, and adjust as needed. It's field-tested: no fluff, just quantifiable wins tied to your margins and cash flow.
Can this integrate with our existing tools like QuickBooks or Procore without disruption?
Absolutely, and that's where we shine – no rip-and-replace chaos. We map your current workflows first, then engineer deep, two-way API connections that feel native. For instance, invoices scanned on-site flow straight into Procore for job costing and QuickBooks for payments, updating in real-time. A builder we partnered with had been wrestling with brittle Zapier links; our custom build eliminated that, reducing integration headaches by 90%. Downtime? Minimal – we phase it in, testing on a pilot project to ensure smooth ops across your portfolio.
How secure is the data, especially with sensitive project financials?
Security is non-negotiable in construction, where bids and costs are gold. We use enterprise-grade encryption for all data in transit and at rest, with role-based access so only approved eyes see approvals. Compliance? Built-in for standards like SOC 2 and construction-specific regs on lien filings. Our systems log every action for audits, and we conduct regular penetration testing. A client in heavy infrastructure told us it gave them peace of mind during a vendor dispute – everything was traceable. We tailor access to your hierarchy, from site leads to CFO, keeping your financials locked down tight.
What if our invoicing needs change with new projects or regulations?
Construction evolves – new jobs bring unique billing, and regs like prevailing wage shift. Our solutions are modular, so we can adapt without rebuilding. Post-launch, we provide optimization sessions to tweak AI rules for things like updated tax codes or seasonal materials. For a firm expanding into green builds, we retrained the model in weeks to handle rebate invoices, maintaining their efficiency gains. It's not set-it-and-forget-it; we partner ongoing, ensuring your system grows with you, delivering sustained ROI as your business scales.
How much customization is involved, and what's the setup time?
We don't do templates – everything's bespoke to your workflow, from how foremen capture bills to accountant dashboards. Setup starts with a 1-2 week discovery to map your processes, followed by 4-6 weeks of build and testing, depending on complexity. A residential contractor went live in under a month, with minimal disruption. We involve your team throughout for buy-in, and include training so adoption is swift. The result? A system that feels like an extension of your ops, not an add-on, saving time immediately on those high-volume invoice days.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.