For Online Course Platforms and EdTech Providers

Stop Losing Hours to Manual Invoice Chaos Automate Your Invoicing and Reclaim Time for Student Success

We understand how invoice processing steals time from creating impactful courses. You're not alone—many educators juggle scattered payments from course enrollments, refunds, and vendor bills. With our automation, save 15+ hours weekly on admin tasks, cut errors by 90%, and boost your ROI by streamlining cash flow for scalable learning.

Join 150+ education businesses with faster payments and focused growth

Extract invoice data from emails and PDFs in seconds

Automate approvals for course vendor payments

Integrate directly with your LMS for seamless enrollment billing

The "Invoice Overload" Problem

Chasing scattered enrollment payments from global students across time zones, leading to delayed course access and student dissatisfaction

Manual data entry errors delaying refunds and vendor payouts

Time lost reconciling invoices with LMS enrollment records, causing discrepancies in tracking student progress and attendance

Overwhelmed by seasonal spikes in course launch billing

Compliance headaches with international student payment tracking, risking violations of GDPR or FERPA in handling sensitive learner data

Vendor invoice delays slowing down content updates, platform improvements, and timely delivery of e-learning modules

Our Custom AI Invoice Automation Built for EdTech Scale

With over 50 education clients, we've streamlined invoicing for platforms handling thousands of enrollments without missing a beat.

Why Choose Us

We get it—running an online course platform means your energy should go into crafting engaging lessons, not wrestling with spreadsheets. That's why we build tailored AI systems that ingest invoices from any source, match them to your learning management system, and handle approvals with smart rules. No more late-night data hunts. Our approach replaces fragmented tools with a unified workflow, ensuring payments flow as smoothly as your student progressions. We've seen this transform overwhelmed admins into efficiency pros, freeing them to focus on what matters: better learning outcomes.

What Makes Us Different:

AI scans and categorizes invoices tied to course enrollments or vendors

Seamless integration with platforms like Teachable or Thinkific for real-time syncing

Automated approval chains that flag anomalies, like duplicate student refunds

Unlock Time and Efficiency for Your Learning Mission

Reclaim 15-20 Hours Weekly on Core Education Tasks

Reclaim 15-20 Hours Weekly on Core Education Tasks: Picture redirecting those hours from invoice drudgery to designing interactive lesson plans or providing personalized feedback in virtual classrooms. Our automation processes 100+ LMS-triggered invoices daily without errors, delivering quantifiable ROI—educators report a 3x productivity boost in the first month, enabling scalable online cohort programs to thrive.

Reduce Costs by 40% Through Error-Free Processing

Reduce Costs by 40% Through Error-Free Processing: Manual mistakes, such as overpaying freelance course developers or delaying tuition refunds, erode your budget for educational resources. We eliminate them with AI validation against enrollment data, saving thousands in corrections annually. One online academy cut their AP costs by $12K last year, reinvesting in gamified learning tools that boosted enrollments by 25%.

Scale Effortlessly as Your Student Base Grows

Scale Effortlessly as Your Student Base Grows: From 100 to 10,000 enrollments in corporate training programs, our system handles surges without added staff. Built on enterprise-grade architecture integrated with platforms like Moodle or Canvas, it adapts to your growth, ensuring steady cash flow for expanded certifications. Clients scaling summer bootcamps saw payment cycles drop from 10 days to 2, enabling seamless cohort onboarding.

What Clients Say

"Before AIQ Labs, our team wasted Fridays reconciling Thinkific enrollments with QuickBooks—absolute chaos during our peak webinar seasons. Now, invoices auto-match to student logins and approvals notify via Slack instantly. We saved 18 hours a week and spotted a $5K overpayment to a guest instructor on day one. It's like having a tireless admin keeping our virtual classrooms running smoothly."

Sarah Jenkins

Operations Manager, LearnFlow Academy

"As a bootstrapped edtech startup, manual invoicing was strangling cash flow to our freelance curriculum writers. Their AI system integrated flawlessly with our Teachable site, handling international student payments without VAT compliance issues. In three months, we slashed processing time by 80% and launched two new certification tracks, growing our user base by 35%."

Mike Rivera

Founder, SkillBridge Online

"We were swamped with vendor bills for interactive video modules during our annual professional development refresh. AIQ's automation caught duplicate charges right away and synced seamlessly to Xero, aligning with our LMS analytics. Last quarter, it saved us $3,200 in errors and freed our trainers to refine micro-learning content ahead of schedule, improving completion rates by 15%."

Elena Patel

Finance Lead, EduTech Innovators

Simple 3-Step Process

Step 1

Discovery and Custom Mapping

We dive into your platform's invoice flow, from enrollment billing to vendor payments, mapping pain points like mismatched student data. This ensures our AI fits your exact needs, like handling multi-currency for global learners.

Step 2

AI System Build and Integration

Our engineers craft the automation, training AI on your LMS data for accurate extraction and approvals. We connect it to your tools, testing rigorously to mimic real scenarios, such as a course launch payment surge.

