Stop Losing Hours to Manual Invoice Chaos Automate Your AP with Custom AI Built for Peak Seasons
Imagine slashing invoice processing time by 70% during holiday rushes, freeing your team to focus on customer delight instead of paperwork piles. We're here to build that efficiency into your exact workflow.
Join 150+ e-commerce businesses with streamlined AP that saves 20+ hours weekly
The "Invoice Overload" Problem
Invoices piling up during Black Friday sales, overwhelming your small AP team with 2x the usual volume from dropshipping suppliers
Manual entry errors from supplier invoices causing stock delays in your fulfillment center, like mismatched SKUs delaying Amazon FBA restocks
Disconnected tools failing to match invoices with Shopify orders, leading to payment mismatches on high-volume direct-to-consumer sales
Seasonal trend shifts, like viral TikTok-driven demand, making it hard to forecast AP needs without custom visibility into omnichannel inventory
Delayed approvals stalling vendor payments and risking strained supplier relationships during peak inventory builds for holiday Prime Day rushes
Trend-driven product returns spiking invoice disputes that your generic software can't handle efficiently, especially for fast-fashion DTC returns
Our Tailored AI Invoice Solution – Built for Your E-commerce Rhythm
With over 5 years crafting AI for retail pros, we've helped 50+ stores turn AP drudgery into a competitive edge.
Why Choose Us
Let's be honest, off-the-shelf invoice tools treat every business like a cookie-cutter operation. But your e-commerce store? It's unique – with seasonal surges, trend-chasing inventory, and a laser focus on customer experience. That's why we build custom AI-powered invoice processing from the ground up at AIQ Labs. We integrate directly with your platforms like Shopify, QuickBooks, or WooCommerce, creating a flexible system that captures data from emailed PDFs, auto-matches to orders, routes approvals via Slack or email, and schedules payments without a hitch. No more juggling subscriptions. This is your owned, scalable asset, designed to flex with your workflow – whether it's holiday chaos or a quiet Q2 refresh.
What Makes Us Different:
Unlock Efficiency That Scales with Your Store's Growth
Faster Month-End Closes
Faster Month-End Closes: Process 500+ invoices weekly without overtime, closing books in 3 days instead of 3 weeks – perfect for analyzing post-Black Friday trends and planning next seasonal drops with Shopify data.
Smarter Cash Flow Management
Smarter Cash Flow Management: AI forecasts payment timings based on your sales velocity from platforms like WooCommerce, reducing overpayments by 25% and freeing capital for hot inventory buys during viral social media trends.
Error-Free Vendor Sync
Error-Free Vendor Sync: Eliminate mismatches between purchase orders and invoices via seamless ERP integration, cutting disputes by 60% and keeping your supply chain humming through peak customer demand like Cyber Monday surges.
What Clients Say
"Before AIQ, our Black Friday invoice flood from Shopify suppliers meant 15-hour days for my AP clerk. Now, the custom AI handles 80% automatically, and we caught a duplicate payment error on a bulk apparel order that saved us $2,500 last quarter. It's like having an extra team member who never sleeps during peak DTC rushes."
Sarah Jenkins
Operations Manager, TrendyThreads Apparel (Online Fast-Fashion Retailer)
"We were drowning in returns-related invoice adjustments after a big Instagram promo on eco-friendly gadgets. AIQ built a system that auto-flags and resolves them in under 24 hours, dropping processing time from 5 days to half a day, and our supplier relations improved overnight with fewer fulfillment delays."
Mike Rivera
Finance Lead, EcoGadgets Online (Sustainable E-commerce Store)
"Integrating with our WooCommerce setup was seamless for our plant-based product line. The AI now predicts our seasonal AP spikes based on past Q4 sales data from holiday campaigns, helping us budget better and save about 12 hours a week, which we're pouring into personalized email marketing for repeat customers."
Lisa Chen
E-commerce Director, UrbanBloom Retail (Direct-to-Consumer Home Goods Brand)
Simple 3-Step Process
Discovery & Mapping
We dive into your current AP workflow – from supplier emails to payment portals – identifying pain points like seasonal bottlenecks. Together, we map a custom blueprint tailored to your store's rhythm.
