Stop Losing Hours to Manual Invoice Chaos Our Custom AI Invoice Processing Fits Your Brew
Imagine slashing invoice handling time by 70% while keeping your barista team's focus on crafting the perfect latte—not paperwork. We build AI solutions that sync with your POS and accounting, turning daily financial headaches into seamless efficiency.
Join 250+ food service spots with faster, error-free operations
The "Invoice Overload" Problem
Frantically flipping through crumpled paper receipts from coffee bean suppliers like Intelligentsia or Stumptown during the morning rush when lines are out the door
Costly manual entry mistakes inflating your bulk orders for dairy milk, oat milk alternatives, and flavored syrups by up to 20%
Delayed approvals holding up payments to local roasters, risking supply shortages
Wrestling to sync Square POS sales data with QuickBooks for accounting, causing inventory discrepancies on high-turnover items like pastries and espresso grounds
End-of-month reconciliation nightmares from untracked vendor invoices piling up
End-of-month reconciliation headaches from untracked vendor invoices for fresh produce deliveries and barista equipment maintenance stacking up
Your Tailored AI Invoice System, Built from Scratch
We've powered invoice automation for over 50 coffee shops and cafes, turning chaotic billing into a smooth pour-over process.
Why Choose Us
Let's be honest, off-the-shelf invoice tools treat your coffee shop like just another generic business—they miss the rush of morning orders and the seasonal spike in iced drinks. That's why we craft a custom AI solution at AIQ Labs, designed around your exact workflow. We integrate directly with your POS like Square or Toast, scan invoices from suppliers via mobile uploads, and automate approvals based on your spend limits for things like oat milk deliveries. No more one-size-fits-all frustrations. This is flexible, scalable AI built for you, ensuring every latte sale flows straight into accurate, timely payments. You're probably thinking, 'Finally, something that gets the daily grind.'
What Makes Us Different:
Why This Perfect Fit Transforms Your Shop
Reclaim Hours for Customer Smiles
Reclaim Hours for Customer Smiles: Imagine your barista lead freed from sifting through supplier invoices for Arabica beans and fresh pastries, instead recommending the house latte art to loyal patrons. Our tailored system automates 80% of invoice processing via OCR scanning, saving a busy cafe 15 hours weekly—perfect for experimenting with nitro cold brews or staff training sessions.
Boost Cash Flow Like a Fresh Brew
Boost Cash Flow Like a Fresh Brew: Skip the delays in paying local roasters for single-origin beans or dodging late fees on refrigeration unit utilities. Our AI scans and prioritizes bills, auto-scheduling payments post-weekend brunch rushes when cash is flowing, ensuring steady supplies of seasonal pumpkin spice syrup without dipping into emergency funds.
Slash Errors, Not Your Margins
Slash Errors, Not Your Margins: Those manual slips that accidentally order double the Torani syrup or overlook bulk dairy discounts can eat into profits fast. Our AI-powered extraction from scanned vendor PDFs reduces errors by 95%, capturing every early-bird deal on coffee grounds—directly padding your bottom line in an industry where food costs hover at 30% of revenue.
What Clients Say
"Before AIQ, Fridays meant our team digging through over 50 invoices from bean suppliers like Counter Culture and milk vendors during our peak fall harvest menu launch—it was total mayhem. Now, the AI processes everything in a flash, dropping our time from 4 hours to just 20 minutes. Last quarter, it flagged a duplicate charge on our oat milk order, saving us $200 right before holiday rush."
Maria Gonzalez
Owner, Brew Haven Cafe
"Running a tight ship with only 8 baristas, syncing Toast POS reports with Xero accounting was a nightmare—we'd lose track of invoices for grinder tune-ups or fridge repairs after busy shifts. AIQ's custom integration pulls it all together, with approvals buzzing on my phone mid-latte rush. Our pour-over sales tracking jumped 15% in the first month, and no more surprise equipment bills."
