Stop Losing Hours Chasing Invoices After Every Paint Job Automate It All with Custom AI Precision
Reclaim 15-20 hours per week on manual invoice entry, slashing processing costs by 40% and boosting your cash flow without the hassle of mismatched supplier bills or forgotten approvals.
Join 250+ home services businesses with streamlined operations and faster payments
The "Invoice Chaos" Problem
Manual entry of supplier invoices for paints, primers, and drop cloths after sourcing materials leads to double-billing errors on multi-color residential jobs
Forgotten approvals for payments to hardware stores supplying rollers and masking tape delay reimbursements, straining vendor relationships during high-volume repaint seasons
Mismatched invoices from multiple job sites involving interior vs. exterior paints cause cash flow hiccups during peak home renovation season
End-of-month reconciliation of material costs steals time from bidding on new residential repaint contracts amid rising demand for eco-friendly coatings
Paper trails for subcontractor invoices on surface prep and finishing tasks create compliance risks in commercial painting projects for office buildings
Delayed invoice processing for paint sprayers and scaffolding ties up funds needed for urgent equipment upgrades before major home exterior projects
Our Custom AI Invoice Automation – Built for Painters' Real-World Rhythms
With over a decade engineering solutions for trades like yours, we've streamlined billing for 150+ painting firms, delivering enterprise-grade systems that scale with your growing crews.
Why Choose Us
We craft bespoke AI workflows that ingest invoices from your paint suppliers, match them to job quotes, and route approvals through your team's mobile apps. No more sifting through stacks of receipts after a long day on ladders. Our systems learn your patterns – like seasonal spikes in exterior jobs – to flag discrepancies instantly. Integrated directly with QuickBooks or Xero, it ensures every drop of paint expense is tracked accurately, turning invoice drudgery into seamless efficiency.
What Makes Us Different:
Unlock Time and Cost Wins Tailored to Your Painting Operations
Slash Weekly Admin Hours by 18+
Slash Weekly Admin Hours by 18+: Imagine your office manager spending less time on invoices for Sherwin-Williams orders and more on scheduling color consultations for kitchen remodels. Our automation handles OCR data capture from paint receipts and verifies against job bids, saving painting crews an average of 18 hours weekly – that's like adding an extra crew member without the payroll hit. Industry benchmarks from the Painting Contractors Association show this boosts overall productivity by 35%, letting you take on 20% more residential jobs annually, such as full-home exteriors.
Achieve 45% Faster ROI on Invoicing
Achieve 45% Faster ROI on Invoicing: Custom-built for your workflow, our system integrates with estimating software like Jobber to pay for itself in under three months through reduced errors in matching Benjamin Moore paint quantities and quicker vendor payments. Painting contractors report cutting processing costs by 45%, with one client recovering $12K in overpaid fees for bulk primer purchases in the first quarter. This isn't guesswork; it's proven, data-driven efficiency that strengthens your bottom line amid fluctuating latex paint prices and supply chain disruptions.
Boost Cash Flow for Equipment Upgrades
Boost Cash Flow for Equipment Upgrades: No more waiting on delayed reimbursements to buy that new Graco airless sprayer for high-volume siding jobs. Automation accelerates approvals for hardware store invoices and payments, improving cash flow by 30% on average for painting businesses. This means funding growth – like expanding to commercial contracts for retail storefronts – without dipping into profits from trim work. We've seen clients reinvest savings into EPA-certified training, leading to fewer touch-ups on textured walls and happier repeat customers in neighborhood repaint programs.
What Clients Say
"Before AIQ, we'd lose half a day every week matching Sherwin-Williams paint invoices to job sheets for multi-room interiors – it was chaos during our busy summer rush on suburban homes. Now, everything auto-populates into QuickBooks with built-in variance checks, and we've cut errors by 90%. Last month alone, that saved us $2,500 in misplaced charges from bulk roller orders at the local supplier, letting us bid on three more garage repaint jobs."
Mike Rivera
Owner, Riverside Painting Pros
"As a small crew handling mostly residential interiors like living room makeovers, invoice delays for masking tape and brushes were killing our momentum between jobs. Their custom setup scans receipts from my phone on-site using mobile OCR and flags mismatches in primer quantities before they hit accounting. We've gone from 10-hour reconciliation marathons at month-end to done in an hour – and our bank balance shows it, with funds now available for a new Wagner paint sprayer upgrade."
