Stop Losing Billable Hours to Manual Invoice Reconciliation Reclaim 40% of Your Team's Time with Custom AI Automation
In the high-stakes world of accounting, where a single misfiled expense can trigger IRS audits or client disputes, our tailored AI solutions process invoices with 99.5% accuracy, slashing processing time from days to hours and ensuring zero compliance gaps under SOX and GAAP standards.
Join 150+ accounting firms achieving seamless AP workflows
The "Invoice Overload" Problem
Manual data entry delays month-end closes, risking late SEC filings and SOX compliance violations for tax deadlines in multi-entity structures
Inconsistent vendor invoice formats lead to reconciliation errors and compliance violations under ASC 606 revenue recognition standards for client billing cycles
Scattered invoice storage across emails and drives exposes firms to data breaches and GDPR fines, plus e-discovery challenges in litigation support
Labor-intensive approval chains bottleneck cash flow forecasting for client advisory services, impacting due diligence in M&A transactions
Duplicate payments from overlooked multi-entity invoices erode profit margins in mergers and acquisitions work and cross-border legal consolidations
Time-consuming audits of international invoices complicate VAT compliance, currency conversions, and transfer pricing documentation for global tax advisory
Tailored Invoice Processing Built for Your Firm's Workflow
With over a decade of experience architecting AI systems for Tier 1 accounting firms, we've streamlined AP for clients handling everything from boutique tax prep to Big Four advisory.
Why Choose Us
We craft custom AI-powered invoice solutions from the ground up, ditching one-size-fits-all tools that falter on your unique client mix. Imagine an system that ingests invoices from any source—scanned PDFs, client portals, or email attachments—and extracts data with laser precision, flagging anomalies like mismatched PO numbers or unusual expense categories. Our approach ensures seamless integration with your existing stack, like Sage Intacct or Thomson Reuters, while embedding compliance checks for evolving regs like IFRS 16. No more wrestling with rigid templates; this is enterprise-grade automation molded to your exact needs, delivering a unified dashboard that turns invoice chaos into strategic insight.
What Makes Us Different:
Unlock Efficiency and Precision in Your AP Cycle
Accelerate Month-End Closes by 50%
Accelerate Month-End Closes by 50%: Our custom AI eliminates manual verification, processing thousands of invoices weekly with pinpoint accuracy, including automated GL coding for SOX controls. Firms report closing books in under 48 hours versus the industry average of 7-10 days, enabling timely 10-Q filings and freeing partners for high-value M&A advisory.
Fortify Compliance and Audit Readiness
Fortify Compliance and Audit Readiness: Built-in rules engines monitor for red flags like duplicate entries or non-compliant categorizations under ASC 606 and IFRS 15, ensuring adherence to GAAP and IRS guidelines. This proactive layer has helped clients avoid $50K+ in potential fines from PCAOB audits, providing peace of mind during external reviews and litigation holds.
Boost Cash Flow Visibility by 35%
Boost Cash Flow Visibility by 35%: Real-time tracking of payables and approvals gives treasurers instant forecasts, optimizing vendor terms and early payment discounts in multi-currency environments. One mid-sized law firm uncovered $200K in annual savings by identifying overlooked rebate opportunities and improving working capital for client escrow accounts through our intelligent analytics.
What Clients Say
"Before AIQ Labs, our team spent 25 hours a week chasing invoice approvals for corporate M&A clients—it was killing our margins on deal advisory. Their custom system cut that to 5 hours, and we caught a $15K duplicate payment on a cross-border merger deal last quarter, streamlining our due diligence process. True game-changer for our workflow in high-stakes transactions."
Sarah Mitchell
Controller, Apex Financial Advisors LLP
"We handle international tax filings and transfer pricing for multinational clients, so invoice accuracy is non-negotiable under OECD guidelines. AIQ's AI nailed our multi-currency extractions without a hitch, reducing errors from 12% to under 1% in just two months. It saved us during a surprise IRS audit last year—highly recommend for any firm scaling global advisory services."
David Chen
Senior Tax Accountant, Global Ledger Partners CPA
"Integrated perfectly with our Xero setup and flagged a VAT discrepancy on EU vendor bills for a client litigation fund that would've cost us $8K in penalties. Implementation took just three weeks, and our AP clerk now focuses on forensic analysis instead of data entry for estate planning cases. Solid, reliable build for compliance-driven operations."
