Stop Losing Weeks to Manual Invoice Processing on Job Sites Our Custom AI Builds Seamless AP Automation Tailored to Your Workflow
Imagine cutting invoice approval time from 5 days to under 24 hours, saving your team 30+ hours weekly on paperwork that pulls them from the field. We're not slapping on generic tools—we craft solutions that fit your exact construction cycles, from subcontractor billing to material receipts.
Join 150+ construction firms streamlining AP with 40% faster payments
The "Invoice Delays" Problem
Subcontractor invoices for concrete pours and steel deliveries piling up because field teams can't scan them on-site using rugged mobile devices amid dust and weather delays
Manual data entry errors inflating costs on bulk material purchases like rebar or drywall from suppliers, leading to budget overruns on framing phases
Approval chains breaking down when project managers are stuck at remote job sites overseeing foundation work or crane setups
Month-end close dragging into overtime as accounts payable chases missing PO matches for equipment rentals or HVAC installations
Cash flow bottlenecks from delayed vendor payments for just-in-time deliveries of lumber or fabricated components, risking strained supplier relationships on multi-phase builds
Duplicate payments slipping through on change orders for scope adjustments like additional electrical wiring that weren't properly tracked in the field
Tailored AI Invoice Processing Built for Your Construction Reality
We've engineered solutions for over 50 construction firms, handling everything from high-volume residential builds to complex commercial projects—always starting with your unique pain points.
Why Choose Us
Let's be honest, off-the-shelf AP software feels like trying to fit a square peg in a round hole for construction. It ignores the chaos of job site uploads, variable subcontractor billing, and the need for quick approvals amid tight deadlines. At AIQ Labs, we build custom AI systems from the ground up. Think of it like custom-fabricating rebar for a specific pour—your invoice processing gets engineered to match your workflow exactly. We use advanced AI to extract data from messy invoices, route them through your approval hierarchy, and sync seamlessly with tools like Sage or Viewpoint. No more subscription patchwork; you own a unified system that scales with your projects.
What Makes Us Different:
Unlock Real ROI in Your Day-to-Day Operations
Slash Processing Time by 70%
Slash Processing Time by 70%: You're probably thinking, 'How do we even find time for this?' Our AI handles invoice intake and validation automatically, freeing your AP team from hours of tedious entry. For a mid-sized contractor like yours managing multiple high-rise builds, that's reclaiming 20-30 hours weekly—time better spent reviewing subcontractor bids for foundation work or coordinating rebar deliveries with subs. We've seen firms close books 4 days faster, keeping cash moving on those tight 90-day project timelines for commercial pours.
Cut Errors and Overpayments by 50%
Cut Errors and Overpayments by 50%: Here's the thing: manual matching of invoices to POs often leads to costly mistakes, like paying twice for the same lumber delivery to a framing crew. Our custom AI cross-references everything against your project data from tools like Procore, catching duplicates before they hit your ledger. One client avoided $15K in overpayments last quarter alone on steel fabrication orders. It's like having an extra set of eyes on every line item, ensuring your margins stay intact amid rising costs for materials like drywall and fixtures.
Boost Cash Flow with Faster Approvals
Boost Cash Flow with Faster Approvals: Field-tested for construction realities like variable weather on outdoor sites, our system sends alerts to the right people instantly—whether it's the PM overseeing crane lifts at the site or the owner in the office. No more emails lost in inboxes. Result? Payments scheduled 3-5 days quicker for suppliers of precast concrete, helping you negotiate better terms and avoid late fees on 30-day nets. Imagine turning that around for your next bridge retrofit project, keeping everything on budget without the usual AP headaches from delayed equipment rentals.
What Clients Say
"Before AIQ, our AP was a nightmare—chasing down invoice scans from three different high-volume job sites every week, especially for those urgent concrete deliveries. Now, the AI pulls data straight from photos our foremen snap on their phones during rebar inspections, and approvals happen in real-time via mobile alerts. We saved about 25 hours a week and caught an $8,000 duplicate last month on a structural steel order for our downtown office build. It's actually made our cash flow predictable for the first time in years, even with fluctuating material prices."
Mike Reynolds
Operations Manager, BuildRight Construction (specializing in urban commercial projects)
"We were drowning in subcontractor bills that didn't match our change orders for things like extra HVAC ductwork on commercial retrofits, leading to disputes and delayed payments that halted crew progress. AIQ built us a system that auto-matches everything to Procore, flagging issues before they escalate into site delays. Cut our processing time from a week to a day, and we haven't had a payment error since rollout three months ago on our ongoing school renovation project. Worth every penny for keeping our crews paid on time and avoiding rework costs."
