Stop Wasting Hours on Invoice Chaos Automate Your AP Process
Reclaim 15+ hours per week from manual invoice handling and cut processing costs by 40% with our custom AI solution tailored to your contracting workflows.
Join 250+ businesses with streamlined AP and faster cash flow
The "Invoice Overload" Problem
Manual invoice sorting from multiple job sites, such as roofing and plumbing installations, leads to lost paperwork like misplaced material receipts from suppliers
Delayed approvals for material costs, including lumber and HVAC components, slow down project timelines by days or weeks
Error-prone matching of invoices to punch lists for electrical wiring and change orders for kitchen remodels
Subcontractor disputes over unpaid bills for drywall installation or flooring work erode client relationships and lead to project delays
End-of-month rushes to reconcile invoices with field reports from framing crews and site inspections
Overlooking duplicate charges from suppliers for fixtures and appliances amid busy site work on multiple remodels
Our Custom AI Invoice Automation Built for Contractors
With over a decade in home services tech, we've streamlined AP for 100+ contracting firms, delivering enterprise-grade systems that integrate seamlessly with your tools.
Why Choose Us
We engineer a bespoke AI system that captures invoice data from emails, photos, or scans right off the job site. It intelligently matches expenses to specific projects, flags anomalies like duplicate line items, and routes approvals via mobile alerts to your foremen. No more binders of paper or endless Excel battles. This isn't off-the-shelf software; it's a custom-built engine molded to your workflow, ensuring every dollar tracks back to the right bid or change order. We've seen contractors slash processing time from days to minutes, boosting overall project efficiency by 35%.
What Makes Us Different:
Unlock Time and Cost Savings That Scale With Your Projects
Save 15+ Hours Weekly on AP Tasks
Save 15+ Hours Weekly on AP Tasks: Picture your office manager no longer buried in invoice stacks from lumber yards, electrical suppliers, and plumbing vendors for kitchen remodels. Our AI handles extraction and matching, freeing up 15 hours per week for bidding on new residential jobs. Industry benchmarks from the National Association of Home Builders show contractors regain 20% more productivity, directly translating to taking on one extra remodel project per quarter without added headcount, potentially adding $50,000 in annual revenue.
Achieve 40% ROI in the First Year
Achieve 40% ROI in the First Year: Manual processing costs general contractors an average of $12 per invoice for materials like roofing shingles and cabinetry, per Associated General Contractors reports. Our custom automation drops that to under $5, delivering a proven 40% ROI through reduced errors and faster payments within 30 days. You'll see cash flow improve as payments to subs for HVAC installs go out on time, avoiding 2% late fees and strengthening supplier partnerships that keep your bathroom remodels on track without delays.
Boost Accuracy to 99% and Minimize Disputes
Boost Accuracy to 99% and Minimize Disputes: Like a vigilant site supervisor spotting issues before they escalate on a new home build, our AI cross-references invoices against contracts, punch lists for flooring, and timecards from electrician subs. This cuts error rates from 15% to under 1%, preventing costly overpayments or subcontractor claims on change orders. Firms using similar systems report 25% fewer disputes over window installations, preserving the trust-based relationships central to home services success and reducing legal fees by up to $10,000 annually.
What Clients Say
"Before AIQ Labs, our team was spending Fridays just chasing down missing invoices from roofers and plumbers on our subdivision projects. Now, everything auto-matches to our job codes for framing and siding, and we've cut our AP time in half. Last quarter alone, that saved us from overpaying $3,000 on duplicate lumber deliveries."
Mike Rivera
Operations Manager, Apex Home Builders (specializing in residential subdivisions)
"I was skeptical about AI handling our messy field uploads from kitchen remodel sites, but their system nailed it—pulling data from blurry phone pics of supplier bills for cabinets and countertops. Processing a 50-invoice batch now takes 20 minutes instead of two days, and our accountant loves the clean exports to Sage for tracking appliance costs."
Sarah Chen
CFO, Reliable Contracting Services (focused on high-end kitchen and bath remodels)
"As a mid-sized outfit juggling custom home builds and deck additions, late approvals were killing our cash flow on foundation pours. This automation flags everything in real-time for electrical and plumbing subs, and we've already paid them faster, earning 1-2% early payment discounts we never chased before. It's like having an extra admin without the payroll hit during peak summer season."
