Stop Losing Hours to Manual Invoice Chasing Automate It All with AI Built for Your Shop
Imagine reclaiming 15-20 hours per week from paperwork drudgery, slashing processing costs by 40%, and boosting your cash flow without the usual headaches of mismatched tools.
Join 200+ businesses with streamlined operations and real ROI
The "Invoice Overload" Problem
Endless paper invoices piling up from lumber suppliers like Georgia-Pacific and hardware vendors such as McMaster-Carr, cluttering up the shop office during peak framing seasons
Manual data entry errors in CAD-linked specs causing disputes over custom cabinetry orders for kitchen remodels or commercial fit-outs
Delayed approvals for AP workflows slowing down payments for seasonal wood stock purchases like kiln-dried oak for fall cabinet builds
Tracking purchase order matches against deliveries of CNC router bits and epoxy finishes eating into shop floor time for assembly line setups
Month-end reconciliation headaches from mismatched subcontractor invoices for millwork projects involving on-site installations and trim detailing
Cash flow bottlenecks when forgotten invoices for plywood sheathing lead to rushed payments on custom furniture builds during housing booms
Our Custom AI Solution for Your Woodworking Workflow
We've helped over 50 woodworking and manufacturing shops build field-tested automations that handle the unique chaos of shop invoices
Why Choose Us
Here's the thing: woodworking shops like yours deal with a flood of invoices that don't fit neatly into off-the-shelf software. You're juggling supplier bills for exotic hardwoods, PO confirmations for CNC router parts, and approval chains that span your floor manager to the owner. We build a custom AI system from the ground up, trained on your exact processes. It scans emails, extracts data from PDFs—even those faded scanned receipts from on-site deliveries—and routes everything for quick approvals. No more digging through stacks or chasing down signatures. Let's be honest, this isn't some generic template; it's engineered for the dust and deadlines of your operation, integrating seamlessly with QuickBooks or whatever you're using, so you own a system that scales with your custom orders.
What Makes Us Different:
Unlock Time and Cost Savings Tailored to Your Shop
Save 15-20 Hours Weekly on Manual Processing
Save 15-20 Hours Weekly on Manual Processing: Picture your admin buried in invoices from those heavy lumber hauls or precision tool orders for the CNC shop. Our AI scans, validates against job specs, and enters data into your ERP system automatically. That's hours reclaimed for fine-tuning dovetail joints or meeting with builders, not chasing receipts. In a mid-sized millwork operation we automated, they slashed weekly admin by 18 hours, freeing up capacity for two additional bespoke cabinet installs per month without overtime.
Achieve 40% ROI Through Faster Cash Flow
Achieve 40% ROI Through Faster Cash Flow: Slow manual handling locks up funds with late payments on bulk walnut slabs or steel reinforcements—delaying reimbursements that could fund the next pour. We streamline approvals and integrate with your accounting software for payments in days, not weeks. Outcome? Stronger ties with mills and fabricators, zero late fees on hardware, and cash available for that new table saw or inventory buffer. Fabricators typically recoup investment in four months, with savings scaling as project volumes ramp up in peak seasons.
Boost Productivity by Reducing Errors 70%
Boost Productivity by Reducing Errors 70%: A single mismatch in invoice-to-PO for veneer samples or concrete forms can halt a production run and inflate costs. Our system cross-references against your BIM models and inventory logs, flagging discrepancies in real-time. This safeguards budgets and keeps crews on schedule for framings or assemblies. A custom woodworking client cut dispute resolutions by 70%, transforming chaotic end-of-month audits into a 30-minute review that aligns perfectly with project milestones.
What Clients Say
"Before AIQ, our crew was swamped with invoices from lumber yards like Weyerhaeuser—wasting a full day weekly sorting and keying them against our framing schedules. Now, the AI extracts from supplier emails and auto-matches to job tickets for roof trusses. We've reclaimed 12 hours a week, errors are practically zilch, and our bookkeeper loves it. Feels like adding a full-time clerk without the extra cost during our busy summer builds."
Mike Harlan
Shop Foreman, Harlan Custom Woodworks
"I doubted it at first—our bills are a mess with scribbled changes from job site walkthroughs on cabinet installs. But their tailored AI adapted to our workflow in just two weeks. Time to process 50 subbie invoices for millwork dropped from 4 hours to 20 minutes. Cash flow smoothed out right away; we settled a major CNC tooling bill early and snagged a 2% discount. Total shift for our lean team handling residential remodels."
