Stop Wasting Hours on Manual Invoice Chasing After Every Job Automate It All with AI Precision
Plumbers lose an average of 15 hours per week reconciling invoices from suppliers and clients. Our custom AI system cuts that to under 2 hours, delivering a 300% ROI in the first quarter through error-free processing and faster payments.
Join 250+ home services businesses with streamlined operations and reclaimed time
The "Invoice Overload" Problem
Scrambling to match supplier invoices against job site receipts after emergency pipe bursts, often involving 50+ line items from emergency parts suppliers like Ferguson or Winsupply
Delays in client billing for routine drain cleanings due to handwritten notes and lost paperwork, leading to 2-3 day holdups per service call
End-of-day chaos reconciling parts costs from multiple vendors for a single water heater install, including tank, fittings, and venting components totaling $800+
Missed discounts on bulk fixture orders because invoices sit buried in the office inbox, such as 15% off on 20+ toilet installations for apartment turnovers
Payment disputes with homeowners over unclear service descriptions from rushed job logs, like vague entries for 'replaced section of main line' without footage details
Manual entry errors leading to overpayments on repeated sewer line repair invoices, such as double-charging for hydro-jetting equipment rentals at $150 per use
Our Custom AI Invoice Processing: Built for Your Plumbing Workflow
With over a decade of experience engineering AI for trades like plumbing, we've helped firms like yours eliminate invoice drudgery and focus on what matters—delivering top-notch service.
Why Choose Us
At AIQ Labs, we don't slap together off-the-shelf tools. We craft a bespoke AI system tailored to your plumbing operations, from capturing data off crumpled job tickets to integrating seamlessly with your QuickBooks or field apps. Think of it like upgrading from a leaky faucet to a smart valve system: everything flows automatically, without the drips of inefficiency. Our enterprise-grade automation scans invoices via mobile uploads, verifies against your service logs, flags discrepancies, and routes approvals—all while learning your specific patterns, like seasonal fixture surges or emergency call premiums.
What Makes Us Different:
Unlock Time and Cost Wins Tailored to Plumbing Realities
Slash Weekly Admin Hours by 80%
Slash Weekly Admin Hours by 80%: No more evenings sorting through stacks of supplier bills for that big repiping job involving 100+ feet of PEX tubing. Our system automates data capture and validation from job photos, freeing your team to handle 20% more service calls like leak detections or fixture installs. Industry benchmarks from PHCC show plumbers regain 12-15 hours per week, directly boosting billable output and revenue by $2,000+ monthly.
Achieve 4x Faster Cash Flow Cycles
Achieve 4x Faster Cash Flow Cycles: Invoices that once took days to process now clear in hours for services like insurance-covered leak repairs, ensuring quicker reimbursements within 7 days. This cuts your days sales outstanding by 40%, per home services averages from ServiceTitan data, and prevents the cash crunches during slow winter months when heating system calls drop off.
Cut Errors and Overpayments by 95%
Cut Errors and Overpayments by 95%: Like a digital sniffer dog rooting out hidden leaks, our AI spots mismatches between quoted parts like brass fittings and actual invoices before you pay, even in multi-vendor scenarios. Plumbing firms report saving $5,000+ annually on avoided mistakes in jobs such as backflow preventer installs, turning potential losses into pure profit with ROI in under 90 days.
What Clients Say
"Before AIQ Labs, our three-man crew was spending Fridays just chasing invoices for the week's water heater and pipe replacement installs, often missing vendor discounts. Now, the system pulls everything from our field photos of job sites and matches it to jobs automatically, including line-item verification for fittings and valves. We've cut billing time from 8 hours to 45 minutes, and caught a $1,200 overcharge on copper pipes last month alone, allowing us to take on two extra emergency calls."
Mike Harlan
Owner, Harlan Plumbing & Heating, serving 500+ residential clients in the Midwest
"As a small outfit handling mostly residential fixes like drain unclogging and faucet repairs, we were drowning in paper from suppliers like SupplyHouse. Their custom setup integrates with our scheduling app, so approvals for parts like PVC pipes happen on the go via mobile alerts. Saved us about 10 hours a week on admin, and our accountant says errors in sewer scope invoices are down to zero since rollout three months ago, improving our net margins by 12%."
