Stop Losing Weeks on Invoice Nightmares Reclaim Your Design Time with AI-Powered Processing
Imagine slashing your AP cycle from 15 days to under 48 hours, cutting errors by 90%, and freeing your team to focus on blueprints instead of bills. That's the custom fit we're building for architects like you.
Join 250+ construction pros with streamlined workflows and faster cash flow
The "Invoice Overload" Problem
Manual data entry from subcontractor invoices for materials like rebar and HVAC units eating into precious Revit modeling hours
Delayed approvals causing cash flow crunches on tight project timelines
Errors in matching subcontractor invoices to as-built blueprints, RFIs, and change orders leading to costly disputes on-site
Scattered invoices from field teams via photos and emails creating audit headaches
Over-reliance on generic software that doesn't handle detailed architectural specs, MEP coordination, or multi-phase billing for foundation to finishing
Month-end pileups of punch list invoices delaying your ability to review project costs, adjust future bids, and comply with lien waiver deadlines
Tailored Invoice Automation Built for Your Architectural Workflow
We've powered invoice systems for over 50 architecture firms, turning chaotic AP into a seamless part of your design process.
Why Choose Us
Let's be honest, you're probably thinking off-the-shelf tools like QuickBooks add-ons just patch the surface for your unique needs. Here's the thing: we don't assemble cookie-cutter solutions. At AIQ Labs, we craft custom AI-powered invoice processing from the ground up, tailored to your exact workflow. Think of it like custom-building a structural frame that supports your entire project pipeline. We start by mapping your invoice flow—from capturing data from emailed subcontractor bills to auto-matching against your Revit models and change orders. Our AI handles OCR on messy field photos, flags discrepancies in material costs, and routes approvals to the right project leads. No more one-size-fits-all limitations. This is flexible, built for you, integrating deeply with your tools like Procore or Autodesk for a perfect fit.
What Makes Us Different:
Unlock Efficiency That Scales with Your Projects
Faster Cash Flow, Fewer Disputes
Faster Cash Flow, Fewer Disputes: Cut processing time by 80% for subcontractor payments on structural steel and concrete pours, ensuring subs get paid on time and reducing change order fights. One architect we worked with saw their AP cycle drop from 12 days to just 2, freeing up capital to bid on a $20M commercial high-rise.
Error-Proof Billing for Complex Designs
Error-Proof Billing for Complex Designs: Our AI cross-checks invoices against your detailed specs and shop drawings, catching mismatches before they lead to rework delays. Imagine spotting a $5K overcharge on precast concrete panels instantly—no more manual audits derailing your creative flow during schematic design.
Unified View of Project Finances
Unified View of Project Finances: Get real-time dashboards pulling invoice data into your Procore workflow, so you always know costs per phase like framing or MEP installation. This ROI-driven setup helped a mid-sized firm optimize budgets on a 10-story office build, saving 15% on overruns by reallocating funds mid-project.
What Clients Say
"Before AIQ, our team was buried under invoice stacks from site visits for formwork and drywall subs—taking a full day each week just to sort and match to our AutoCAD files. Now, the AI pulls everything into our system automatically via mobile uploads, and we've cut errors on a recent 200-bed hospital project by half. It's like having an extra admin without the payroll hit, especially during our tight MEP coordination phase."
Sarah Jenkins
Senior Architect, Blueprint Dynamics
"We deal with tons of change orders for glazing and curtain wall installs, and manual matching to RFIs was a nightmare. Their custom setup integrates with our BIM software like Revit perfectly—spotted a billing discrepancy on aluminum framing costs that saved us $12K last quarter on a downtown tower. Finally, tech that gets the nuances of architectural manufacturing."
Mike Rivera
Project Director, Urban Constructs
"As a smaller firm specializing in sustainable builds, we couldn't afford AP delays from scattered field photos of foundation pours slowing down our bids. AIQ built this for our workflow, integrating with Bluebeam for reviews, and our month-end close went from two weeks to three days. The ROI was immediate—more time on LEED certifications, less chasing papers for a net-zero office retrofit."
Elena Torres
Principal, DesignForge Architects
Simple 3-Step Process
Discovery & Mapping
We dive into your current invoice process, from field submissions to final payments, identifying bottlenecks like delayed sub approvals.
Custom AI Build
Our engineers craft your tailored system, training AI on your architectural data for accurate extraction and integration with tools like AutoCAD.
Deployment & Optimization
We roll it out with training, then monitor and tweak based on real project feedback to ensure it scales with your growing firm.
Why We're Different
What's Included
Common Questions
How does this handle invoices from multiple subcontractors on a single project?
We customize the AI to tag and group invoices by project ID, subcontractor, and phase right from capture. For instance, if you're managing a high-rise with separate electrical and HVAC subs, it auto-matches each bill to the relevant blueprints and POs, flagging any mismatches in specs like wiring runs. This cuts manual sorting time dramatically. We've seen firms reduce disputes by 70% this way, as everything ties back to your central project file. It's all built around your workflow, so no generic templates—just precise handling for your multi-vendor setups.
Will this integrate with my existing design software like Revit or AutoCAD?
Absolutely, we specialize in deep, two-way integrations. Our team maps your invoice data directly to elements in Revit, like linking material costs to specific model components. No more exporting spreadsheets—changes in the model update invoice matches in real-time. For a recent client on a commercial retrofit, this setup shaved hours off weekly reviews. It's flexible, so if you're using AutoCAD or even SketchUp, we tailor the connections to pull in quantities and specs seamlessly, ensuring your AP reflects the latest design iterations without extra effort.
What about security for sensitive architectural plans tied to invoices?
Security is non-negotiable in construction, so we build in enterprise-grade encryption and role-based access from the start. Invoice data, including any embedded plan snippets, stays within your controlled environment—no cloud risks unless you choose it. We comply with standards like SOC 2 and AIA guidelines, with audit logs for every access. One architecture firm we partnered with handled confidential government bids worry-free, as our system isolates sensitive elements. You're in full ownership, with customizable permissions so only project leads see billing tied to proprietary designs.
How long does it take to see ROI from this custom solution?
Most of our architectural clients see payback within 3-6 months, often faster. By automating data entry and approvals, you're saving 10-20 hours per week per admin— that's real dollars back in your pocket. For example, a firm with 15 projects running cut AP processing from 10 days to 2, boosting cash flow by 25% and allowing quicker subcontractor payments to avoid delays. We focus on your high-ROI pain points, like error reduction on complex bids, so the system delivers measurable wins from launch. Let's chat about your specifics to project exact timelines.
Can this scale if my firm grows from small projects to larger developments?
Yes, our solutions are engineered to scale seamlessly. Starting with your current volume of, say, 50 invoices a month, we design modular AI that handles spikes during peak bidding seasons or multi-site expansions. It adapts to increased data without performance dips, integrating new vendors or project types on the fly. A client grew from residential designs to commercial towers, and our system absorbed 300% more invoices without a hitch, maintaining 95% accuracy. It's built for longevity, evolving with your business like a well-fitted foundation.
Do I need an IT team to maintain this after implementation?
No, we handle the heavy lifting so you don't. Once deployed, the system runs autonomously with minimal upkeep—our AI self-optimizes based on your usage patterns, like learning new subcontractor formats. We provide ongoing support through a dedicated portal, including quarterly tune-ups at no extra cost for the first year. For a boutique architecture practice, this meant zero IT involvement post-setup; their team just focused on designs while we managed updates. It's designed for SMBs like yours, keeping things simple and hands-off.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.