Stop Wasting Hours on Manual Invoice Matching Automate Your AP Process with Custom AI
Imagine slashing your accounts payable time by 40 hours per week, cutting errors that delay supplier payments, and boosting your cash flow—all without the hassle of off-the-shelf software that doesn't fit your shop floor realities.
Join 150+ businesses with streamlined AP workflows
The "Invoice Chaos" Problem
Manual PO Matching Against CNC Job Tickets Eats Into Production Time on the Shop Floor
Supplier Invoices for Steel Beams Don't Align with Actual Welded Outputs from Fabrication Lines
Delayed Approvals for Concrete Pour Schedules Hold Up Raw Material Deliveries to Job Sites
Error-Prone Data Entry from Paper Invoices Detailing Rebar Quantities and Cut Lists
Month-End Reconciliation of Assembly Line Outputs Drains Accounting Resources During Peak Builds
Inconsistent Vendor Terms for HVAC Components Lead to Overpayments on Bulk Orders
Our Custom AI Invoice Automation Built for Your Manufacturing Workflow
We've helped over 50 manufacturing firms replace clunky manual processes with robust, field-tested AI systems that integrate seamlessly with your ERP and inventory tools.
Why Choose Us
Let's be honest—your manufacturing operation isn't like a generic office. You're dealing with variable production runs, just-in-time inventory, and suppliers who send invoices in every format imaginable. That's why we build custom AI solutions from the ground up, tailored to your exact workflow. We start by mapping your current AP process, from receiving digital scans of supplier bills to matching them against purchase orders and three-way matching with receiving reports. Our AI extracts data intelligently, flags discrepancies like mismatched quantities from a recent batch run, and routes approvals to the right foreman or manager via mobile alerts. No more chasing paper trails on the shop floor. Here's the thing: this isn't a plug-and-play tool. We code it to own your data, integrate deeply with systems like SAP or your custom MRP, and scale as your production lines grow. You're probably thinking, 'Will this actually save us time?' Absolutely—our clients see ROI in under 3 months.
What Makes Us Different:
Unlock Real Efficiency Gains in Your Manufacturing Ops
Save 40+ Hours Weekly on AP Tasks
Save 40+ Hours Weekly on AP Tasks: Imagine your team ditching manual checks of lumber delivery invoices against sawmill yield reports—our AI processes it instantly. A mid-sized prefab builder reclaimed 5 full days monthly for bidding on new construction contracts, ramping up output without hiring more staff.
Achieve 5-10x ROI Through Cost Reductions
Achieve 5-10x ROI Through Cost Reductions: Overlooking discrepancies in pipe fitting invoices can hit manufacturers hard with overpayments or missed volume discounts. Our system flags them pre-payment—like a short-shipped batch of electrical conduits—saving one client $25K yearly on site prep materials. Quicker cycles also unlock favorable terms, channeling savings into new CNC machinery investments.
Boost Productivity with Error-Free Automation
Boost Productivity with Error-Free Automation: No more scrambling through end-of-month tallies for scaffold rentals during high-volume framing seasons. Our AI pulls data from floor scales and ERP-tied inventory for rebar and formwork, slashing errors by 95%. A structural steel fabricator now closes books 3 days early, shifting focus to predicting steel price swings for upcoming bridge projects.
What Clients Say
"Before AIQ Labs, our AP team was swamped with invoices from rebar suppliers—constant mismatches with our cutting machine outputs ate up hours weekly. Now, their custom AI setup verifies batches in 10 minutes, and we caught a $4,200 overcharge on a foundation pour order last quarter. It's like an extra accountant who handles the grit of site-ready materials 24/7."
Mike Harlan
CFO, Precision Steel Fabricators Inc.
"With round-the-clock shifts pouring concrete forms, invoice approvals were chaos—lost emails delayed gypsum board deliveries, stalling drywall installs. AIQ Labs' AI links our MRP system and alerts supervisors via rugged tablets. We save 25 hours weekly, error rates plunged from 12% to under 1%, and ROI kicked in after just two months on a high-rise project."
Sarah Kline
Operations Director, Modular Build Components Ltd.
