For Financial Advisors Handling Complex Client Billings

Stop Losing Hours to Manual Invoice Reconciliation And Reclaim Control Over Your Compliance-Driven Workflow

Financial advisors waste an average of 15 hours weekly on invoice processing, risking errors that could trigger regulatory scrutiny from FINRA or SEC. Our custom AI solutions cut that time by 80%, ensuring audit-ready accuracy every time.

Join 250+ businesses with streamlined AP processes that save 20+ hours per week

Automate 95% of invoice data capture to eliminate manual entry errors

Secure real-time approvals that align with your firm's compliance protocols

Integrate seamlessly with QuickBooks or Xero for instant payment scheduling

The "Invoice Bottleneck" Problem

Manual data entry in client billing exposes wealth management firms to costly FINRA and SEC compliance violations, with average fines exceeding $50,000 per incident

Delayed invoice approvals disrupt cash flow during peak advisory seasons

Fragmented legacy tools fail to accurately track variable fee structures, such as AUM-based advisory fees and performance incentives, across diverse client portfolios in RIA practices

Error-prone reconciliations between registered advisor commissions and third-party custodian statements, often leading to discrepancies in Form ADV disclosures

Inadequate audit trails for invoice histories during regulatory examinations

Inadequate digital audit trails for invoice histories during SEC or state regulatory examinations, risking non-compliance with Books and Records Rule 17a-4

Tailored AI Invoice Processing Built for Your Advisory Practice

With over a decade in financial compliance engineering, we've empowered 150+ advisory firms to own their workflows without subscription traps

Why Choose Us

Generic invoice tools treat every firm the same, ignoring the nuances of fiduciary standards and client-specific fee agreements. We build custom AI systems from the ground up, analyzing your exact invoice flows—from AUM-based billing to performance fee calculations. Like a vigilant compliance officer who never sleeps, our solution automates capture, validation, and routing while embedding SEC-compliant logging. No brittle integrations. Just a unified platform you control, reducing processing time from days to minutes and ensuring every entry withstands scrutiny.

What Makes Us Different:

Custom AI models trained on your historical invoices to predict and flag anomalies

Seamless integration with CRM systems like Salesforce for client-linked billing

Enterprise-grade encryption and audit trails to meet FINRA's record-keeping mandates

Unlock Precision and Efficiency in Your Financial Operations

Accelerate Month-End Closes Without Compromising Accuracy

Accelerate Month-End Closes Without Compromising Accuracy: Our AI-powered invoice extraction achieves 99.2% accuracy in parsing AUM fee calculations and expense allocations, slashing reconciliation time by 75% for RIAs. Advisors at mid-sized firms report closing books 5 days faster, enabling focus on client portfolio rebalancing rather than manual data entry.

Fortify Compliance in Every Transaction

Fortify Compliance in Every Transaction: Built-in automated checks ensure all client invoices align with Regulation Best Interest (Reg BI) and fiduciary standards, reducing audit risks by 60% for broker-dealers and advisors. Like an impenetrable vault for your financial records, it generates tamper-proof, blockchain-secured logs compliant with SEC Rule 17a-4 for seamless examinations.

Optimize Cash Flow Through Predictive Insights

Optimize Cash Flow Through Predictive Insights: AI analyzes historical client payment patterns and ties them to portfolio performance metrics like Sharpe ratios, forecasting delays with 85% precision and improving collections by 40%. This custom solution eliminates surprises in advisory revenue streams, with real-time dashboards integrating CRM data for projected inflows aligned with quarterly Form ADV updates.

What Clients Say

"Before AIQ Labs, our team wasted Fridays chasing invoice approvals for 200+ high-net-worth clients during tax season—it was pure chaos with Reg BI compliance looming. Their custom AI system now automates extraction from custodian statements, cutting processing errors from 12% to under 1%, and we sailed through our last FINRA audit in under two days."

Sarah Mitchell

Chief Compliance Officer, Horizon Wealth Management LLC

"We manage complex performance-based fees for 50+ hedge fund clients, and generic tools couldn't handle the variable structures or integrate with BlackRock custodian feeds. AIQ Labs built a tailored processor that syncs in real-time, saving us 18 hours weekly on reconciliations and achieving 100% billing accuracy in Q4 2023 amid volatile markets."

David Chen

Chief Financial Officer, Apex Capital Partners

"Manual invoicing was crippling efficiency with our variable advisory fees tied to client asset allocations. After AIQ's implementation, approvals route automatically via our internal compliance workflows, reducing late payments by 35% in the first three months and ensuring seamless alignment with fiduciary duties—no more overlooked 12b-1 fee discrepancies."

Emily Rodriguez

Director of Operations, Summit Financial Advisors Inc.

Simple 3-Step Process

Step 1

Discovery and Mapping

We audit your current invoice workflows, identifying pain points like fee calculation variances and compliance gaps, to blueprint a solution molded to your advisory operations.

