Stop Losing Hours Chasing Invoices While Focusing on Member Retention
Imagine saving 15+ hours per week on manual invoice processing, cutting AP costs by 30%, and boosting your team's productivity to keep members happy and engaged.
Join 250+ businesses with streamlined operations and happier teams
The "Invoice Overload" Problem
Manual data entry errors in QuickBooks delaying payments to suppliers of yoga mats, resistance bands, and reformer pilates equipment
Endless chasing of crumpled paper receipts from yoga instructors and spin class coaches during busy New Year's resolution membership surges
Delayed invoice approvals for essential oils and massage therapy supplies pulling studio managers away from personalized check-ins with members during restorative yoga sessions
Invoice tracking scattered across Mindbody, Excel, and email, risking cash flow disruptions for seasonal programs like summer bootcamps or winter detox retreats
Month-end piles of invoices for barre class props and meditation app subscriptions overwhelming the small teams at boutique pilates and hot yoga studios
Frequent vendor disputes over mismatched billing for one-on-one nutritionist consultations, cryotherapy sessions, and infrared sauna bookings
Custom AI Invoice Automation Built for Your Wellness Center
We've streamlined AP for over 50 fitness studios, turning chaotic billing into seamless efficiency.
Why Choose Us
Let's be honest, running a wellness center means juggling member experiences with endless admin. You're probably thinking, 'How do I keep retention high without drowning in invoices?' We get it. At AIQ Labs, we build tailored AI systems that capture, process, and pay invoices automatically—integrated with your gym software like Mindbody or Zen Planner. No more manual uploads. It's like having a personal trainer for your finances: precise, consistent, and always on point. We design it around your workflow, from vendor deliveries for reformer classes to nutrition vendor bills, ensuring every step saves you time and reduces errors.
What Makes Us Different:
Unlock Time and Cost Savings That Fuel Your Growth
Reclaim 15-20 Hours Weekly
Reclaim 15-20 Hours Weekly: Imagine your front desk team ditching AP paperwork to greet members by name before their vinyasa flow classes. Our automation scans and matches invoices for things like essential oil refills, freeing up time for retention tactics like targeted email campaigns for meditation series. Studios report a 40% productivity boost, leading to 25% higher renewal rates for annual wellness memberships.
Slash AP Costs by 30%
Slash AP Costs by 30%: Manual processing isn't just a time suck—it's a budget killer with late fees from vendors supplying spin bikes or herbal supplements. We cut out paper and errors, like one pilates studio that saved $12K yearly on overpayments for reformer repairs and avoided hiring an extra admin. Your ROI hits fast—payback in under three months, fueling cash flow for new offerings like aerial yoga workshops.
Boost Efficiency for Better Retention
Boost Efficiency for Better Retention: Manual tasks are like holding a warrior pose without balance—draining and off-form. Our AI auto-categorizes bills for acupuncture sessions or group fitness gear, flags duplicates instantly, and integrates with your class scheduling software. Teams get a real surge, redirecting energy to crafting signature experiences like post-class smoothie bar chats that drive repeat visits to mindfulness and HIIT programs.
What Clients Say
"Before AIQ, our intimate yoga studio was swamped with vendor invoices each month—my manager wasted a full day sorting bills for new manduka mats and essential oil deliveries. Now, automation handles it all, slashing processing from 8 hours to just 25 minutes. That freed us up to launch a member loyalty app for guided breathwork sessions, spiking quarterly sign-ups by 25%."
Sarah Thompson
Operations Lead, Serenity Flow Yoga Studio
"I was doubtful at first, but their setup synced seamlessly with our Mindbody and QuickBooks for tracking nutrition coaching fees. No more hunting down receipts from our wellness coaches after bootcamp classes. In the first six months, we saved $4,500 on dodged duplicate charges and vendor penalties—now we can prioritize personalized goal-setting sessions over admin hassles."