Lisa Ramirez
Operations Manager, Precision Tax & Legal Group
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice processes, identifying bottlenecks like delayed approvals or integration gaps with tools like QuickBooks. This tailored assessment ensures our solution aligns precisely with your firm's compliance needs and client volume.
Custom AI Design and Build
Our engineers develop a bespoke system using advanced ML models for data extraction and validation. We incorporate your specific rules, such as three-way matching or expense coding, testing rigorously against real invoices to hit 99% accuracy before launch.
Seamless Integration and Training
We deploy the solution with deep API connections to your accounting software, providing hands-on training for your team. Ongoing support ensures smooth scaling, with metrics tracking to demonstrate ROI within the first month.
Why We're Different
What's Included
Common Questions
How does your invoice processing handle varying international formats and currencies?
Our custom AI models are trained on diverse global invoice templates, including EU VAT structures and Asian receipt formats. We incorporate real-time currency conversion via APIs from sources like XE.com, ensuring accurate reconciliation under IFRS standards. For a mid-sized firm we worked with, this feature automated 85% of their cross-border AP, cutting manual conversions from 10 hours to 1 per week. Compliance checks flag discrepancies, like mismatched exchange rates, before they hit your books. Implementation includes your specific currency rules, making it a perfect fit for firms with international clients.
What compliance standards does the solution support for accounting firms?
We embed controls for GAAP, SOX, ASC 606, and IRS guidelines directly into the workflow, with audit trails logging every extraction and approval. For instance, three-way matching verifies invoices against POs and deliveries, reducing non-compliance risks by 92% in our deployments. Unlike generic tools, our systems are customizable to your firm's policies, such as retaining records for 7 years per IRS rules. A recent client in tax advisory avoided a $25K penalty during an audit thanks to our immutable logs. We also ensure SOC 2 and GDPR adherence for data handling, providing certification documentation upon request.
How long does it take to implement the custom invoice solution?
Typical rollout for accounting firms is 4-6 weeks, starting with a 1-week discovery to map your processes. We then build and test the AI core over 2-3 weeks, integrating with your tools like QuickBooks in the final phase. Training takes just 2 days, with a phased go-live to minimize disruption. One boutique firm went live in 28 days, processing their first 500 invoices flawlessly. This speed comes from our focused engineering— no bloated templates—tailored to your volume, whether 100 or 5,000 monthly invoices. Post-launch, we monitor for 30 days to optimize performance.
Can the system integrate with our existing accounting software?
Absolutely, we specialize in deep, bidirectional integrations with platforms like Xero, Sage, and Oracle NetSuite, pushing processed data directly to your ledger without manual re-entry. Our APIs handle custom fields, such as client-specific GL codes, ensuring seamless flow. For a firm using multiple ERPs, we unified their AP across systems, reducing reconciliation time by 60%. Setup involves secure OAuth connections, tested for 100% uptime. If your stack includes add-ons like bill.com, we extend compatibility, creating a single source of truth that scales with your operations.
What kind of support do you provide after deployment?
We offer ongoing support through a dedicated account engineer, including monthly performance reviews and AI model retraining to adapt to new invoice trends. 24/7 monitoring ensures 99.9% uptime, with SLAs for resolutions under 4 hours. Clients access a secure portal for updates and custom tweaks, like adding new compliance rules. A partner firm appreciated our quarterly audits, which identified workflow efficiencies saving an extra 10 hours monthly. Unlike subscription models, this is ownership-focused: you control the code, and we evolve it with your business—no vendor lock-in.
How secure is the invoice data in your custom system?
Security is paramount; we use AES-256 encryption for all data at rest and in transit, with role-based access controls compliant with HIPAA and CCPA for sensitive financials. Invoices are processed in isolated environments, and we conduct annual penetration testing. For an accounting firm dealing with high-net-worth clients, our setup passed a third-party security audit with zero vulnerabilities, preventing potential breaches that could cost $4M on average per incident. Features like automatic redaction of PII and geo-fencing ensure your data stays confidential, tailored to legal-financial rigor.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.