Stop Losing Billable Hours to Manual Invoice Chasing Reclaim Your Time with Custom AI Automation
Marketing agencies waste an average of 15-20 hours per week on AP tasks, according to industry benchmarks from the Association of National Advertisers. Our tailored solutions cut that by 70%, letting you focus on client campaigns and creative strategy.
Join 150+ businesses with streamlined AP processes
The "Invoice Overload" Problem
Scattered invoices from freelance graphic designers, copywriters, and digital media vendors disrupt real-time campaign performance tracking and ROI analysis
Manual multi-level approval chains for vendor payments delay disbursements to production houses and talent agencies, straining relationships with high-value clients in fast-paced campaigns
Reconciling creative project expenses—such as ad placements and talent fees—against client-approved budgets consumes valuable time that could be spent on media planning and client strategy sessions
Version control challenges with revised invoices from video production teams and post-production vendors lead to errors in tracking amendments for multi-phase creative deliverables
Compliance risks in tracking promotional spend across digital and traditional media for FTC regulatory audits and client-mandated transparency reporting
Siloed data between campaign management platforms like Asana or Workfront and finance tools like QuickBooks results in billing discrepancies for retainer-based client projects
Tailored AI Invoice Processing Built for Your Agency's Workflow
With over a decade of experience engineering AI for client-focused firms, we've streamlined AP for 50+ marketing agencies, reducing processing times from days to hours.
Why Choose Us
Generic invoice tools force agencies into rigid templates that ignore the nuances of campaign billing and vendor negotiations. We build custom AI systems from the ground up, capturing data from diverse sources like freelance portals and media invoices. Our solutions learn your approval hierarchies, flag budget overruns in real-time, and integrate directly with tools like Asana or QuickBooks. No more chasing down creatives for receipts. Just efficient, owned automation that scales with your client roster. Think of it as a vigilant account manager who never sleeps, ensuring every dollar ties back to ROI.
What Makes Us Different:
Unlock Agency Efficiency with Precision Automation
Accelerate Month-End Closes Without the Chaos
Accelerate Month-End Closes Without the Chaos: Our custom AI processes 95% of invoices automatically, slashing close times from 10 days to under 48 hours for creative project billing. Agencies report a 40% drop in overtime during billing cycles, freeing media planners and account directors to pitch new integrated campaigns instead of reconciling endless spreadsheets of talent and production costs.
Enhance Client Trust Through Transparent Spend Tracking
Enhance Client Trust Through Transparent Spend Tracking: Built-in dashboards provide real-time visibility into project expenses for ad buys and freelance deliverables, helping you justify budgets during quarterly reviews and upsell add-on services like SEO optimization. One full-service agency client saw a 25% increase in retainer renewals after implementing our system within 3 months, as clients appreciated the proactive financial insights aligned with campaign KPIs.
Reduce Errors and Vendor Disputes by 60%
Reduce Errors and Vendor Disputes by 60%: AI validates invoices against creative briefs, contracts, and purchase orders for media vendors, catching discrepancies like overages in digital ad spend before payments go out. This minimizes disputes with freelancers and production partners, preserving relationships critical to your agency's creative ecosystem and enabling seamless execution of time-sensitive client activations.
What Clients Say
"Before AIQ Labs, our team wasted Fridays sifting through invoice emails from freelance videographers, motion graphics designers, and social media vendors. Their custom system now consolidates everything into a single dashboard integrated with our campaign tracker, cutting AP processing time by half. Last quarter, we identified a duplicate programmatic media buy that saved us $8K in overbilling."
Sarah Kline
Finance Director, Spark Creative Agency (Mid-sized digital marketing firm specializing in video content)
"Integrating this with our HubSpot CRM and project management setup was a game-changer for tracking costs on retainer-based email and content campaigns. No more manual data entries that caused budget overruns on client deliverables. Now, processing 200+ invoices monthly from copywriters and developers is effortless, and our CFO praises the comprehensive audit trail for quarterly compliance checks."
