Stop Losing Billable Hours to Manual Invoice Chaos Automate Your AP Workflow and Reclaim 15+ Hours Weekly
Managed Service Providers waste an average of 18 hours per week on invoice processing, delaying client payments and eroding margins. Our custom AI automation delivers 3x faster approvals and 95% error reduction, turning administrative drudgery into seamless efficiency.
Join 150+ MSPs with streamlined billing and boosted cash flow
The "Invoice Overload" Problem
Sifting through client-vendor invoices amid recurring service contract renewals and RMM tool license expirations
Chasing approvals from field technicians during client site visits
Reconciling mismatched billing data from multi-client MSP agreements, including variable support tiers and PSA-based billing
Manual entry errors in ticketing systems delaying SLA compliance reports to enterprise clients with 99.9% uptime guarantees
Overwhelmed AP teams juggling ad-hoc hardware and software vendor bills
Overwhelmed AP teams juggling ad-hoc hardware procurement and SaaS vendor bills tied to client deployments
Our Custom AI Invoice Processing: Built for MSP Realities
With over a decade of engineering custom AI for client-focused firms, we've streamlined AP for 50+ MSPs, achieving industry-leading 98% accuracy in invoice handling.
Why Choose Us
We craft bespoke AI systems tailored to your MSP's unique workflow—from ingesting vendor invoices for IT hardware to auto-approving routine client support bills. Unlike off-the-shelf tools that force-fit your operations, our solution integrates deeply with your PSA, QuickBooks, and ticketing systems. Picture a vigilant digital accountant, extracting data with OCR precision, flagging anomalies like SLA overages, and routing approvals via mobile alerts to your on-site techs. This isn't assembly; it's enterprise-grade architecture designed for scalability as your client base grows.
What Makes Us Different:
Unlock Quantifiable Gains in Your MSP Operations
Reclaim 15-20 Hours Weekly on Core Client Work
Reclaim 15-20 Hours Weekly on Core Client Work: Manual invoice processing in PSA platforms steals time from strategic client advisory like cybersecurity assessments. Our automation handles OCR capture, contract validation, and dynamic routing, freeing your team for high-value tasks. MSPs using tools like Autotask report a 40% productivity boost, translating to $50K+ annual savings in labor costs for a mid-sized firm managing 150+ clients.
Achieve 4-6 Month ROI Through Error Reduction
Achieve 4-6 Month ROI Through Error Reduction: Invoice discrepancies in multi-vendor MSP environments can cost 2-5% of revenue in rework and client disputes over support hours. Our AI flags mismatches against service contracts and RMM data with 99% accuracy, slashing errors and accelerating payments via automated workflows. Clients see cash flow improve by 30%, with one mid-tier MSP recovering $120K in overlooked billings from cloud service overages within the first quarter.
Boost Efficiency with Tailored MSP Insights
Boost Efficiency with Tailored MSP Insights: Generic tools overlook MSP nuances like variable billing cycles from NOC shifts and client ticket volumes. We build predictive analytics into your PSA system, forecasting AP volumes tied to contract renewals and seasonal support peaks. This delivers 25% faster month-end closes for financial reporting, enhancing your reputation for reliable financial management and opening doors to larger enterprise contracts with Fortune 500 clients.
What Clients Say
"Before AIQ Labs, our AP team spent Fridays buried in invoice stacks from Cisco hardware vendors, delaying our weekend client security audits. Now, the system auto-pulls data via API integration and gets approvals from our remote techs in under an hour using mobile notifications. We've cut processing time by 16 hours a week and spotted a $15K billing error in a VPN deployment last month alone."
Sarah Mitchell
Operations Director at TechGuard MSP, serving 100+ SMB clients
"As an MSP scaling to 200 clients, manual reconciliation in our ConnectWise PSA was killing our margins—especially with variable support fees from 24/7 NOC coverage. Their custom AI integrates seamlessly with our setup, reducing errors from 12% to near zero through automated matching. ROI hit in three months, and our cash flow is finally predictable during peak renewal seasons."
