Stop Losing Hours to Manual Invoice Chasing Automate Your AP and Reclaim Your Week
Imagine slashing 15+ hours per week on paperwork, cutting errors by 80%, and boosting cash flow with faster payments—all without the hassle of generic software that doesn't fit your job sites.
Join 250+ businesses with streamlined AP processes
The "Invoice Overload" Problem
Chasing paper invoices from subcontractors for concrete pours and framing delays project timelines by days on multi-phase builds
Manual data entry from supplier bills for rebar and lumber leads to costly errors in job costing for foundation and structural phases
Scattered approvals across remote job sites for HVAC installations slow down payments and strain relationships with equipment vendors
End-of-month invoice piles overwhelm accounting during peak construction seasons
Inconsistent tracking of change orders for site modifications buried in emails causes budget overruns on commercial builds
Delayed payments to material suppliers for steel beams and precast concrete trigger late fees that eat into project margins on high-volume manufacturing runs
Our Custom AI Invoice Automation Built for Your Construction Workflow
With over a decade of field-tested AI integrations in construction, we've helped firms like yours turn chaotic AP into a seamless operation.
Why Choose Us
Here's the thing: construction invoicing isn't one-size-fits-all. You're dealing with variable job sites, fluctuating material costs, and a flood of subcontractor bills that generic tools just can't handle. At AIQ Labs, we build a tailored AI system that ingests invoices from emails, scans, or portals, extracts data like line items and PO numbers, and routes them for approval right to your foremen's tablets. No more lost papers on dusty sites. We integrate directly with your accounting software, like QuickBooks or Procore, ensuring every dollar tracks back to the right project phase. Let's be honest, this isn't about slapping on a template—it's a custom engine designed around your exact workflows, saving you time and headaches from day one.
What Makes Us Different:
Unlock Tangible ROI in Weeks, Not Months
Save 15-20 Hours Weekly on Manual Processing
Save 15-20 Hours Weekly on Manual Processing: Imagine your AP team ditching the hassle of matching subcontractor invoices for electrical rough-ins against site logs from a high-rise project. Our AI extracts data from scanned forms and validates against BIM models, freeing hours for coordinating crew shifts. That's <span class="gradient">$500+ in labor savings per week</span> for a mid-sized firm handling 5-10 active sites, directly padding your ROI without overtime costs.
Reduce Errors and Overruns by 75%
Reduce Errors and Overruns by 75%: Entering quantities manually for aggregate deliveries is a recipe for disaster—one wrong entry on gravel for roadbase, and your earthworks budget balloons. We automate cross-checks with your ERP system and punch lists, flagging mismatches in real-time. Builders report 20% tighter margins on infrastructure jobs, minimizing RFIs and turning error-prone processes into reliable profit drivers.
Accelerate Payments and Improve Cash Flow
Accelerate Payments and Improve Cash Flow: Wondering how to speed things up? Our platform prioritizes invoices for time-sensitive items like crane rentals or formwork supplies, routing them via mobile approvals from foremen on-site. Outcome: Settle with vendors within 10 days, dodge <span class="gradient">2-5% late fees</span> on heavy equipment leases, and maintain smooth material flows—freeing capital for the next pour instead of penalty payments.
What Clients Say
""Before AIQ, our accounting team drowned in paper invoices from a 50-unit multifamily housing project, including plumbing and drywall subs—eating up two full days monthly just to match against blueprints. Now, automation handles OCR extraction and PO matching, slashing processing to under an hour. We saved around $8,000 in the first quarter on admin labor, letting us bid on two more contracts without expanding staff.""
Mike Rivera
CFO, Apex Builders Inc., specializing in residential developments
""Matching supplier bills to actual deliveries was a nightmare on our bridge project, especially when rain delays pushed back girder installations and threw off inventory logs. AIQ's integration with our Procore app automates bill-of-lading verification, cutting errors by over 50%. It's like embedding a detail-oriented cost engineer right into our field operations for every pour and weld.""
Sarah Chen
Operations Manager, SteelFrame Construction, focused on civil engineering projects
""We rolled this out mid-summer during peak season for three simultaneous highway resurfacing jobs, where invoice volumes spiked from asphalt and barrier suppliers. It processed everything seamlessly, zipping approvals from a week to just one day via tablet sign-offs on-site. Subs stayed motivated, avoiding walk-offs, and we finished under budget by $15,000 across the contracts.""
