Stop Losing Hours to Manual Invoicing Reclaim Your Time for Student Success
We understand the chaos of chasing payments for course enrollments while trying to scale your learning programs. Save 15+ hours per week on admin tasks, cut processing costs by 40%, and focus on what matters: delivering transformative education.
Join 250+ education businesses with streamlined billing and boosted student outcomes
The "Billing Bottleneck" Problem
Manual invoice entry for tuition payments pulls admins away from student support and enrollment advising
Delayed payments disrupt cash flow for curriculum development
Error-prone tracking of online course subscription renewals and LMS-integrated billing
Scaling enrollment leads to billing chaos and compliance risks
Wasted time reconciling invoices with Learning Management System (LMS) data for course completions
Overlooked refunds for course dropouts or certification withdrawals erode student trust and retention
AI-Powered Invoice Automation Tailored for EdTech
We've helped dozens of online course platforms eliminate billing drudgery, drawing from our experience building scalable systems for education innovators.
Why Choose Us
You're not alone in feeling overwhelmed by the admin side of running an online course platform. We've seen how manual invoicing steals time from creating engaging content and supporting learners. At AIQ Labs, we build custom AI workflows that integrate directly with your LMS and payment gateways. This isn't off-the-shelf software—it's a bespoke system that automates everything from enrollment-triggered invoices to automated reminders, ensuring seamless cash flow. Like a well-oiled classroom schedule, it runs smoothly, freeing your team to focus on pedagogy over paperwork.
What Makes Us Different:
Unlock Efficiency and Focus on Learning Outcomes
Save 15-20 Hours Weekly on Billing Tasks
Save 15-20 Hours Weekly on Billing Tasks: Picture reallocating that time to developing interactive e-learning modules or providing one-on-one tutoring sessions. Our automation captures tuition invoices, matches them to student enrollments, and streamlines approvals, reducing manual entry by 35% and enabling faster quarter-end reporting for accreditation compliance.
Achieve 40% Cost Reduction in Admin Overhead
Achieve 40% Cost Reduction in Admin Overhead: Eliminate overtime for chasing late tuition fees or reconciling enrollment spreadsheets. AI-driven processing ensures 99% accuracy in handling micro-credentials and bundle payments, preventing $5,000+ in annual losses from disputes. For a training provider with 1,000 learners, this frees up budget for expanding virtual classroom tools.
Scale Billing Effortlessly as Enrollments Grow
Scale Billing Effortlessly as Enrollments Grow: As your online academy adds cohorts or corporate training partners, billing adapts seamlessly. Our system supports thousands of LMS-synced transactions, similar to a flexible curriculum platform that grows with learner demand, delivering ROI in 3 months via 20% fewer admin hires and accelerated revenue from subscription upsells.
What Clients Say
"Before AIQ Labs, our Fridays were lost to sifting through emails for tuition refunds on withdrawn courses. Now, automation handles it all—we reduced processing from 12 hours to under 2 weekly, and our Net Promoter Scores rose 15% as admins focus on timely student advising instead of billing disputes."
Sarah Chen
Operations Director at LearnForge Academy, an e-learning platform for K-12 educators
"Doubling our professional certification enrollments overwhelmed our manual invoice tracking tied to LMS progress. Their integration with our system took just one night, saving $3,200 in Q1 on contract admin staff. It's like adding a tireless billing specialist who ensures seamless revenue for new module launches."
Mike Rivera
CEO of SkillPath Online, a vocational training provider for IT professionals
"We kept missing renewal notices for corporate e-learning subscriptions, causing strained client relationships. After implementation, billing errors hit zero, and with automated LMS syncing, we're forecasting 25% revenue uplift next fiscal year—no extra hires needed, just more emphasis on curriculum innovation and learner engagement."
Elena Vasquez
CFO of EduGrowth Platforms, specializing in B2B training solutions
Simple 3-Step Process
Discovery and Integration Planning
We dive into your current setup—LMS, payment processors, enrollment flows—to map out custom automations. This ensures zero disruption to your ongoing courses.
AI Workflow Build and Testing
Our engineers craft and rigorously test the system with your real data, simulating peak enrollment periods to guarantee reliability from day one.
Deployment and Ongoing Optimization
Go live with full training for your team. We monitor performance and tweak as your platform evolves, scaling seamlessly with new course launches.
Why We're Different
What's Included
Common Questions
How does invoice automation integrate with my existing LMS like Moodle?
We start by analyzing your LMS's API endpoints to create secure, two-way connections. For Moodle, our custom AI workflows pull enrollment data directly, generating invoices without manual exports. This setup automates matching payments to student records, reducing errors by 95%. We've done this for platforms handling 500+ monthly enrollments, ensuring data flows smoothly even during peak registration periods. Setup takes 2-4 weeks, with minimal downtime—your courses keep running uninterrupted while we test in a sandbox environment first.
What kind of time savings can an online course platform expect?
Most of our education clients save 15-25 hours per week initially, scaling up as enrollments grow. Think of it as freeing your ops team from spreadsheet drudgery to focus on content curation. For a mid-sized platform with 300 students, this means cutting invoice processing from 10 hours to 1, plus automated reminders that recover 20% more overdue payments. Over a year, that's hundreds of hours redirected to improving learning outcomes, with ROI hitting within the first quarter through reduced admin hires.
Is this solution scalable for growing student numbers?
Absolutely—our architecture is designed for education's growth spurts, like viral course launches. Unlike rigid tools, we use modular AI that auto-scales with cloud infrastructure, handling 10x enrollment spikes without performance dips. We've built systems for platforms expanding from 1,000 to 10,000 users, maintaining 99.9% uptime. It adapts to your needs, adding features like cohort-based billing as you scale, ensuring your billing keeps pace with your mission to deliver accessible learning.
How secure is the automation for sensitive student payment data?
Security is paramount in edtech, so we embed enterprise-grade protections from the ground up. This includes end-to-end encryption, GDPR-compliant data handling, and role-based access controls tailored to your team's structure. Our AI processes payments without storing unnecessary details, and we conduct regular audits to meet standards like FERPA. Clients in regulated training spaces report zero breaches post-implementation, giving you peace of mind while focusing on student privacy and trust-building.
Can it handle recurring billing for subscription-based courses?
Yes, we specialize in automating recurring models common in online education. The system tracks subscription cycles, auto-generates renewal invoices, and integrates with your CRM for personalized reminders based on learner engagement. For a platform with tiered memberships, it flags churn risks early, boosting retention by 15-20%. Implementation involves mapping your pricing tiers, with testing on historical data to ensure accuracy—clients see seamless renewals from month one, stabilizing revenue for curriculum investments.
What if we need custom reports for course-specific revenue?
Our dashboards are fully customizable, pulling data from invoices to show revenue breakdowns by course, cohort, or even module completion rates. Unlike basic tools, the AI analyzes trends—like which programs drive the most upsells—delivering insights via interactive web interfaces. For one client, this revealed 30% higher retention in interactive courses, informing their budget. We build these during discovery, ensuring reports align with your KPIs for student outcomes and scalability.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.