Stop Losing Weeks to Manual Invoice Chaos Automate Your AP with Custom AI Built for Project-Driven Workflows
Imagine slashing your invoice processing time from 15 days to under 2, while cutting errors by 90%—all without the hassle of generic software that doesn't understand subcontractor billing or change orders.
Join 150+ businesses with streamlined AP that saves 20+ hours weekly
The "Invoice Delays" Problem
Subcontractor invoices for steel deliveries and concrete pours buried in emails and scanned PDFs, delaying project cash flow on multi-phase builds
Manual matching of invoices to POs and GRNs for on-site deliveries of HVAC units and rebar shipments
Change order disputes over scope creep in foundation work or assembly line modifications eating hours of structural engineering review time
Overlooked vendor bills for tooling rentals or aggregate supplies causing surprise costs at month-end close during peak fabrication seasons
Fragmented approvals across field superintendents and fabrication shop foremen, stalling payments for critical path materials
Compliance headaches with lien waivers for subs on high-rise projects and certified payroll uploads for prevailing wage jobs
Tailored AI Invoice Processing That Fits Your Engineering Workflow
We've built these systems for over 50 construction firms, handling everything from high-volume steel fab invoices to complex civil engineering bids.
Why Choose Us
Let's be honest—off-the-shelf AP tools treat your invoices like any other business expense. But in engineering, you're dealing with variable site costs, multi-phase projects, and strict regs. That's why we craft custom AI at AIQ Labs: it learns your workflow, from scanning handwritten delivery tickets to auto-flagging PO discrepancies. You're probably thinking, 'Will this integrate with our setup?' Absolutely. We pull from your tools like Sage or Viewpoint, creating a unified system you own—no subscriptions, just results. Think of it like custom rebar for a bridge: strong, flexible, built for your exact load.
What Makes Us Different:
Unlock Faster Cash Flow and Fewer Headaches
Accelerate Payments Without Errors
Accelerate Payments Without Errors: Cut processing from weeks to days on site-specific invoices. Our AI handles 95% of routine invoices autonomously by extracting data from delivery tickets and POs, freeing your team for BIM modeling instead of data entry. One mid-sized contractor recovered $150K in early payments within the first quarter on a commercial build-out.
Reduce Disputes and Overruns
Reduce Disputes and Overruns: Auto-match invoices to as-built blueprints and RFIs for change orders, flagging mismatches in material quantities before they balloon costs. Engineering teams report 70% fewer vendor calls on precast concrete disputes, keeping projects on track and under budget by 10-15%.
Ensure Compliance and Audit-Readiness
Ensure Compliance and Audit-Readiness: Built-in checks for lien rights on subcontracted framing work, certified payroll for union labor, and traceability of steel certifications. No more scrambling during OSHA audits—everything's timestamped and linked to job cost codes, saving 20+ hours on regulatory reviews per project closeout.
What Clients Say
"We were drowning in invoices from our interstate bridge project suppliers—manual entry of rebar and girder deliveries was killing our schedule. AIQ's system now pulls data straight from PDFs and matches it to our Revit models. We've dropped our AP processing time by 12 days per month, and it caught a $20K duplicate on prestressed concrete last quarter."
Mike Harlan
Senior Project Engineer, Harlan Civil Engineering
"Field crews were forwarding photos of receipts for CNC machine parts via email; it was total chaos on our assembly line expansions. Their custom AI organizes it all, approves via mobile app from the shop floor, and syncs to QuickBooks. We've saved 25 hours a week across our fabrication teams, and eliminated late fees on $50K in welding equipment rentals."
Sara Lopez
AP Manager, Apex Manufacturing Co.
"Change orders for MEP revisions were a nightmare—constant back-and-forth with electrical subs on our warehouse fit-out. Now the AI flags variances against our detailed cost estimates instantly, integrating with Procore. Implemented in just two weeks, and our cash flow improved by 15% in the first six-month project cycle, avoiding $30K in overruns."
Tom Reilly
Controller, Reilly Engineering Group
Simple 3-Step Process
Discovery and Mapping
We dive into your current setup—reviewing invoice volumes, tools like Procore, and pain points like site-to-office handoffs—to blueprint a custom solution.
AI Build and Integration
Our engineers code your AI from scratch, training it on your data for accurate extraction and workflow automation, then link it to your ERP without disruptions.
Testing and Launch
We run field-tested pilots on live invoices, tweak for your needs, and roll out with training—ensuring smooth adoption across engineering and finance teams.
Why We're Different
What's Included
Common Questions
How does this handle the unique invoice formats from different subcontractors?
In construction, every sub has their own way of billing—some use PDFs with logos everywhere, others email spreadsheets. Our custom AI is trained on your specific vendors' formats right from the start. We ingest samples during discovery, fine-tune the model to recognize fields like labor hours or material specs, and achieve 98% accuracy. For a civil engineering firm we worked with, this meant no more rekeying data from 20+ subs monthly. It's flexible too—if a vendor changes their template, we update the AI in hours, not weeks, keeping your workflow uninterrupted.
Will it integrate with our existing project management software?
Absolutely, integration is our specialty. Whether you're on Procore, Autodesk BIM 360, or something custom, we build two-way APIs that pull invoice data into your project logs and push approvals back. No more double-entry between AP and job costing. One manufacturing client synced their system with Oracle ERP in under a month, automating 80% of entries. We handle the heavy lifting, ensuring data flows securely and in real-time, so your engineers see updated costs without leaving their tools.
What about security for sensitive project financials?
Engineering firms deal with proprietary bid data and compliance-heavy contracts, so security is non-negotiable. We use enterprise-grade encryption, role-based access (e.g., foremen see only site-related invoices), and audit trails for every action. Compliant with standards like SOC 2 and construction-specific regs for data sovereignty. A recent partner in structural engineering noted zero breaches post-implementation, with the AI even auto-redacting sensitive markup info. You own the system, hosted on your cloud or ours—your call.
How long does it take to see ROI from this solution?
You're ROI-driven, so we focus on quick wins. Most clients see payback in 3-6 months through time savings and error reduction. For instance, automating invoice approval cut one firm's processing costs by $8K monthly by eliminating overtime on month-ends. We baseline your current metrics during discovery, then track progress with built-in KPIs. Short punchy result: faster payments mean better vendor terms, boosting cash flow by 10-20%. It's field-tested to deliver tangible gains without the fluff.
Can this scale as our firm takes on larger projects?
Construction scales unpredictably— one day it's a small fab job, next it's a multi-site megaproject. Our architecture is built modular, using advanced frameworks that handle 10x volume spikes without hiccups. We designed it like a robust scaffold: add modules for new features, like international vendor payments, as needed. A mid-sized engineering partner grew from 50 to 200 invoices weekly; the system adapted seamlessly, maintaining 99% uptime even during peak bid seasons. We monitor and optimize post-launch to keep it performant.
What if we have legacy systems that are hard to integrate?
Legacy ERPs in manufacturing often feel like old concrete—solid but inflexible. We specialize in bridging them with custom APIs or even middleware if direct links aren't feasible. For a client with a 20-year-old custom system, we created secure data pipelines that extracted invoice info without overhauling everything. It took four weeks, and now approvals flow automatically. No rip-and-replace; we work around your setup, testing thoroughly to avoid downtime on critical paths like payroll runs.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.