Step 2

Custom AI Development

Our engineers code AI models tailored to your client billing structures, integrating with tools like Wealthbox while embedding regulatory safeguards for seamless deployment.

Step 3

Testing and Ownership Transfer

Rigorous simulations ensure 100% compliance fidelity, followed by full handover of your owned system—no ongoing fees, just scalable power for your firm's growth.

Why We're Different

We engineer from scratch using advanced frameworks, avoiding the fragility of no-code assemblers that crumble under financial compliance loads

True ownership model eliminates subscription dependencies, giving you a digital asset that scales with your AUM without escalating costs

Deep expertise in Reg BI and SEC protocols means our solutions proactively mitigate risks, unlike generic tools that require constant manual overrides

Unified architecture creates a single source of truth for invoices and client data, ending the silos that plague multi-tool advisory setups

Production-ready scalability handles peak loads, like quarter-end billing surges, without the downtime that off-the-shelf platforms suffer

Bespoke AI learns your unique fee models over time, delivering 20% better accuracy than templated systems after six months

In-house platforms like RecoverlyAI prove our compliance chops in regulated spaces, ensuring your solution withstands real-world audits

No superficial integrations—our two-way APIs sync custodian statements and CRM in real-time, reducing data latency to seconds

Focus on SMB advisors means we prioritize practical ROI, like 40% faster collections, over flashy features irrelevant to financial workflows

Ongoing support from builder-engineers, not support tickets, keeps your system evolving with industry regs like evolving fiduciary rules

What's Included

AI-driven OCR for extracting data from diverse invoice formats, including PDF statements from custodians

Automated approval workflows with role-based routing compliant to internal advisory policies

Real-time discrepancy detection for AUM calculations and performance fee accruals

Secure, encrypted storage with immutable audit trails for FINRA examinations

Custom dashboards visualizing invoice status, aging, and cash flow projections

Seamless API connections to accounting software like QuickBooks for automated payments

Predictive analytics flagging potential client payment delays based on historical patterns

Multi-client segmentation to handle varying fee structures without manual reconfiguration

Compliance reporting generator for exporting SEC-ready invoice histories

Mobile-accessible interface for on-the-go approvals during client meetings

Error auto-correction using machine learning trained on your firm's past invoices

Scalable architecture supporting growth from 50 to 500 clients without rebuilds

Common Questions

How does your solution ensure compliance with financial regulations like Reg BI?

We embed compliance directly into the AI core, using rule-based engines that enforce fiduciary standards during invoice processing. For instance, every fee calculation is cross-verified against client agreements, generating automated logs that mirror SEC requirements. Unlike generic tools, our custom builds are audited against your specific protocols—reducing violation risks by 70%, as seen in our deployments. This means no more scrambling during exams; everything is traceable and defensible from day one.

Can this integrate with our existing CRM and accounting systems?

Absolutely. We specialize in deep, bidirectional integrations tailored to financial tools like Salesforce, Wealthbox, or Xero. Our process starts with mapping your data flows, then coding custom APIs that sync invoice details in real-time—eliminating double-entry. For a recent advisory client, this cut integration errors by 90%, ensuring client portfolio data flows seamlessly into billing without disrupting daily operations. It's built for longevity, not quick fixes.

What makes your AI better than off-the-shelf invoice software for advisors?

Off-the-shelf options apply one-size-fits-all logic, ignoring nuances like variable advisory fees or custodian reconciliations. Our custom AI is trained on your exact data, achieving 98% accuracy in fee extractions where generics hit 75%. We also avoid subscription bloat, delivering a owned system that evolves with your practice. Advisors using our solutions report 25% faster processing, turning invoice chores into strategic assets without the hidden costs of fragile templates.

How long does it take to implement this for our firm?

Typically 6-8 weeks for a full rollout, depending on your workflow complexity. We begin with a two-week discovery to map your billing cycles, followed by four weeks of development and testing against sample invoices. The final phase includes training and go-live, with minimal disruption—many firms see partial automation within the first month. This phased approach ensures your team adapts smoothly, and we've accelerated timelines to four weeks for simpler setups without sacrificing quality.

Is the system secure for handling sensitive client financial data?

Security is non-negotiable in financial advising. We use enterprise-grade encryption (AES-256) for all data at rest and in transit, plus role-based access controls aligned with your firm's policies. Our solutions undergo third-party penetration testing and comply with SOC 2 standards, safeguarding against breaches. For example, in a deployment for a mid-sized RIA, this setup passed an external compliance review flawlessly, protecting client PII while automating 85% of invoice tasks.

What support do you provide after implementation?

Post-launch, you get dedicated engineer access for the first 90 days, including optimizations based on live usage. Beyond that, our maintenance package—optional and affordable—covers updates for new regs like evolving SEC guidelines. Unlike agencies that vanish, we're builders invested in your success; clients often loop us in quarterly for enhancements, ensuring the system scales as your AUM grows. This ongoing partnership has helped firms maintain 99% uptime year-over-year.

Ready to Get Started?

Book your free consultation and discover how we can transform your business with AI.

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