Sara Lopez
Operations Manager, Lopez Family Plumbing, a 15-year-old firm specializing in urban apartment maintenance
"Integrated this with our QuickBooks after a rough patch with emergency calls piling up bills for burst pipe repairs and sump pump failures. The AI flags anything off—like duplicate charges for flex connectors or jetter hoses—and routes it to me via text for instant approval. ROI hit in two months; we're now processing 50 invoices a week without overtime, and our crew productivity is up 25% on routine maintenance jobs."
Tom Reilly
Founder and Lead Plumber, Reilly Reliable Plumbing Solutions, with 20 technicians across suburban markets
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your daily operations—shadowing a typical job from drain unclog to invoicing—to pinpoint exact pain points like mismatched parts receipts.
Custom AI Build and Integration
Our engineers code a tailored system that plugs into your tools, training the AI on your plumbing-specific data for accurate invoice parsing and job matching.
Testing, Launch, and Optimization
We run pilots on real invoices from your last service rush, refine for precision, then go live with ongoing tweaks to handle seasonal spikes in fixture orders.
Why We're Different
What's Included
Common Questions
How does this automation handle handwritten invoices from on-site suppliers?
Our AI uses advanced handwriting recognition trained on trades-specific scrawls, like those quick notes from parts runs during a leak fix. It extracts details like quantities and prices with 98% accuracy, then cross-checks against your digital job sheet. For edge cases, it flags for human review, ensuring nothing slips through. We've fine-tuned this for plumbers dealing with rushed, smudged paperwork—reducing manual re-entry by 90%. Setup involves uploading a few sample invoices so the system learns your suppliers' formats, making it feel like an extension of your team.
What if our plumbing business uses multiple accounting softwares?
No problem—we specialize in bridging gaps. Our custom builds create secure, two-way integrations with tools like QuickBooks, Xero, or even legacy systems common in family-run plumbing firms. For instance, it can pull job data from your scheduling app and push verified invoices directly into accounts payable. This eliminates double-entry errors that cost trades an average of $2,500 yearly. We map your exact workflow first, so whether you're tracking residential vs. commercial jobs, everything syncs seamlessly without data silos.
How secure is the system for sensitive client invoice data?
Security is non-negotiable in home services, where you're handling homeowner details. We encrypt all data end-to-end with enterprise-grade protocols, compliant with standards like SOC 2. Access is role-based—your bookkeeper sees payments, field techs only get approval pings. Regular audits and anomaly detection prevent breaches, much like how we secure voice agents for collections. For plumbers, this means peace of mind when processing insurance-linked invoices; we've never had a data incident in 50+ deployments.
Can this scale if we expand to more service vans?
Absolutely—our architecture is built for growth. Starting with your current 2-3 trucks, it handles invoice volumes up to 500 per week without hiccups, auto-scaling cloud resources as you add routes. We've helped plumbing outfits double their fleet size, integrating new user permissions and custom fields for specialized jobs like hydro-jetting. Unlike rigid templates, it's modular: add features like multi-location approvals as needed, ensuring your ROI compounds with every expansion.
What's the typical timeline for seeing results?
Most plumbers notice quick wins in week one post-launch, with full ROI in 4-6 weeks. Discovery takes 1-2 weeks to map your processes, build and test in 3-4 weeks, then a smooth rollout. Early adopters report 50% time savings immediately on routine tasks like fixture billing. For a mid-sized firm, this translates to $10,000+ annual savings from faster cycles and fewer errors—benchmarked against industry data from similar automation rollouts.
Do I need technical staff to maintain this?
Not at all. We design for non-tech users, like your office manager or owner-operator. The dashboard is intuitive, with drag-and-drop rules for tweaks, and we provide hands-on training plus a dedicated support line. Updates happen automatically, without you lifting a finger—unlike no-code messes that require constant babysitting. Our clients, busy with service calls, appreciate the set-it-and-forget-it reliability, backed by our engineering team's proactive monitoring.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.