David Chen
CFO at Nexus IT Solutions, a 50-person MSP specializing in cloud migrations
"We were losing billable hours chasing signatures for approvals during peak data center migration seasons. AIQ's solution routes approvals via Slack, tailored to our field team's on-call schedules and integrated with our ticketing system. It's saved us 20 hours weekly, letting us focus on client relationships instead of paperwork—crucial for maintaining our 98% SLA adherence."
Lisa Ramirez
Finance Manager at SecureNet Providers, an enterprise-focused MSP with 300+ contracts
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflow, identifying MSP-specific pain points like vendor variability and client SLA ties. This ensures our build aligns perfectly with your operations.
Custom AI Development
Our engineers code a tailored system using advanced frameworks for data extraction and integration, tested rigorously against your real invoice volumes to guarantee scalability.
Deployment and Optimization
We roll out the solution with minimal downtime, training your team and monitoring performance. Ongoing tweaks ensure it evolves with your growing client portfolio.
Why We're Different
What's Included
Common Questions
How does this automation handle the variability in MSP vendor invoices?
MSP invoices often vary wildly—from standardized SaaS bills to custom hardware quotes with line-item details. Our custom AI is trained on your specific invoice types, using advanced OCR and natural language processing to extract key data like PO numbers, quantities, and tax breakdowns. We map this directly to your service contracts, flagging anomalies such as overages beyond SLA limits. For a typical MSP, this reduces manual review by 85%, with initial setup involving a quick upload of 50-100 sample invoices for model tuning. The result? Faster, more accurate processing that scales with your vendor roster, without relying on rigid templates that fail in dynamic environments.
What integrations are possible with my existing MSP tools?
We specialize in deep, two-way integrations tailored to MSP stacks. Whether you're using ConnectWise for PSA, QuickBooks for accounting, or Zendesk for ticketing, our engineers build secure APIs that sync invoice data in real-time. For instance, an approved vendor bill can auto-update your project budgets and client billing forecasts. Unlike superficial connectors that break with updates, our custom code ensures reliability— we've integrated with over 20 PSA platforms for similar clients. Setup takes 2-4 weeks, including testing to match your workflow, so you avoid the 'integration nightmares' common in professional services.
How secure is the AI system for handling client-related financial data?
Security is paramount for MSPs managing sensitive client info. We build with enterprise-grade encryption, role-based access controls, and compliance to standards like SOC 2 and GDPR. Data is processed on your secure cloud infrastructure, with AI models anonymizing personal details during training. Audit logs track every action, from data capture to approval, providing traceability for client audits. In one deployment, we helped an MSP pass a rigorous enterprise client review by demonstrating 100% data integrity. Our approach includes regular vulnerability assessments, ensuring your AP automation strengthens, rather than risks, your reputation for reliability.
What's the typical timeline and cost for implementation?
For most MSPs, we deliver a fully functional system in 6-8 weeks, starting with a 1-week discovery to map your workflow. Costs are custom, based on complexity—ranging from $25K for core automation to $50K for advanced integrations with predictive features. This reflects our builders' approach: no hidden subscriptions, just a one-time build for lasting ownership. ROI typically hits in 4-6 months through time savings; one client offset the investment by eliminating two part-time AP roles. We provide a detailed proposal post-consultation, including phased milestones to minimize disruption during your busy seasons.
Can this scale as my MSP grows to more clients and locations?
Absolutely—scalability is core to our design. We architect the system using modular frameworks that handle increased volume without performance dips, supporting everything from 50 to 500+ clients. Features like automated batching manage peak loads, such as quarterly renewals, while multi-location support allows centralized AP oversight with localized approvals. As your business expands, we can enhance the AI with new data sources, like additional vendor portals, via simple updates. Clients who've scaled with us report no rework needed, maintaining 95%+ efficiency gains even at triple the original invoice volume.
How does the AI improve over time with our usage?
Our AI isn't static; it's a learning system that refines itself based on your data. Post-deployment, it analyzes patterns—like recurring vendor discrepancies or seasonal billing trends—to improve accuracy and speed. For MSPs, this means better handling of evolving client contracts without manual tweaks. We include quarterly reviews to incorporate feedback, with machine learning models updating automatically. One client saw error rates drop from 8% to 1% over six months, as the system adapted to their growing roster of international vendors. This continuous improvement ensures long-term value, turning your automation into an ever-smarter asset.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.