Tom Hargrove
Owner, Precision General Contractors (experts in custom residential builds and outdoor additions)
Simple 3-Step Process
Discovery and Mapping
We dive into your current invoice flow—from site receipts to final payments—identifying bottlenecks unique to your contracting operations. This ensures the AI fits your exact needs, like handling lien waivers or progress billing.
Custom AI Build and Integration
Our engineers construct the system using advanced frameworks, linking it to your CRM, accounting software, and mobile apps. We train the AI on your historical data for precise project matching, all while maintaining data security for sensitive bids.
Deployment and Optimization
Rollout happens in phases, starting with a pilot on one project type. We monitor performance, tweak for accuracy, and provide training so your team adopts it seamlessly—delivering full ROI within 90 days.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from different job sites?
Our custom AI is designed specifically for the decentralized nature of contracting work. It tags incoming invoices by project ID, location, or even GPS metadata from mobile uploads. For instance, a lumber bill from a kitchen remodel in suburb A gets auto-routed to the right foreman for approval, while electrical costs from a new build site B match directly to that job's budget. We've built in rules to consolidate multi-site data into your central accounting, reducing errors by 95%. This setup has helped contractors like you manage 20+ active sites without missing a beat, saving hours that used to go into manual sorting. Integration with tools like Jobber ensures everything flows into one unified view.
What if our invoices include handwritten notes or photos from the field?
Field realities are messy—that's why our AI excels at OCR for low-quality images and scribbled notes. It deciphers details like quantities, dates, and vendor stamps from phone snaps of receipts, even under poor lighting at dusk on a site. The system learns from your past invoices to improve accuracy over time, achieving 98% extraction rates. For a general contractor we worked with, this meant no more lost paper trails from plumbers' handwritten addendums; everything digitized instantly and matched to the punch list. We customize the model to recognize your specific formats, like custom PO abbreviations, ensuring nothing falls through the cracks during busy remodel seasons.
Can this integrate with our existing accounting software?
Absolutely—seamless integration is our hallmark. We connect directly to platforms like QuickBooks, Sage, or Xero via secure APIs, automating the push of approved invoices with all metadata intact, including job codes and tax breakdowns. No more rekeying data from spreadsheets. In one case, a mid-sized firm saw their month-end close drop from 10 days to 2, as the AI handled vendor reconciliations automatically. We map your exact chart of accounts and handle nuances like cost-plus billing common in home services. If you're using Procore for project tracking, we link AP data there too, creating a closed loop that boosts efficiency without disrupting your workflow.
How secure is the data in this custom system?
Security is non-negotiable in contracting, where invoices often contain sensitive bid details or client info. We build with enterprise-grade encryption (AES-256) for all data in transit and at rest, plus role-based access so only authorized foremen see site-specific approvals. Compliance with standards like SOC 2 and GDPR is baked in, with audit logs tracking every action for lien or dispute resolution. Unlike cloud-only tools, our owned system lets you control data residency on your servers if needed. A client in regulated renovations praised this setup after a smooth audit, noting zero breaches in two years—peace of mind that lets you focus on building, not worrying about cyber risks.
What's the timeline and cost for implementing this?
We tailor timelines to your scale, but most general contractors see a full deployment in 6-8 weeks: two for discovery, three for building and testing, and the rest for rollout with training. Costs start at $15,000 for a core setup, scaling based on integrations and invoice volume—far below the $50K+ annual drain from manual processing, per industry stats. ROI hits within months through 40% cost cuts and time savings. For example, a 50-employee firm recouped their investment in 4 months by avoiding $20K in error-related rework. We offer flexible payment tied to milestones, ensuring value before full commitment, and no ongoing fees since you own the system outright.
Will this work for small crews or just large contractors?
It's scalable for any size—from solo remodelers to firms with 100+ workers. For smaller teams, we focus on essentials like quick mobile capture and basic matching to keep overhead low, saving 10 hours weekly without complexity. Larger operations get advanced features like multi-project dashboards and predictive cash flow alerts. A small contractor we partnered with, handling 5-10 jobs monthly, automated their AP entirely, cutting vendor disputes by 60% and freeing the owner for client meetings. We customize to your volume, ensuring efficiency gains whether you're wiring a single home or managing a subdivision—always built for your exact workflow, not a one-size-fits-all template.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.