Sara Nguyen
Owner, Nguyen Millwork Studio
"Fall rushes brought invoice mayhem with hardware for seasonal furniture lines. AIQ customized it to sync with our ERP for payments tied to oak stock deliveries. Last quarter, we trimmed processing costs 35% and dodged two late fees on brass fittings orders. Nothing fancy, but it runs smooth as our best planer—slots seamlessly into our production rhythm for high-volume runs."
Tom Reilly
Operations Manager, Reilly Furniture Makers
Simple 3-Step Process
Discovery and Mapping
We dive into your shop's invoice flow— from receiving supplier emails to final approvals—identifying bottlenecks like PO mismatches or approval delays. This ensures the AI is built around your real workflows.
Custom AI Build and Training
Our engineers code the system to your specs, training it on your past invoices and integrating with tools like your accounting software. We test it on live data to handle woodworking specifics, like variable pricing for custom cuts.
Deployment and Optimization
We roll it out with your team, monitoring the first few weeks to tweak for accuracy. You'll get a unified dashboard tracking everything from pending payments to tied-up cash, with ongoing support to keep it humming.
Why We're Different
What's Included
Common Questions
How does this automation handle the irregular invoices we get from small lumber suppliers?
Woodworking shops often deal with non-standard invoices—handwritten notes, varying formats, or even photos from mobile deliveries. Our custom AI is trained specifically on your historical data to recognize these patterns. It extracts key details like quantities of maple or pricing for custom milling, even if the layout isn't perfect. We start by feeding it samples from your suppliers, then it learns and improves accuracy over time. In practice, this reduces manual reviews by 80%, saving your team from re-entering data that could lead to order errors. Plus, it flags anything unusual for human check, ensuring nothing slips through.
What kind of time savings can a shop like mine realistically expect?
Let's be honest, every shop is different, but based on our work with similar woodworking operations, you can expect 15-20 hours saved per week. That's time no longer spent on chasing approvals for tool purchases or reconciling subcontractor bills for cabinet installs. For a mid-sized shop processing 100+ invoices monthly, automation handles extraction and matching in minutes what used to take hours. One client, a custom furniture maker, went from 25 hours weekly on AP tasks to just 5, redirecting effort to production and boosting output by 15%. The ROI kicks in fast—often within 3-4 months through reduced errors and faster payments.
Will this integrate with our existing tools without disrupting shop operations?
Absolutely, we design it to fit seamlessly into your workflow. Whether you're using QuickBooks for accounting, Shop-Ware for project tracking, or even spreadsheets for inventory, our system creates deep, two-way integrations. No more manual exports—data flows automatically, like syncing invoice approvals directly to your job cost reports. We deploy in phases to minimize downtime: first test on a small batch of invoices, then scale up. Shops we've helped report zero major disruptions, and the unified dashboard gives everyone visibility without switching apps. It's built to handle your peak seasons without slowing down CNC runs or assembly lines.
How secure is the system for sensitive payment data in our industry?
Security is non-negotiable in manufacturing, where invoices often include proprietary details like custom wood specs or subcontractor rates. We build with enterprise-grade encryption, role-based access, and compliance to standards like SOC 2. Your data stays in a secure, owned environment—no cloud dependencies that could expose it. Features like audit logs track every access, crucial for disputes with suppliers. We've audited our systems for woodworking clients handling high-value orders, ensuring nothing leaks during approvals or integrations. If you're dealing with international wood imports, we can add extra layers for regulatory compliance, giving you peace of mind while automating the grunt work.
What's the cost and how do I know it'll pay off for my woodworking shop?
We tailor pricing to your scale—typically a one-time build fee plus minimal ongoing maintenance, far less than juggling multiple subscriptions. For a shop your size, expect ROI in 4-6 months through 40% cost reductions in processing and avoided late fees on supplier payments. We start with a free audit to quantify your current waste—like hours lost on manual entry for finish orders—then project exact savings. Clients see tangible wins: one reduced AP errors costing $5K yearly to near zero. It's not just savings; it's freeing cash for that new planer or expanding your custom line. We guarantee measurable efficiency gains or we refine until it does.
Can this scale if our shop grows or takes on more custom projects?
Yes, scalability is core to how we build. Unlike rigid templates, our AI is engineered to handle volume spikes—like doubling invoices during a busy season of kitchen cabinet orders. It processes thousands without slowing, integrating new suppliers or approval steps as you expand. We've scaled systems for shops growing from 20 to 100 employees, maintaining 99% accuracy. As your workflows evolve—say, adding e-signatures for remote approvals—we update the code accordingly. This ownership model means it grows with you, not against you, turning automation into a competitive edge for larger projects or new product lines.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.