Sarah Chen
Operations Manager, ColorCraft Painters
"Integrated this with our Housecall Pro scheduling app, and it's transformed how we handle subcontractor bills for big commercial gigs involving epoxy floor coatings and drop cloths. No more frantic calls to verify quantities on 50-gallon paint drums or brushes during tight deadlines. Processing time dropped from five days to same-day approvals, freeing me up to bid on two extra office lobby repaint projects this quarter and secure a $50K contract."
Tom Blackwell
Founder, Elite Coatings Inc.
Simple 3-Step Process
Discovery and Mapping
We dive into your current invoice flow – from supplier deliveries to job-site receipts – auditing pain points like mismatched paint orders. This 1-2 week phase ensures our build aligns perfectly with your crew's daily grind.
Custom AI Build and Integration
Our engineers code your tailored system, pulling in data from emails, photos, and your accounting tools. Testing mimics real scenarios, like a high-volume exterior job, to guarantee flawless performance before launch.
Deployment and Optimization
We roll it out with hands-on training for your team, then monitor for the first month, tweaking as needed – perhaps refining AI for seasonal material spikes. You'll see immediate time savings, with full ROI in 8-12 weeks.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple paint suppliers?
Our custom AI is trained on your specific suppliers, like Sherwin-Williams or Benjamin Moore, to recognize their formats instantly. It extracts details such as gallon quantities, color codes, and pricing, then cross-references against your job bids. For painters dealing with varied vendors, this means no manual typing – even for bulk orders during exterior seasons. We've built in tolerance checks for price fluctuations, alerting you to anomalies before approval. Integration pulls everything into your central system, reducing errors by 95% based on our deployments. Setup takes just a week, with ongoing tweaks to adapt to new catalogs.
Will this work with my existing scheduling software for job matching?
Absolutely. We design two-way integrations with tools like Jobber or Housecall Pro, automatically linking invoices to individual projects – say, matching a primer invoice to your kitchen repaint schedule. This eliminates guesswork on which job the expense belongs to, saving hours on allocations. For a typical painting firm, this cuts reconciliation time from 10 hours to under 1 per week. Our engineers map your workflows during discovery, ensuring seamless data flow without disrupting your on-site operations. Clients see cash flow improvements within the first month, as payments align precisely with completed work.
What about security for sensitive invoice data in my business?
Security is paramount in client-relationship trades like painting, where invoices often tie to homeowner details. We use enterprise-grade encryption and role-based access, so only your accountant sees full financials while foremen approve line items. Compliant with standards like SOC 2, our systems store data in fortified clouds, protecting against breaches during high-volume periods. Unlike generic tools, we customize permissions to your hierarchy – e.g., subcontractors view only their bills. In over 200 implementations, we've maintained 100% uptime and zero data incidents, giving you peace of mind to focus on flawless finishes.
How long until I see a return on this investment?
Most painting clients achieve full ROI in 2-3 months, with immediate wins like 15 hours saved weekly on processing. For a mid-sized firm handling 50 jobs monthly, that's $4,000+ in recovered admin time at average rates. We track metrics from day one, showing reductions in overpayments (often 5-10% of invoices) and faster vendor terms. Unlike subscription models that nickel-and-dime you, our one-time build plus minimal support keeps costs low. One painter recouped their fee in six weeks by catching duplicate charges on ladder rentals. We provide a customized projection during consultation.
Can this scale if my painting business grows to more crews?
Can this scale if my painting business grows to more crews?
Yes, our production-ready architecture is built to expand effortlessly – from 5 to 50 crews without performance dips. As you add jobs, the AI handles increased volume, auto-scaling server resources and learning from more data for even better accuracy. We've scaled systems for firms doubling revenue in a year, maintaining sub-second processing times even during peak spring rushes. Custom dashboards grow with you, adding features like multi-site batch approvals. No rework needed; it's designed for the unpredictable flow of home services, ensuring your invoice system supports bids on larger commercial contracts seamlessly.
Do I need technical staff to maintain this after setup?
No, we handle all maintenance through our support team, with over-the-air updates that don't interrupt your workflow. Your staff just uses the intuitive interface – like snapping a photo of an invoice on their phone. For painters, this means zero downtime on job sites. We include quarterly reviews to optimize based on your evolving needs, such as new material types. Unlike no-code setups requiring constant tweaks, our engineered solution runs autonomously, with 99.9% reliability. Clients report zero in-house tech involvement post-launch, freeing everyone for hands-on work like prepping surfaces or client walkthroughs.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.