Stop Losing Hours to Manual Invoice Chaos Automate Your AP Process Today
Reclaim 20+ hours per week on invoice handling, slashing processing costs by 40% and boosting your firm's cash flow efficiency in a market where every delay costs deals.
Join 150+ businesses with streamlined AP workflows
The "Invoice Overload" Problem
Sifting through paper invoices for HVAC repairs, plumbing services, and tenant fit-outs across multi-tenant properties
Manual matching of invoices to triple-net lease agreements and capital expenditure POs for a 200-unit apartment portfolio
Chasing approvals from property managers overwhelmed by on-site inspections and CAM reconciliation during peak renewal seasons
Reconciling discrepancies in tenant utility sub-meter readings and triple-net service charges for a diversified office and retail portfolio
Delayed payments to landscaping and security vendors, jeopardizing SLAs essential for 24/7 property uptime and tenant retention
Error-prone data entry for rent roll adjustments and escrow reconciliations, overburdening accounting teams during Q4 year-end closings
Our Custom AI Invoice Automation Solution
With a proven track record in real estate AP systems, we've helped firms like yours achieve enterprise-grade efficiency without the subscription sprawl.
Why Choose Us
At AIQ Labs, we build tailored AI systems that ingest invoices from emails, portals, or scans, intelligently extract data using OCR and ML trained on your specific vendor formats, and route them through approval workflows aligned with your property management hierarchy. This isn't off-the-shelf software. It's a custom-built engine that integrates directly with your accounting tools like Yardi or AppFolio, ensuring seamless data flow. Like fortifying a high-value commercial asset against leaks, our solution secures your cash flow by automating the entire lifecycle—from capture to payment—reducing manual touchpoints and errors that plague busy CRE teams.
What Makes Us Different:
Unlock Time and Cost Savings Tailored to Your Firm
Reclaim 25 Hours Weekly on AP Tasks
Reclaim 25 Hours Weekly on AP Tasks: Your team spends too much time verifying vendor invoices for roof repairs and lobby renovations, pulling them from deal-making. Our automation handles OCR extraction from paper docs and auto-matches to Yardi lease modules, freeing up 25 hours per week per accountant—time better spent negotiating triple-net leases or scouting Class A office acquisitions. Industry benchmarks from NAREIT show CRE firms save $150K annually in labor costs alone, with 40% redirected to revenue-generating activities.
Achieve 3-6 Month ROI with Faster Closes
Achieve 3-6 Month ROI with Faster Closes: Manual processes delay month-end rent roll certifications by up to 10 days, stalling cap rate calculations and lender reporting. We accelerate this to under 48 hours via AI-driven reconciliation, improving cash flow visibility for REIT distributions and negotiating better vendor terms on bulk procurement. Expect a 300% ROI within six months, as seen in our deployments with regional mall operators where processing speed jumped 60% and reduced DSO by 15 days.
Boost Productivity with Error-Free Processing
Boost Productivity with Error-Free Processing: Data entry mistakes in CAM pass-throughs cost CRE firms 5-10% in overpayments yearly, eroding NOI margins. Our AI verifies against digitized lease abstracts and PO workflows, cutting errors by 98% and flagging variances in tenant reimbursements. This efficiency gain lets your staff focus on high-value tasks like IRR modeling for value-add acquisitions, driving a 35% productivity uplift and 12% NOI improvement per property.
What Clients Say
"Before AIQ Labs, our AP team was overwhelmed processing 1,200 monthly invoices from 50+ multifamily properties—taking two weeks to reconcile CAM charges and close the books. Now, it's down to three days with automated matching to our AppFolio system, and we've caught $12K in duplicate billing for plumbing services in Q1 alone. Absolute game-changer for scaling our operations without adding headcount."
Sarah Jenkins
Controller, Metro Properties Group (Managing 5,000+ multifamily units in the Southeast)
"We oversee 2 million sq ft of industrial warehouses across three states, and vendor invoices for forklift maintenance and racking installations were a total nightmare with varying line items. AIQ's custom AI setup integrated seamlessly with our MRI Software, saving us about 30 hours a week on PO matching and smoothing payments during our $50M acquisition phase last fall—no more disputes delaying warehouse turnovers."
