Stop Losing Hours Chasing Down Supplier Invoices Automate Your AP Process with Custom AI
Imagine reclaiming 15-20 hours per week from manual invoice matching and approvals. Our solutions deliver ROI in under 3 months, slashing costs by up to 40% on paperwork alone.
Join 150+ businesses with streamlined AP workflows
The "Invoice Overload" Problem
Manual matching of invoices to POs for raw materials like steel beams and concrete delays payments, tying up working capital needed for site equipment rentals
Field teams on remote job sites submitting paper expense reports for fuel and tools that get lost in transit or buried in email chains, slowing reimbursements
Supplier invoices for CNC machined parts or prefab modules arriving via email, fax, or mail, requiring hours of data entry into ERP systems like SAP or Oracle
Month-end close extended by reconciling thousands of vendor bills for heavy machinery maintenance and subcontracted framing or welding work
Multi-location plants and job sites struggling with inconsistent invoice approval workflows for aggregate deliveries, leading to late fees and delayed supplier shipments
Overworked accounting staff bogged down auditing duplicate invoices for high-volume consumables like rebar, welding rods, and safety gear
Our Custom AI Invoice Automation Built for Your Manufacturing Needs
With years of field-tested integrations in manufacturing ops, we've helped plants like yours turn invoice chaos into seamless efficiency
Why Choose Us
Let's be honest, your manufacturing workflow isn't cookie-cutter. That's why we don't push templates. At AIQ Labs, we dive deep into your exact processes—whether it's tracking invoices for CNC machine parts or coordinating with multiple suppliers for assembly lines. We build a custom AI system that captures data from any source, matches it to your POs automatically, routes approvals via mobile for your floor managers, and syncs everything into your accounting software. No more spreadsheets or sticky notes. You're probably thinking, 'How does this fit my setup?' We start with your data flows and craft a unified solution that owns your AP process, not rents it from some off-the-shelf tool. Short story: we save you time and headaches, backed by real ROI from day one.
What Makes Us Different:
Unlock Time Savings and Boost Your Bottom Line
Reclaim 15+ Hours Weekly on Invoice Handling
Reclaim 15+ Hours Weekly on Invoice Handling: Here's the thing: your accounts payable team spends too much time sorting supplier bills for lumber or metal stock instead of analyzing spend trends on job cost overruns. Our custom AI automates data capture and PO matching for construction bids, freeing up those hours for strategic tasks like vendor negotiations on bulk steel buys. In one case, a mid-sized steel fabricator saw their AP cycle drop from 10 days to 2, directly improving cash flow for crane rentals and site expansions.
Achieve 3-6 Month ROI with Cost Reductions
Achieve 3-6 Month ROI with Cost Reductions: You're probably thinking about the bottom line. Our solutions cut manual processing costs by 35-50% for subcontract invoices, eliminating late fees and overpayments on heavy equipment parts. Efficiency gains mean your team focuses on minimizing downtime in assembly lines, not paperwork. Manufacturers using our system report paying suppliers faster for raw aggregates, earning early payment discounts worth thousands annually—like that concrete producer who saved $18K in the first quarter by avoiding demurrage charges on deliveries.
Boost Productivity Across Your Supply Chain
Boost Productivity Across Your Supply Chain: Picture your invoice process like a well-oiled assembly line—no bottlenecks during peak building seasons. We tailor AI to handle volume spikes in supplier bills for HVAC installations or tooling dies, ensuring approvals don't halt operations like pouring foundations. This productivity lift extends to your entire team, reducing errors that could delay material shipments to sites. Relatable? A structural steel company told us it felt like adding an extra shift without the payroll hit, keeping projects on schedule.
What Clients Say
"Before AIQ Labs, our AP folks were buried under invoices from 50+ suppliers every week—matching them to POs for steel reinforcements took forever, and we missed early payment discounts on rebar half the time. Now, the AI handles 80% automatically, and we're saving about 12 hours a week on job site billing. Integrated perfectly with our Epicor system too. It's like having an extra accountant who never sleeps, keeping our bridge projects funded on time."
Mike Reynolds
CFO, Precision Steel Fabricators Inc.
"We run three plants across job sites, and invoice approvals were a nightmare with emails flying everywhere for aggregate and lumber deliveries. Their custom setup routes everything through our mobile app—supervisors approve on the floor without stopping concrete pours or assembly runs. Cut our processing time in half, and no more late fees on machinery subcontracts eating into margins. ROI hit in two months flat, just in time for our expansion bids."
Sarah Patel
Operations Manager, Industrial Concrete Fabricators Ltd.
