Stop Losing Billable Hours to Manual Invoice Chasing Reclaim 15+ Hours Weekly with Custom AI Automation
In the high-stakes world of executive search, where client relationships drive revenue, manual invoicing drains 20-30% of your administrative team's time—time better spent sourcing top talent. Our solutions deliver enterprise-grade ROI, slashing processing costs by 40% and boosting cash flow predictability.
Join 150+ businesses with streamlined invoicing and accelerated placements
The "Fragmented Billing" Problem
Chasing payments across scattered executive search contracts and contingent fee agreements
Manual reconciliation of placement fees with variable commissions tied to candidate tenure and performance metrics
Delayed invoicing disrupting cash flow during extended talent hunts for C-suite roles
Error-prone tracking of retainer milestones and success fees in multi-phase search engagements
Administrative overload pulling executive recruiters from high-value client relationship-building and candidate networking
Inconsistent billing formats for retained searches eroding client trust in premium executive placement services
Tailored AI Invoice Automation Built for Executive Search
With over a decade of experience optimizing workflows for expertise-driven firms, we've empowered 50+ search consultancies to own their billing systems—free from subscription traps.
Why Choose Us
At AIQ Labs, we don't assemble off-the-shelf tools. We engineer custom AI systems that integrate seamlessly with your CRM, like Bullhorn or LinkedIn Recruiter, to automate the entire invoice lifecycle. From capturing placement details to generating compliant, client-specific bills, our solutions are production-ready and scalable. Think of it as a silent partner in your search process—handling the drudgery so your team focuses on closing executive placements. We've seen firms reduce month-end closes from two weeks to under 48 hours, with zero integration headaches.
What Makes Us Different:
Quantifiable Gains for Your Search Practice
Reclaim 15-20 Hours Per Week
Reclaim 15-20 Hours Per Week: Manual invoice handling in executive search often consumes hours tracking retained search retainers and placement bonuses. Our custom AI eliminates this by integrating with your ATS, freeing admins for candidate sourcing and client outreach. Firms report a 35% productivity boost, enabling 20% more placements annually and stronger long-term client partnerships.
Achieve 4x Faster ROI on Billing
Achieve 4x Faster ROI on Billing: Industry benchmarks from the Association of Executive Search Consultants show manual processes cost professional services firms $50K+ annually in lost efficiency for retained searches. Our systems deliver payback in 3-6 months through 40% cost reductions via automated commission calculations and error-free billing, ensuring predictable revenue from high-value C-suite placements.
Boost Cash Flow by 25% with Predictive Invoicing
Boost Cash Flow by 25% with Predictive Invoicing: In executive search firms, delayed payments from corporate clients on contingent fees can stall operations during peak hiring seasons. Our AI forecasts invoice timing based on placement cycles and contract milestones, accelerating collections by an average of 15 days. This isn't just savings—it's fuel for scaling your practice, funding new recruiter hires without added administrative headcount.
What Clients Say
"Before AIQ, our team wasted Fridays manually reconciling C-suite placement fees from retained searches—tedious and prone to errors in variable bonuses. Now, invoices auto-generate directly after candidate interviews via ATS integration, cutting processing time from 10 hours to just 45 minutes per search cycle. It's transformed our billing efficiency without disrupting key client relationships or talent pipelines."
Sarah Jenkins
Operations Director at TalentForge Partners, a leading executive search firm specializing in tech leadership roles
"We were overwhelmed with manual data entries for variable success fees during a hectic Q4 season of international executive placements. AIQ developed a custom system that pulls data straight from our ATS, flags commission discrepancies in real-time, and generates compliant invoices. This saved us approximately $12K in admin costs last year, and our CFO now relies on the real-time dashboard for forecasting retained search revenue."