AI Build & Integration
Our engineers craft your AI system, pulling in data from invoices and syncing with your e-commerce stack. We test rigorously to ensure it handles real scenarios, like a sudden trend-driven order surge.
Launch & Optimization
Go live with training for your team, then monitor performance. We tweak based on your feedback, scaling as your business grows – think seamless updates for new seasons without downtime.
Why We're Different
What's Included
Common Questions
How does this handle the invoice spikes during holiday seasons?
You're probably thinking about those chaotic Black Friday rushes. Our custom AI is designed for exactly that – it scales automatically to process thousands of invoices without missing a beat. We train it on your historical data, so it anticipates surges based on past sales patterns. For instance, if your store sees a 300% order increase in December, the system prioritizes high-volume suppliers and flags urgent payments. Integration with your POS ensures real-time matching, reducing manual reviews by 75%. We've helped stores like yours cut processing time from weeks to days, keeping cash flowing for restocks. It's flexible too – we adjust thresholds mid-season if a viral trend hits unexpectedly.
Will this integrate with my existing Shopify and QuickBooks setup?
Absolutely, and that's where our builder approach shines. Unlike generic tools that force awkward workarounds, we create deep, two-way API connections tailored to your setup. For a Shopify store, the AI pulls order data directly to match against incoming invoices, auto-populating details like SKUs and quantities. Then, it pushes approved payments into QuickBooks with full audit trails. No more CSV exports or manual reconciliations. In one project, we synced a client's system so seamlessly that their bookkeeper saved 10 hours weekly. If you have custom fields or apps, we map those too – ensuring everything fits your workflow without disrupting your customer-facing operations.
What if my suppliers send invoices in different formats, like PDFs or emails?
Here's the thing: e-commerce means dealing with a wild mix of supplier formats, from polished PDFs to scanned emails. Our AI uses advanced OCR and natural language processing to handle it all, extracting key info like amounts, dates, and line items with 98% accuracy right out of the gate. It even deciphers handwritten notes from small-batch vendors chasing trends. We customize the extraction rules based on your common suppliers – say, auto-tagging fashion wholesalers differently from electronics dropshippers. Post-extraction, it routes for verification if needed. A client in apparel saw their error rate drop from 15% to under 2% after we tuned it for their diverse inputs, speeding up everything from approval to payment.
How secure is the data in your custom AI system?
Security is non-negotiable in e-commerce, especially with sensitive invoice data tied to payments and inventory. We build with enterprise-grade encryption, SOC 2 compliance, and role-based access so only authorized team members see what they need. Your data stays in your owned system – no cloud dependencies unless you choose them. For example, we implement audit logs that track every access, perfect for PCI compliance if payments are involved. In a recent build for a gadget retailer, we added custom firewalls to protect against peak-season cyber threats. Regular vulnerability scans and updates keep it robust. You're in control, with full transparency on how we secure your AP lifeline.
Can this system adapt if my business pivots to new product trends?
E-commerce is all about agility – one day it's sustainable fashion, the next it's tech gadgets. Our solutions are built modular, so when you pivot, we reconfigure without starting over. The AI learns from your updating data patterns, adjusting invoice matching for new supplier types or categories. Say you shift to dropshipping; we integrate those variable invoices seamlessly. A beauty brand we worked with adapted their system in just two weeks when they launched a viral skincare line, incorporating new vendor portals. It's flexible by design, with easy updates via our dashboard. No lock-in – this grows with your trends, keeping AP efficient amid changes.
What's the timeline for implementing this custom solution?
Let's be honest, nobody wants a long-drawn-out setup disrupting operations. For most e-commerce stores, we deliver a MVP in 4-6 weeks, starting with core automation like invoice capture and basic approvals. Full integration, including custom dashboards and forecasting, wraps in 8-12 weeks, depending on your complexity. We phase it: Week 1-2 for discovery, 3-6 for building and testing with your sample data, then launch with minimal downtime. A mid-sized apparel shop went live in 5 weeks and was processing live invoices by week 7. Post-launch, we provide hands-on support for the first month. It's tailored to your pace – if you're prepping for a seasonal push, we prioritize accordingly.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.