Mike Rivera
Founder, Peak Vitality Wellness Studio
"Running a boutique spin and barre studio meant razor-thin cash flow during off-season lulls. AIQ's system flagged duplicate invoices for our Peloton bike maintenance and barre sock orders that we'd overlooked, saving $2,000 right away. Implementation was a breeze in two weeks, with mobile approvals on the go—our instructors are less stressed, and we've seen a 15% retention lift from better-focused member progress check-ins."
Lisa Chen
Program Director, Flow Motion Fitness Collective
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your daily operations—talking through how invoices flow from wellness vendors to your books. It's tailored to your center's rhythm, like syncing with class schedules.
Custom AI Build and Integration
Our engineers craft the automation from scratch, connecting to your tools without fragile add-ons. Test runs ensure it handles real scenarios, like bulk billing for group meditation retreats.
Launch, Train, and Optimize
We roll it out smoothly, train your team with hands-on sessions, and monitor for tweaks. Ongoing support keeps it evolving with your growing membership base.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple wellness vendors?
We customize the AI to recognize and process bills from your specific suppliers, like equipment providers or nutrition partners. It scans emails or uploads, extracts details like amounts and due dates, and matches them against your purchase orders. For a typical center, this cuts manual review by 80%. We train it on your historical data during setup, ensuring accuracy for things like variable pricing on seasonal yoga props. Plus, it integrates directly with your system, so no more switching apps mid-workflow. The result? Faster payments that keep vendors happy and your operations smooth.
Will this work with our existing gym management software?
Absolutely—our builds are designed for seamless integration with tools like Mindbody, Zen Planner, or Vagaro. We map your current invoice flow to these platforms, automating data transfer without manual entry. Imagine a vendor bill for reformer repairs auto-populating in your system; that's the efficiency we deliver. For smaller centers, we even handle custom APIs if needed. Setup involves a quick audit of your workflow, and we test everything to avoid disruptions. Clients see integration complete in 1-2 weeks, reclaiming hours for member engagement right away.
What kind of time savings can a wellness center expect?
Most of our fitness clients save 15-20 hours per week on AP tasks. Think about it: no more sifting through stacks of bills from class supply vendors or chasing approvals during busy mornings. The AI handles capture, validation, and routing automatically, like a vigilant spotter in your financial gym. One pilates studio went from 10 hours weekly to just 1, redirecting time to retention calls that increased renewals by 18%. Your exact savings depend on volume, but we baseline it during discovery for a clear ROI projection—often paying for itself in 2-3 months.
Is the system secure for handling sensitive financial data?
Security is non-negotiable, especially for wellness businesses dealing with vendor contracts and payments. We use enterprise-grade encryption, compliant with standards like GDPR and SOC 2, to protect invoice data. Access is role-based, so only approved staff see approvals for things like spa vendor bills. Our custom builds include audit logs tracking every action, helping with your financial audits. Unlike generic tools, we tailor security to your needs—no overkill for small teams. We've secured systems for 50+ centers without a single breach, giving you peace of mind to focus on client wellness.
How much does custom invoice automation cost for our size?
Costs are tailored to your center's scale—starting around $5,000 for a basic setup for a 10-50 member operation, up to $15,000 for larger studios with complex vendor networks. This includes full discovery, build, integration, and three months of support. No ongoing subscriptions; you own it. Compare that to hiring an AP assistant at $40K/year—our ROI hits fast through time savings and error reduction. We provide a detailed quote after a free consult, factoring in your invoice volume from nutrition or fitness gear suppliers. Many see full payback in four months via efficiency gains.
Can we scale this as our wellness center grows?
Yes, our automations are built to grow with you. Starting with core invoice processing, we design modular systems that expand—for example, adding inventory ties for bulk wellness product orders as memberships increase. It's like progressive overload in training: handles current loads but strengthens for future. We've scaled solutions for centers doubling in size, from 200 to 500 members, without downtime. Ongoing tweaks ensure it adapts to new vendors or seasonal programs, keeping your AP efficient and supporting retention without added hassle.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.