Tom Hargrove
Project Director, Urban Infrastructure Ltd., managing public works initiatives
Simple 3-Step Process
Discovery and Mapping
We dive into your current invoice flow— from receiving bills on job sites to final payments—identifying bottlenecks like delayed subcontractor approvals. This ensures our build aligns perfectly with your operations.
Custom AI Build and Integration
Our engineers craft the automation using your data formats, linking to tools like Sage or your project management system. We test rigorously to handle real-world scenarios, such as partial deliveries or change orders.
Deployment and Optimization
Rollout starts with a pilot on one project, then scales company-wide. We monitor performance, tweaking for peak efficiency—like faster mobile alerts during crunch times—and train your team for seamless adoption.
Why We're Different
What's Included
Common Questions
How does this automation handle handwritten invoices from small subcontractors?
Great question—construction sites often mean scribbled notes on crumpled paper. Our AI uses advanced OCR tuned for construction docs, trained on real examples like equipment rental slips or material change orders. It extracts details like quantities, dates, and vendor info with 95% accuracy, then cross-checks against your PO database. If anything's unclear, it flags for quick human review via mobile app. We've seen teams reduce manual fixes by 80%, turning what used to be a full afternoon's headache into minutes. Plus, it's all integrated into your workflow, so approved invoices flow straight to payments without re-entry.
What if our accounting software is outdated or custom?
No worries—we specialize in bridging old and new in construction, where legacy systems are common. Whether you're on QuickBooks, Sage 300, or a bespoke ERP from your civil engineering days, we build secure API connections that pull in project codes and push out validated invoices. For instance, on a recent bridge project integration, we synced with a 10-year-old system without disrupting ongoing bids. It starts with a quick audit of your setup, then custom code ensures data flows bidirectionally. You're not locked into upgrades; our solution enhances what you have, saving you from costly migrations while cutting processing time in half.
How secure is this for sensitive project financials?
Security is non-negotiable in construction, with bids and budgets that could leak to competitors. We encrypt all data end-to-end, using enterprise-grade protocols like those in regulated industries. Access is role-based—foremen see only their job's approvals, while execs get full dashboards. Our systems log every action for compliance with standards like SOX or construction payment acts. In one case, a client in heavy infrastructure avoided a potential breach during a vendor dispute because our audit trail proved everything. We also offer on-premise options if cloud concerns arise, ensuring your IP stays protected without slowing down field operations.
What's the typical ROI timeline for construction firms?
You're probably thinking about payback speed, especially with tight margins on jobs. Most clients see ROI in 2-4 months. For a mid-sized contractor processing 200 invoices monthly, that's 15 hours saved weekly at $40/hour—about $2,400/month in labor alone, plus reduced errors costing 5-10% of billings. We calculate this upfront based on your volume, like factoring in seasonal spikes from roadwork. One firm recouped their investment in six weeks by avoiding late fees on steel deliveries. It's practical: we track metrics from day one, adjusting to maximize gains as your projects scale.
Can this scale if we take on larger commercial projects?
Absolutely—construction growth means more complexity, from high-rise bids to sprawling site developments. Our architecture is built modular, handling 10 invoices a day or 1,000 without hiccups. We design for surges, like adding parallel processing during multi-site expansions. A client scaling from residential to commercial saw us expand the system in weeks, integrating new vendors and approval layers seamlessly. No downtime, no extra costs beyond initial tweaks. It's like reinforcing a foundation: solid from the start, ready for whatever load your pipeline throws at it, keeping efficiency high as revenue climbs.
How involved is my team during setup?
Minimal disruption—we know your crew's time is gold on active sites. Setup kicks off with a 1-2 hour workshop to map your process, then our team handles the heavy lifting remotely. Field testing involves a small pilot, like automating invoices from one ongoing build, with your input via quick check-ins. Training is hands-on but short: 30-minute sessions on mobile approvals. In a recent warehouse project rollout, the client's AP lead spent under 10 hours total over two weeks, and they were live without pulling anyone off-site. We prioritize your rhythm, ensuring the system fits like a well-worn tool belt.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.