Jamal Patel
Manager, Urban Grind Coffee
"Seasonal rushes for iced lattes and fruit-infused drinks flood us with supplier bills for citrus and syrups, and we were always playing catch-up. AIQ designed a predictive system that flags priorities based on our daily brew logs and order volumes—no more running out of key limes mid-summer. Our accountant cut month-end close from 3 days to half a day, letting us focus on pop-up events."
Sarah Kim
Co-Owner, Daily Drip Roasters
Simple 3-Step Process
Discovery Brew
We dive into your shop's rhythm—chat about your POS setup, supplier quirks, and pain points like those endless milk invoices. This shapes a plan tailored to your workflow, not some cookie-cutter template.
Custom Build Phase
Our engineers craft the AI from the ground up, integrating with your tools and testing against real scenarios like a busy Saturday rush. Expect a prototype in 4-6 weeks, fine-tuned for accuracy on your unique bills.
Launch and Optimize
We roll it out with hands-on training for your team, then monitor for the first month. Tweaks ensure it adapts as your menu evolves—think adding pumpkin spice without missing a beat.
Why We're Different
What's Included
Common Questions
How does this handle the irregular invoices from my local roaster?
Great question—coffee suppliers often vary formats with handwritten notes or seasonal pricing. Our custom AI is trained on your specific invoices, using machine learning to extract details like roast types and quantities accurately, even from PDFs or images. We start by uploading samples from your last few months, then refine it to hit 98% accuracy. This means no more manual tweaks during busy periods, and it integrates directly with your inventory to flag overages on popular blends. You're probably thinking it'll take forever to set up, but we handle the heavy lifting in the first consultation.
Will this work with my existing POS system like Toast?
Absolutely, we specialize in seamless integrations for food service tools. For Toast users, we build two-way APIs that pull sales data to cross-check against supplier bills, ensuring things like milk usage matches your invoices. No clunky exports needed. We've done this for dozens of shops, reducing discrepancies that used to eat into profits. The setup maps your menu items directly, so when you order more syrup, it auto-reconciles. It's flexible too—if you switch POS later, we adapt without starting over.
What about data security for our financial info?
Security is non-negotiable in food service, where payment details tie into everything. We use enterprise-grade encryption and comply with standards like SOC 2 and PCI DSS, keeping your invoice data locked down. Unlike cloud-only tools, our custom builds let you host on your servers if preferred. Access is role-based—baristas see nothing, managers get approvals only. We've audited systems for cafes handling high-volume card transactions, ensuring no breaches disrupt your operations. Peace of mind means focusing on the brew, not the worry.
How long until we see results in our coffee shop?
Quick wins come fast. After discovery, we deliver a working prototype in 4 weeks, with full rollout in 8. Early adopters see 50% time savings on day one for scanning. For a typical shop processing 100 invoices monthly, that's hours back weekly. We monitor post-launch, tweaking for your peak seasons—like summer iced drinks spiking orders. One client went from 10-hour closes to 2, freeing weekends. It's built for your pace, so no overwhelming changes.
Can this scale if I open another location?
Yes, our designs are modular for growth. Start with one shop's workflow, then extend to multiples with shared dashboards for chain oversight. We handle centralized invoicing for shared suppliers, like bulk beans across sites, while allowing location-specific approvals. No need to rebuild—it's scalable code that grows with you. We've helped a three-shop chain unify their systems, cutting overall processing by 60% without added staff. Flexible enough for your expansion dreams.
What's the cost compared to subscription software?
Upfront, it's an investment in ownership—typically $15K-$30K for a full custom build, depending on integrations. But here's the thing: No monthly fees eating $500+ yearly like with apps. ROI hits in 6 months via time savings and error reductions—think $5K recovered from caught duplicates. We own the code, so updates are yours forever, ditching subscription chaos. For coffee shops, it's like buying a durable grinder versus renting: Pays off as you scale.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.