Step 3

Deployment and Ongoing Optimization

Go live with monitoring for the first wave of invoices. We refine based on your feedback, scaling as enrollments grow, and provide training so your team owns the system fully—no ongoing dependencies.

Why We're Different

We build from scratch with custom code, not patchwork no-code tools, so your invoicing evolves with your platform's unique student journeys without breaking during updates.

True ownership means no subscription traps—unlike assemblers relying on rented APIs, we deliver a owned asset that scales indefinitely for your growing course library.

Deep empathy for edtech: We've automated for 50+ platforms, understanding nuances like seasonal enrollment spikes, ensuring solutions boost learning outcomes, not just admin.

Production-ready engineering: While others offer fragile workflows, our systems handle high-volume student payments with 99.9% uptime, proven in our own SaaS builds.

Unified intelligence over superficial links: We create two-way integrations that learn from your data, predicting issues like refund trends before they disrupt cash flow.

Focus on ROI from day one: We quantify savings upfront, like hours freed for curriculum, unlike generic agencies that leave you guessing on education-specific impacts.

Scalable architecture tailored to growth: No limits on student numbers—our designs support enterprise expansion, drawing from platforms we've built for 10K+ users.

Human-centered process: We start with your pain points, like vendor delays affecting content, co-creating solutions that feel intuitive for non-tech educators.

Proven in education chaos: Unlike broad AI firms, our experience with LMS quirks ensures seamless fits, reducing integration headaches by 70% compared to off-the-shelf.

Long-term partnership, not quick fixes: We optimize post-launch, adapting to new course formats or regulations, so your automation ages as gracefully as your evergreen content.

What's Included

AI-powered OCR for instant invoice data capture from PDFs and emails tied to course enrollments

Smart matching engine that aligns payments with LMS student records and vendor contracts

Automated multi-level approval workflows customized for edtech hierarchies, like instructor sign-offs

Real-time compliance checks for international student billing and refund regulations

Seamless API integrations with popular platforms like Thinkific, Teachable, and Moodle

Custom dashboards visualizing cash flow trends linked to enrollment metrics

Anomaly detection alerting on discrepancies, such as duplicate course access fees

Batch processing for seasonal spikes, handling 1,000+ invoices during launch periods

Secure data encryption ensuring student payment privacy under GDPR and FERPA

Export capabilities to accounting tools like QuickBooks or Xero with one click

Predictive analytics forecasting payment delays based on historical course data

Mobile-accessible approval app for admins on the go, during conferences or travels

Common Questions

How does this automation handle international student payments?

We design the system to process multi-currency invoices automatically, converting and flagging exchange rate issues for quick review. It integrates with your LMS to match payments to specific enrollments, ensuring compliance with global regs like GDPR. For one client with 40% international students, this cut manual currency checks by 95%, saving 10 hours weekly and preventing $2K in forex errors last year. Setup involves mapping your payment gateways, and we test with sample data to guarantee accuracy from launch.

Will it integrate with my existing learning management system?

Absolutely—our custom builds connect deeply with platforms like Teachable, Kajabi, or Canvas via secure APIs, syncing enrollment data directly to invoices. No brittle middleware; we create two-way flows so updates in your LMS trigger instant billing actions. A recent education partner saw their integration reduce data entry from 25 hours to under 2 per week. We start with a full audit of your setup to ensure seamless, error-free operation tailored to your course structure.

What about security for sensitive student payment info?

Security is paramount in edtech, so we embed end-to-end encryption and role-based access, complying with standards like PCI DSS and FERPA. The AI processes data without storing unnecessary details, and all approvals require multi-factor authentication. We've helped platforms handle thousands of transactions without a single breach. During build, we conduct audits and provide ongoing monitoring, giving you peace of mind to focus on student outcomes rather than compliance worries.

How long does implementation take for a mid-sized platform?

For most online course providers with 500-5,000 students, we complete discovery to go-live in 4-6 weeks, depending on complexity. Week 1 maps your workflows; weeks 2-3 build and test; week 4 deploys with training. One academy went live in 28 days, automating 80% of their invoicing immediately. We minimize disruption by phasing in features, starting with high-pain areas like enrollment billing, so you see benefits fast without halting operations.

Can this scale if my enrollments double next year?

Yes, our enterprise-grade architecture is built for growth, handling volume increases without performance dips—think from 1,000 to 10,000 monthly invoices effortlessly. We use scalable cloud frameworks that auto-adjust resources. A client scaling their certification program saw no slowdowns during a 200% enrollment jump, maintaining 2-day payment cycles. Post-launch, we monitor and optimize, ensuring your system supports ambitious expansions like new course verticals.

What if we have custom vendor contracts for course materials?

No problem—our AI is trained on your specific contract templates, extracting terms like milestone payments for video production or licensing fees. It flags deviations for approval, integrating with your procurement flow. For a partner creating interactive modules, this automated 90% of vendor invoicing, cutting approval time from 5 days to hours and freeing budget for more content. We customize during the build phase based on your examples.

Ready to Get Started?

Book your free consultation and discover how we can transform your business with AI.

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