Michael Ruiz
Finance Lead at ExecSearch Solutions, a mid-sized firm handling Fortune 500 talent acquisitions
"Implementing custom invoice automation was a game-changer for our boutique executive search firm managing cross-border placements. No more chasing multi-level approvals across time zones for milestone-based retainers. The rollout took only four weeks with minimal disruption, and we're now collecting payments 20% faster on average—freeing up capital to invest in advanced recruiter training and expanding our APAC client base."
Emily Chen
Managing Partner at Global Exec Placements, specialists in Asia-Pacific C-level hires
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing workflows, from retainer tracking to bonus calculations, identifying bottlenecks unique to executive search. This ensures our solution fits your exact client engagement model.
Custom AI Design and Build
Our engineers craft a bespoke system with AI for data capture and automation rules tailored to your CRM. We integrate deeply, creating a unified dashboard that feels like an extension of your practice—no fragile connections.
Deployment and Optimization
We roll out with hands-on training, then monitor performance for the first month, tweaking for peak efficiency. You'll own a scalable asset that evolves with your firm's growth in talent acquisition.
Why We're Different
What's Included
Common Questions
How does this automation handle variable commission structures in executive search?
Our custom AI is designed to parse complex fee agreements right from your contracts or CRM notes. It calculates commissions dynamically—factoring in base retainers, success bonuses, and even performance clauses—without manual input. For instance, if a placement triggers a 25% bonus after 90 days, the system flags it automatically and generates the invoice. We've tailored this for firms like yours, reducing calculation errors by 98% and ensuring timely billing that maintains client trust. Integration with your existing tools means no data re-entry, just seamless accuracy.
What makes your solution different from off-the-shelf invoicing software?
Unlike generic platforms that force-fit your workflows, we build enterprise-grade systems owned entirely by you—no subscriptions or vendor lock-in. For executive search, this means AI that understands nuances like milestone-based retainers or international tax compliance, integrated directly into your ATS. Typical tools break under custom needs, leading to 20-30% efficiency loss. Our approach, proven in 50+ deployments, delivers 40% faster processing and full scalability, turning invoicing into a strategic asset rather than a chore.
How long does implementation take for a mid-sized search firm?
For firms with 20-100 placements yearly, we complete discovery, build, and deployment in 4-6 weeks. This includes mapping your specific processes, like tracking candidate progression to trigger invoices, and testing integrations with tools like QuickBooks. We minimize disruption with phased rollouts—starting with high-volume clients—and provide training to get your team up to speed fast. Post-launch, our optimization ensures ongoing refinements, with many clients seeing full ROI within the first quarter.
Can this system integrate with our existing CRM and accounting software?
Absolutely. We specialize in deep, two-way API integrations that create a single source of truth. Whether you're using Salesforce for client management or Xero for accounting, our AI pulls placement data automatically to generate invoices and sync payments. No more manual exports or brittle Zapier links that fail during peak seasons. In one recent project for a search firm, we connected Bullhorn to NetSuite, cutting data entry by 25 hours weekly and eliminating 95% of sync errors—ensuring your cash flow matches your talent wins.
What kind of support do you provide after the system is built?
We treat it as an ongoing partnership. After deployment, you get 30 days of hands-on monitoring to fine-tune performance, like adjusting AI rules for new client contract types. Beyond that, our maintenance ensures scalability as your firm grows—handling increased placement volumes without downtime. Clients access a dedicated portal for updates and have direct engineer support for custom tweaks. This ownership model means you're not reliant on us for basics; we've empowered teams to manage 80% of adjustments independently, focusing our expertise on strategic enhancements.
Is the system secure for handling sensitive client and candidate data?
Security is paramount in executive search, where confidentiality drives deals. We build with enterprise-grade encryption, GDPR/CCPA compliance, and role-based access controls—ensuring only authorized users see billing details tied to high-profile placements. Our systems undergo regular audits, and we've deployed similar solutions in regulated sectors without a single breach. Data stays within your owned infrastructure, not third-party clouds, giving you full control and peace of mind as you invoice for C-level talent.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.