"Honestly, I was skeptical about AI for something as mundane as invoices, but this changed everything for our welding and fabrication shop. It pulls data from emailed PDFs for steel supplier bills and flags duplicates before they hit the books, catching overcharges on flux and electrodes. Saved us $15K in overpayments last year alone during a high-volume roofing project rush. Feels custom-built, because it is—tailored to our Oracle setup."
Tom Whitaker
Controller, Apex Metalworks Manufacturing Co.
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoice process, from supplier submissions to ERP entry, identifying bottlenecks like PO mismatches in your manufacturing cycle. This ensures our solution fits your unique setup—no guesswork.
Custom AI Design and Build
Our engineers craft a tailored AI system using your data, integrating with tools like QuickBooks or NetSuite. We test it against real scenarios, like high-volume parts invoices, to guarantee seamless automation.
Deployment and Optimization
Roll out the solution with training for your team, then monitor and tweak based on live usage. You'll see immediate time savings, with full ROI tracking to refine for ongoing efficiency gains.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle different supplier formats in manufacturing?
In manufacturing, suppliers send invoices every which way—emails, portals, even faxes for legacy vendors. Our custom AI uses advanced OCR and machine learning to parse them all, extracting key details like PO numbers, quantities for raw materials, and due dates. We train it on your specific formats during setup, so it learns to handle variations like custom line items for machined parts. No more manual re-entry into your ERP. This cuts errors by 95% and speeds up processing. For a recent client with 200 suppliers, it integrated seamlessly, saving 18 hours weekly. We're all about tailoring to your workflow, not forcing a one-size-fits-all approach.
What's the typical ROI timeline for manufacturing companies using this?
You're probably thinking about payback periods. For most manufacturers, we see ROI in 2-4 months. It starts with slashing manual labor—think 15-25 hours saved per week on AP tasks, at $25-40/hour loaded cost. Add in avoided late fees (often 1-2% of invoice value) and captured early discounts (up to 2%). A metal fab shop we worked with processed $2M in monthly invoices; they hit breakeven in 10 weeks by reducing overpayments and speeding month-end closes. We track metrics from day one, adjusting for your scale. Short punchy fact: efficiency gains compound, boosting overall productivity like streamlining your assembly line.
Can this integrate with our existing ERP like Oracle or Microsoft Dynamics?
Absolutely, and that's where we shine. Unlike plug-and-play tools that glitch with custom fields, we build deep, two-way API integrations tailored to your ERP setup. For Oracle users, we sync invoice data directly to the AP module, auto-matching to POs for inventory items. Dynamics? We handle workflow routing without disrupting your production modules. We've done this for dozens of SMB manufacturers, ensuring no data silos. The result? A single source of truth where approvals in our system update your ledger instantly. No more double-entry errors that delay shipments. Let's chat about your exact system—we'll map it out in the free consult.
How secure is the AI for handling sensitive supplier payment data?
Security is non-negotiable in manufacturing, especially with vendor contracts and pricing details. Our solutions use enterprise-grade encryption (AES-256) for all data in transit and at rest, plus role-based access so only authorized users see invoice specifics. We build in audit logs for every action, like approvals for high-value machinery bills, to meet compliance like ISO 9001 or SOX. No third-party dependencies that could leak data—it's all custom and owned by you. A client in automotive parts told us it passed their internal security audit with flying colors, giving peace of mind during supplier negotiations. We're practical about this: robust protection without slowing your ops.
What if our manufacturing team needs training on the new system?
We get it—your floor managers aren't tech wizards, and downtime costs real money. That's why we include hands-on training tailored to roles: quick sessions for approvers on mobile approvals during breaks, and deeper dives for accounting on dashboard insights. We use real examples, like approving an urgent tooling invoice mid-shift. Post-launch, we provide a knowledge base with video guides and ongoing support via chat or phone. One plant manager said it took just two hours to get comfortable, and now it's second nature. No steep learning curves here; we make it as straightforward as reading a blueprint.
Does this scale for seasonal volume spikes in manufacturing?
Seasonal rushes—like holiday production ramps—can overwhelm AP teams. Our AI is built to scale effortlessly, processing spikes from 500 to 5,000 invoices without added costs or slowdowns. Cloud-based architecture handles the load, auto-scaling resources while maintaining speed. For a seasonal goods manufacturer, we managed a 300% volume jump during Q4, keeping approvals under 24 hours and avoiding backlogs that could've delayed payments. It's like reinforcing your supply chain for peak loads. We design with your cycles in mind, ensuring consistent efficiency year-round.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.