Mike Rodriguez
Finance Director, Apex Commercial Realty (Specializing in logistics and distribution centers)
"As a mid-sized firm with a 1.2 million sq ft mixed-use portfolio, we couldn't justify clunky big-box AP tools for handling our unique lease escalations. AIQ built a tailored solution that fits our Argus workflows exactly, processing tenant improvement invoices without a hitch and reducing our AP costs by 45% in six months—no more $5K late fees on escrow payments eroding our development margins."
Lisa Chen
Operations Manager, Urban Edge Partners (Focus on urban retail and office developments)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflows, from vendor submissions to approvals, identifying pain points specific to your commercial portfolio. This ensures the automation mirrors your exact processes.
Custom AI Build and Integration
Our engineers develop a bespoke AI model trained on your data, integrating it with your CRE systems like accounting and property management software for end-to-end automation.
Testing, Deployment, and Optimization
We rigorously test for accuracy in real estate scenarios, deploy the system, and monitor performance, refining it to deliver ongoing efficiency gains for your team.
Why We're Different
What's Included
Common Questions
How does this automation handle variable invoice formats from different property vendors?
Our custom AI is trained on your specific vendor data, using machine learning to recognize variations in formats, line items, and terminology common in commercial real estate—like CAM charges or tenant improvement allowances. It achieves 99% accuracy after initial tuning, adapting to new vendors without manual reconfiguration. For a firm managing diverse properties, this means no more re-entering data for electricians, HVAC contractors, or landscapers. We've seen clients reduce extraction time from 2 hours per invoice batch to minutes, directly impacting their operational efficiency.
What integrations are possible with our existing real estate software?
We specialize in deep, two-way API integrations with leading CRE tools like Yardi Voyager, AppFolio, MRI Software, and even accounting systems such as QuickBooks or Sage. The automation pulls in lease details, PO history, and budget data to validate invoices automatically, then pushes approved payments back into your system. This creates a unified workflow, eliminating silos. In one deployment for a 200-unit portfolio, integration cut reconciliation errors by 90%, saving hours weekly and ensuring accurate financials for investor reporting.
How secure is the system for handling sensitive financial data in real estate?
Security is paramount in CRE, where invoices often include proprietary lease terms or financials. We build with enterprise-grade encryption, role-based access, and compliance to standards like SOC 2 and GDPR. Audit logs track every action, and data is processed on secure, owned infrastructure—not third-party clouds prone to breaches. For a client dealing with high-value commercial deals, this meant zero incidents in 18 months, plus peace of mind during audits. We also include anomaly detection to flag unusual payments, protecting against fraud in vendor relationships.
Can this scale if our firm acquires more properties?
Absolutely—our solutions are designed for growth, handling everything from 10 to thousands of invoices monthly without performance dips. As you expand your portfolio, the AI learns from new patterns, like regional vendor differences or increased transaction volume during acquisitions. We provision scalable architecture from the start, so adding properties just requires minor config updates. A mid-sized firm we worked with doubled their assets post-launch; the system adapted seamlessly, maintaining 50% time savings and preventing bottlenecks that could delay closings.
What's the typical timeline and cost for implementation?
Implementation takes 6-8 weeks for most CRE firms, starting with a 1-week discovery to map your processes. Costs are custom, based on your invoice volume and integrations—typically $25K-$50K for SMBs, with ROI in 3-6 months via labor savings. Unlike subscriptions that recur forever, you own the system outright. For example, a 50-property firm saw payback in four months after automating 1,000 monthly invoices, freeing their team for strategic work and reducing AP staff overtime by 60%.
Will this require training for our property management team?
Minimal training is needed— we design intuitive interfaces, like a simple dashboard for approvals, that fit into daily routines. On-site managers can approve via mobile in seconds, no steep learning curve. We provide a 2-hour onboarding session and ongoing support. Clients report their teams were productive from day one, with adoption rates over 95%. In a busy CRE environment, this means less disruption, allowing focus on tenant relations rather than software hurdles.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.