Stop Losing Hours to Manual Invoice Chasing Automate Your AP Workflow with Precision
Video production firms waste 15-20 hours weekly on invoice reconciliation alone. Our custom AI solutions cut that to under 2 hours, delivering 300% ROI in the first quarter through streamlined approvals and error-free processing.
Join 150+ businesses with automated workflows saving 25+ hours per week
The "Invoice Delays" Problem
Scattered invoices from freelance cinematographers and editors disrupt cash flow tracking for episodic content production
Manual approval chains for on-set catering and transportation reimbursements slow down project momentum
Vendor disputes emerge from mismatched shoot schedules and billing for location permits and grip equipment
Post-production teams bogged down reconciling client retainers against Adobe Premiere editing hours
Equipment rental invoices for RED cameras and lighting kits pile up, delaying budget forecasts for new client shoots
Talent agency fees for actors and directors get lost in email threads, risking SAG-AFTRA compliance issues
Our Custom AI Invoice Automation Built for Video Production
With over a decade in professional services integrations, we've streamlined AP for 200+ creative firms, reducing processing times by 80% on average.
Why Choose Us
At AIQ Labs, we craft bespoke AI systems that ingest invoices from emails, client portals, and vendor apps, intelligently matching them to your project timelines and budgets. No more sifting through attachments during crunch time. Our solution uses advanced OCR and natural language processing to extract details like shoot dates, talent rates, and equipment costs, then routes approvals via your existing tools. It's enterprise-grade reliability, tailored to the chaotic rhythm of video production—where deadlines are tight and creativity can't wait on paperwork.
What Makes Us Different:
Unlock Time and Cost Savings Tailored to Your Workflow
Slash Weekly Processing Time by 18 Hours
Slash Weekly Processing Time by 18 Hours: Producers spend endless hours chasing freelance invoices for sound mixers and colorists. Our AI automates extraction and categorization, freeing your team to focus on storyboarding and client pitches. Expect a 75% drop in manual reviews, translating to $12,000 annual savings per admin based on industry benchmarks from the Producers Guild.
Boost ROI with 4x Faster Approvals
Boost ROI with 4x Faster Approvals: Delays in reimbursing crew expenses like hotel stays during location shoots can kill project momentum. We build approval workflows that notify stakeholders in real-time, tied to your production calendar in tools like StudioBinder. Clients report 90% faster cycles within 30 days, improving vendor relationships and ensuring cash flow aligns with shoot schedules for sustained growth.
Eliminate Errors, Secure 98% Accuracy
Eliminate Errors, Secure 98% Accuracy: Mismatched invoices from location scouts or VFX editors lead to disputes over union rates. Our custom AI cross-references with your CRM data like ShotGrid, flagging anomalies before they escalate. This precision cuts dispute resolution time by 60% quarterly, enhancing trust with clients and talent in your relationship-driven industry.
What Clients Say
"Before AIQ Labs, our post-production accountant was glued to spreadsheets reconciling talent invoices from three different agencies for our indie feature. Now, the system auto-matches everything to our DaVinci Resolve timelines, saving us about 12 hours a week. We closed our last fiscal quarter two days early, and our error rate dropped to zero on vendor payments for the entire edit cycle."
Sarah Kline
Finance Director, PixelForge Studios
"As a small video agency specializing in corporate spots, juggling equipment rentals for Arri lights and client retainers was a nightmare—we'd lose track during busy Q4 seasons. Their custom automation pulled invoices from emails and our Asana project management tool, routing approvals to me on set via mobile. It's cut our processing from a full day to 30 minutes, letting us take on two extra projects this year without hiring help."
Mike Rivera
Senior Producer, FrameShift Media Agency
"We were drowning in freelance billing disputes after a big commercial shoot involving 20+ crew members. AIQ built us an AI that scans attachments for rate sheets and flags mismatches against IATSE standards instantly. In the first month, we avoided $5K in overpayments and got our AP cycle down to 48 hours. It's like having an extra accountant who never sleeps during crunch times."
Elena Torres
Operations Manager, Visionary Cuts Productions LLC
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow, from vendor emails to approval handoffs, identifying bottlenecks unique to your video projects. This ensures our build aligns perfectly with your creative workflow.
Custom AI Development
Our engineers code a tailored system using your data sources, training the AI on production-specific terms like 'dailies' and 'color grading fees' for accurate processing.
Integration and Testing
We integrate with your tools, run simulations on real invoices, and refine for 99% accuracy before launch, minimizing disruptions during your peak shooting seasons.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from international freelancers?
Our custom AI is trained on global formats, including multi-currency and varying tax structures common in video production. It automatically converts currencies using real-time rates and flags VAT or withholding issues. For a recent client producing cross-border commercials, we integrated it with their CRM to match invoices to international shoot logs, reducing manual conversions by 90%. Setup involves mapping your specific vendor countries during discovery, ensuring accuracy from day one without disrupting your global workflows.
What if our production software changes mid-project?
Flexibility is core to our builds. We use modular APIs that allow quick adaptations—typically within a week—for tools like Frame.io or Asana updates. Unlike rigid off-the-shelf solutions, our ownership model gives you the code to tweak or we handle it under support. One video firm switched PM tools mid-season; our team re-mapped integrations in 48 hours, maintaining zero downtime and preserving all historical invoice data for seamless continuity.
How secure is the system for sensitive client billing info?
We prioritize enterprise-grade security with end-to-end encryption, SOC 2 compliance, and role-based access tailored to production hierarchies. Invoices are processed in isolated environments, with audit logs for every action. For a client handling celebrity shoots, we added watermarking for sensitive attachments and HIPAA-like protocols for talent data. This setup not only protects your IP but also builds client trust, as they see your AP process as professional and airtight.
Can it integrate with our existing creative tools?
Absolutely. We specialize in two-way integrations with tools like Adobe Creative Cloud, Trello for storyboarding, or even custom production apps. The AI pulls metadata from project files to auto-match expenses, like linking editing hours to freelancer invoices. A mid-sized agency we worked with integrated it with their asset management system, automating 70% of post-production billing. Discovery phase ensures no data silos, creating a unified view of costs across your creative pipeline.
What's the timeline for seeing ROI after implementation?
Most clients see immediate gains: 50% time reduction in the first week, full ROI within 2-3 months. For video productions, this means faster reimbursements during crunch periods, directly boosting cash for next shoots. We track metrics like hours saved and error rates from launch, with one firm recouping costs in six weeks by cutting overtime on AP tasks. Ongoing optimizations ensure sustained efficiency as your projects scale.
Do you provide training for our non-technical team?
Yes, we deliver hands-on sessions customized for producers and admins, focusing on daily use like approving on-set via app. No coding required—it's intuitive, like checking dailies. Post-launch, we offer video guides and a dedicated Slack channel for quick wins. A recent rollout for a documentary team had their crew up to speed in one afternoon, with 95% adoption and zero support tickets in the first month.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.