Stop Losing Hours to Manual Invoice Chasing on Job Sites Automate Your AP Process with Custom AI
Imagine reclaiming 20+ hours per week from tedious invoice matching and approvals, cutting processing costs by 40%, and ensuring your project bids stay on budget without the usual paperwork headaches.
Join 150+ businesses with streamlined AP workflows
The "Invoice Delays" Problem
Field teams drowning in paper invoices from concrete suppliers and steel fabricators while managing on-site pours and erections
Manual matching of invoices to purchase orders for rebar and HVAC units eating into civil engineering review time during design-build phases
Approval bottlenecks delaying subcontractor payments and risking site disputes
Data entry errors in tracking material costs for multi-phase bridge or assembly line projects inflating overruns on steel fabrication and site prep
Month-end scrambles to reconcile invoices against job cost reports
Month-end scrambles to reconcile supplier invoices against job cost reports for earthwork and welding operations in large-scale builds
Our Custom AI Invoice Automation Built for Your Engineering Workflow
With years of field-tested integrations in construction and manufacturing, we've helped firms like yours turn chaotic AP into a seamless, owned system.
Why Choose Us
Let's be honest, you're probably thinking your invoice process is just 'how things are done' in engineering. But here's the thing: we build AI directly into your tools, like Procore or your ERP, to scan, extract, and route invoices without the manual grind. No more chasing down foremen for signatures or double-checking line items against blueprints. We tailor it to your exact workflows—whether it's handling variable-cost materials or multi-vendor approvals—delivering a unified dashboard that's yours, not some rented template. Short on time? We start with a quick audit of your current setup. Result: faster closes, happier crews, and bids that actually reflect real costs.
What Makes Us Different:
Unlock Time and Cost Savings That Hit Your Bottom Line
Reclaim 15-25 Hours Weekly on AP Tasks
Reclaim 15-25 Hours Weekly on AP Tasks: Imagine your accounting team skipping the afternoon slog of sorting bills from lumber yards or component suppliers—instead, AI auto-categorizes them by job phase. For a mid-sized civil engineering firm handling $50M projects, that's freeing a full-time estimator to optimize bids on structural steel packages. Clients in our network have slashed processing from 4 hours per invoice batch to under 1 hour, delivering immediate ROI on high-volume site invoices.
40% Reduction in Processing Costs and Errors
40% Reduction in Processing Costs and Errors: Manual entry on pipefitting or formwork invoices is prone to slips that spike change order costs. Our AI scans and matches against POs in real-time, flagging variances in material quantities before they hit the job cost ledger. A fabrication shop client avoided $15K in overpayments on aluminum extrusions last year, safeguarding margins on every modular build bid.
Faster Approvals for Smoother Project Cash Flow
Faster Approvals for Smoother Project Cash Flow: Vendor payment delays can stop crane deliveries or delay weld certifications, souring subcontractor ties. We route approvals to your site foreman's tablet with push notifications, enabling on-the-spot sign-off during inspections. Infra contractors we've partnered with now close monthly job codes 5-7 days faster, boosting cash for the next precast concrete pour without extra overhead.
What Clients Say
""Before AIQ Labs, our field engineers were swamped with paper invoices from rebar suppliers during foundation pours—it was total disarray on our high-rise project. Now, the AI auto-matches everything to our Procore job codes, slashing approval delays from a full week to just 2-3 hours. We've reclaimed around 20 hours weekly, and our downtown tower came in 4% under budget by nixing data errors on concrete deliveries.""
Mike Reynolds
Senior Civil Project Engineer, BuildTech Structural Engineering
""As a manufacturing operations lead, reconciling vendor invoices for custom tooling against our ERP production schedules was a nightmare, especially with rush orders for automotive parts. AIQ's system plugs seamlessly into Epicor MRP, spotting quantity mismatches on sheet metal runs in seconds. Over the past nine months, we've trimmed AP expenses by 38% and eliminated late fees that used to halt our welding lines.""
Sarah Patel
Operations Manager, Precision Fabrication & Machining Co.
""We kept misplacing emailed invoices for scaffolding rentals on our highway expansion job, throwing off cost tracking for asphalt paving phases. AIQ developed a custom OCR tool that extracts data from site photos of delivery tickets too. Our processing dropped from days to hours per batch, and the finance team credits it with catching $8K in billing errors—it's like adding a vigilant cost clerk without the headcount.""