Sarah Patel
Controller, Apex Builders Inc. (focusing on institutional renovations)
"Honest talk: generic software couldn't handle our variable invoicing from multiple vendors on large-scale manufacturing plant jobs, like custom steel framing and piping installs. AIQ customized it to our workflow, integrating with QuickBooks seamlessly for tracking change orders on-site. Reduced month-end close from 10 days to 3, and our AP clerk now focuses on cost analysis for upcoming fabrication phases instead of data entry. ROI was clear in the first billing cycle—fewer late fees on equipment leases and happier suppliers for our industrial builds."
Tom Herrera
Finance Director, MetroFrame Contracting (experts in industrial and manufacturing facilities)
Simple 3-Step Process
Discovery and Mapping
We dive into your current invoice flow— from site receipts to final payments—identifying bottlenecks like delayed PO matches. This isn't a quick survey; we shadow your team for a day to understand the real chaos of construction AP.
Custom AI Design and Build
Using your input, we architect the AI system tailored to your needs, like auto-extracting line items from subcontractor PDFs. We test it against your actual invoices, ensuring it handles the quirks of material billing without false positives.
Integration and Launch
We wire it into your tools—Procore, Sage, whatever you're using—then train your team with hands-on sessions. Go-live with full support, monitoring the first 30 days to tweak for peak performance on your projects.
Why We're Different
What's Included
Common Questions
How does your AI handle messy invoices from subcontractors?
Subcontractor bills often come in all shapes—scanned PDFs, photos from phones, even handwritten addendums. Our custom AI uses advanced OCR and machine learning trained on construction docs to extract details like quantities, rates, and descriptions accurately, even if the paper's crumpled from a truck cab. We fine-tune it to your common formats, say for electrical or plumbing subs, achieving over 95% accuracy. This means no more manual re-entry that eats into your estimators' time. For one client, it cut verification calls by 60%, letting them focus on the next bid instead of paperwork disputes.
Can this integrate with our existing project management software?
Absolutely—integration is our bread and butter. Whether you're on Procore, Viewpoint, or even older systems like Timberline, we build two-way APIs that pull job data directly into the invoice process. For instance, it auto-matches incoming bills to your POs and work orders, flagging mismatches like unapproved overtime. No clunky exports or CSV headaches. We've done this for firms with hybrid setups, syncing in real-time so your project managers see AP status without leaving their dashboard. Setup takes 2-4 weeks, and it scales as you add more jobs without performance dips.
What about security for sensitive project financials?
Construction involves big money and tight regulations—we get that. Our systems use enterprise-grade encryption for data in transit and at rest, with role-based access so only authorized eyes see invoice details. We comply with standards like SOC 2 and can adapt for state-specific lien laws. For example, invoices tied to public works get extra audit trails. Unlike cloud-only tools, you own the backend, hosted on your preferred secure infrastructure. Clients in commercial builds tell us this peace of mind lets them share access with subs securely, reducing email risks and building trust on joint ventures.
How long until we see ROI from this custom solution?
You're ROI-driven, so we design for quick wins. Most clients see payback in 3-6 months through time savings and error reduction—for a $10M revenue firm, that's often $20K+ annually in recovered hours and avoided overpayments. We baseline your current process first, then measure post-launch: think 50-70% faster approvals and 30% less AP staff time. One residential builder hit breakeven in two months after automating 200 monthly invoices. It's not hype; we provide a custom ROI projection upfront, factoring your volume and workflows, so you know the numbers before committing.
Is this scalable for seasonal project fluctuations?
Construction ebbs and flows—summer booms, winter slowdowns. Our AI is built modular, handling 50 invoices a month or 1,000 without extra costs or slowdowns. It auto-scales cloud resources based on your volume, like ramping up during a multi-site development phase. We've customized for GCs with variable crews, ensuring the system learns from patterns, such as higher material bills in peak seasons. No need to buy 'enterprise' tiers; it's flexible, with usage-based tweaks. A client scaling from 20 to 80 jobs yearly reported zero hiccups, keeping their AP humming through growth spurts.
What if our team resists new tech on the job site?
Field teams are practical folks—they want tools that save hassle, not add it. We start with user-friendly designs, like simple mobile scans that feel like taking a photo, not learning software. Onboarding includes tailored training: quick videos for foremen on approving from iPads at the site trailer. We iterate based on feedback, ensuring it fits their rhythm. For resistant crews, we phased it in one project at a time, showing wins like faster pay for their own subs. Result? 90% adoption in months, with teams actually requesting it for new jobs because it cuts the paperwork grind.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.