"I doubted AI for the rough-and-tumble of processing invoices in our welding shop, but AIQ Labs tailored it to our variable truss assembly runs and supplier portals. No more typing from scanned ductwork receipts—it's fully automated, optimizing payments to grab early discounts on $15K of annual HVAC fittings. Transformed our cash flow for timely crane rentals."
Tom Reyes
Financial Controller, Heavy Industrial Welders Co.
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current process—reviewing how invoices flow from suppliers to your shop floor, identifying pain points like PO mismatches during high-volume runs. This ensures our solution fits your unique setup.
Custom AI Design and Integration
Using advanced frameworks, we build the automation: AI extracts data from any format, matches against your inventory logs, and sets up approval chains. We integrate with your tools like QuickBooks or custom MRP for seamless data flow—no brittle connections.
Testing, Deployment, and Optimization
We test on real invoices from your recent production cycles, deploy with training for your team, and monitor for tweaks. Ongoing support ensures it evolves with your operations, like adapting to new supplier portals.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple suppliers with varying formats?
In manufacturing, suppliers send everything from PDFs to emailed spreadsheets—it's a mess. Our custom AI uses advanced OCR and machine learning trained on your specific vendors, like pulling line items from a steel supplier's portal or a parts distributor's faxed bill. We map it all to your PO system, achieving 98% accuracy after initial setup. For one client, this cut processing from 2 hours to 5 minutes per batch. We tailor it to your workflow, ensuring it integrates with your ERP without manual tweaks. No generic parser here; it's built for your real-world chaos, saving you hours weekly and reducing errors that could delay production runs.
What's the typical ROI timeline for this service in a manufacturing setting?
You're probably thinking about the upfront investment. For most manufacturers, we see payback in 2-4 months. Take a 150-employee shop: they saved 35 hours weekly on AP at $50/hour labor cost—that's $7,000 monthly. Add caught overpayments and faster discounts, and ROI hits 6x in year one. We focus on quantifiable wins like accelerating raw material payments to avoid line stoppages. Our field-tested approach ensures quick wins, with full scalability as you grow. Let's chat about your numbers; we can model it precisely for your operation.
Will this integrate with our existing ERP system like Epicor or Infor?
Absolutely—integration is our specialty. Unlike off-the-shelf tools that offer shallow connections, we build two-way APIs that sync invoice data directly with your ERP's PO and inventory modules. For a fabrication client using Epicor, we automated matching against receiving logs, pulling real-time stock levels to verify deliveries. This eliminates double-entry and errors from outdated data. Setup takes 4-6 weeks, including testing on your live workflows. It's custom-coded for reliability, so when your production spikes, nothing breaks. We handle the heavy lifting, ensuring your team stays focused on the floor.
How secure is the AI system for handling sensitive financial data?
Security is non-negotiable in manufacturing, where invoices often include proprietary specs or pricing. We use enterprise-grade encryption, role-based access, and compliance with standards like SOC 2. Data stays in your controlled environment—no cloud dependencies unless you choose. Our AI processes locally or via secure servers, with audit trails for every approval. A defense parts manufacturer trusted us with classified vendor info; we implemented multi-factor auth and anomaly detection to flag unusual payments. Regular updates keep it robust against threats. Peace of mind, plus efficiency—your AP runs smoothly without the risks.
Can this scale if our production volume doubles next year?
Yes, scalability is baked in. We design with modular architecture that handles increased invoice loads without performance dips—like processing 500+ bills weekly during peak seasons. For an auto supplier scaling from two to four lines, we upgraded their system in days, not months, maintaining 40-hour savings. It learns from usage patterns, optimizing for your growth. No need to rip and replace; it's built to evolve with your business, from small runs to high-volume output. We're partners in your expansion, ensuring the AI keeps delivering ROI as you ramp up.
What if our team resists the change to automated invoicing?
Change can be tough, especially in hands-on manufacturing environments. We ease adoption with tailored training: hands-on sessions showing how it flags a mismatched weldment invoice before it hits accounting. One client had resistant foremen; after demos on mobile approvals during breaks, usage hit 100% in weeks. We include a change management plan, with quick-win reports proving time savings—like reclaiming shift hours for quality checks. It's not about replacing jobs; it's empowering your team to focus on high-value work. We'll work with you to make it feel natural, boosting buy-in across the board.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.