Tom Vargas
Senior Project Controller, Apex Infrastructure Constructors
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current invoice flow— from site captures to ERP entry—identifying bottlenecks like delayed PO matches. This ensures our build fits your engineering specifics, like handling variable bids.
Custom AI Design and Integration
Our engineers craft the AI to your tools, training it on your invoice formats and approval rules. We connect it seamlessly to systems like Viewpoint or your custom database, testing for accuracy in real project scenarios.
Deployment, Training, and Optimization
Roll out with hands-on training for your team, then monitor and tweak for peak performance. You'll see immediate time savings, with full ROI in 4-6 weeks as efficiencies compound across projects.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing on construction materials?
In engineering and manufacturing, prices fluctuate with market conditions or supplier quotes—that's a common headache. Our custom AI is trained on your historical data to recognize patterns, like steel cost variances, and applies your predefined tolerance rules during matching. For instance, if an invoice exceeds a PO by 5%, it flags for review but auto-approves within limits. We integrate directly with your procurement system to pull real-time quotes, ensuring accuracy without manual overrides. Clients in similar setups report 95% first-pass matches, saving hours on reconciliations and keeping projects on track. Setup involves a one-time mapping of your pricing logic, and we fine-tune it post-launch based on your feedback.
What if our invoices come in different formats from various subcontractors?
Diverse formats are the norm in construction—PDFs from one vendor, emails from another, even photos from the field. We build flexible AI that adapts to all, using advanced OCR and NLP to extract key fields like totals, dates, and descriptions regardless of layout. For a firm like yours, we customize parsers for common formats in your supply chain, say, handling XML from large manufacturers or unstructured scans from small subs. Testing shows 98% extraction accuracy after training on 50-100 samples. No more resorting to data entry clerks; it routes everything to a unified queue in your dashboard. If a new format pops up, we update the model in days, not weeks.
How secure is this for our sensitive project financials?
Security is non-negotiable in engineering, where invoices tie to proprietary bids and contracts. We architect everything with end-to-end encryption, role-based access (e.g., site engineers see only their projects), and compliance with standards like SOC 2 and construction-specific regs for payment data. Your data stays in your owned system—no third-party clouds unless you choose. Features include audit logs for every approval and anomaly detection to spot fraud, like unusual vendor changes. We've deployed this for firms handling government contracts without a hitch. Setup includes a security audit of your current tools, ensuring seamless, protected integration that protects your IP and cash flow.
Can it integrate with our existing tools like Procore or manufacturing ERP?
Absolutely—integration is our bread and butter. We don't replace your stack; we enhance it. For Procore users, we sync invoices directly to commitments and change orders, auto-populating job costs. In manufacturing ERPs like Epicor, it pulls inventory data to validate quantities. Our deep, two-way APIs handle this without brittle middleware, supporting real-time updates so payments reflect actual deliveries. A typical setup takes 2-4 weeks, starting with an API review to map fields like vendor IDs or work order numbers. Clients see immediate wins, like auto-flagging discrepancies between invoices and Procore logs, reducing errors by 40%. If your tools evolve, we adapt the connections proactively.
What's the ROI timeline for implementing this?
You're ROI-driven, so let's talk numbers: most engineering firms see payback in 3-6 months. Break it down— if you're processing 200 invoices monthly at 15 minutes each manually, that's 50 hours or $2,500 in labor (at $50/hour). Our automation drops that to 2 minutes per, saving 40+ hours or $2,000 monthly. Add error reductions (say, 5% of invoices had issues costing $500 each) and faster closes improving cash flow by 10-15 days. We calculate your specific ROI during discovery, factoring in your volume and tools. Post-launch, we track metrics like processing speed and cost savings in your dashboard. One client hit 300% ROI in year one by streamlining AP across 15 projects.
Do I need an IT team to maintain this after setup?
No, that's the beauty of our approach—we build it as a low-maintenance, owned asset. Unlike subscription tools requiring constant tweaks, our production-ready system runs autonomously with built-in monitoring. Updates for new features or compliance? We handle them as part of ongoing support, without you lifting a finger. For engineering firms, this means your team focuses on designs, not debugging. We provide simple admin tools for minor changes, like adding approvers, and 24/7 uptime via robust cloud architecture. If issues arise (rare, but possible), our engineers resolve them in hours. Long-term, it's cheaper than hiring IT or juggling multiple vendors—true ownership without the hassle.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.