Mike Rivera
Operations Lead, Nexus Marketing Group (Full-service agency handling B2B lead generation)
"We manage international vendors for global pharma and consumer campaigns, and legacy tools struggled with multi-currency conversions for talent fees and international ad placements. AIQ's AI handled it flawlessly—accurate, rapid, and fully compliant with GDPR and local tax regs. It saved us from a potential six-figure audit penalty last year, allowing us to refocus on securing that major pharmaceutical account in under two months."
Elena Torres
Accounts Payable Manager, Global Reach Strategies (International PR and advertising consultancy)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflows, from vendor submissions to client billing, identifying bottlenecks unique to your agency operations.
Custom AI Design and Build
Our engineers craft a bespoke system with AI models trained on your data, ensuring it handles marketing-specific complexities like variable ad rates and freelance retainers.
Integration and Launch
We deploy the solution with full training, connecting it to your tools for immediate use, followed by optimization to refine accuracy over the first month.
Why We're Different
What's Included
Common Questions
How does your solution handle the variable pricing common in marketing vendor invoices?
Our custom AI is trained on your historical data to recognize patterns in variable costs, such as fluctuating ad placement fees or freelance overtime. It cross-references against contracts and flags outliers for review, achieving 92% accuracy in our deployments. For agencies, this means no more surprises in media buys— the system learns from your specific vendor behaviors, integrating with tools like Google Ads or Freelancer platforms to validate in real-time. We've helped firms reduce disputes by 50%, turning a headache into a streamlined process that supports your client-facing agility.
What if our agency uses multiple project management tools for different clients?
We design the AI to bridge silos across tools like Trello, Monday.com, or Asana, pulling invoice data and matching it to project timelines automatically. This creates a unified workflow without forcing tool changes. In one case, a mid-sized agency with three systems saw invoice matching errors drop from 25% to under 5% within weeks. Our approach includes API-deep integrations, ensuring data flows bidirectionally for accurate expense allocation per campaign, all while maintaining your team's preferred interfaces.
How secure is the system for sensitive client billing information?
Security is paramount in professional services, so we implement end-to-end encryption, role-based access, and SOC 2-compliant protocols from day one. The AI processes data on your owned infrastructure, not third-party clouds, minimizing breach risks. For marketing agencies, this protects confidential campaign details tied to invoices. Testimonials from clients highlight zero incidents in two years, with built-in anomaly detection alerting you to unusual access patterns. We also provide customizable retention policies to comply with client NDAs and data privacy laws like CCPA.
Can this scale as our agency grows and takes on more retainer clients?
Absolutely—our solutions are engineered for scalability, using modular AI frameworks that handle increased volume without performance dips. Agencies starting at 100 invoices monthly have scaled to 1,000+ seamlessly, with processing speeds improving via machine learning. We include performance benchmarks in the build phase, targeting sub-minute automations even during quarter-end rushes. This future-proofs your operations, adapting to new client verticals like digital or experiential marketing, so you invest once and expand effortlessly.
What's the typical timeline for implementing this custom invoice solution?
From initial consultation to full launch, most agencies see deployment in 6-8 weeks, depending on workflow complexity. Week one involves discovery; weeks two to four focus on building and testing the AI models; the final two weeks cover integration and team training. We've accelerated this for simpler setups to under a month. Post-launch, we monitor for 30 days, tweaking for 98% accuracy. This phased approach minimizes disruption, allowing your finance team to phase out manual processes gradually while ramping up the AI's reliability.
Will this replace our existing accounting software?
No, we enhance it. Our AI sits as a smart layer on top, automating intake and prep so your tools like Xero or Sage receive clean, categorized data ready for posting. This avoids rip-and-replace costs and leverages your current investments. For marketing agencies, it specifically maps creative expenses to custom categories, streamlining reconciliations. Clients report 30% faster entries into their systems, with fewer manual adjustments, turning AP into a strategic asset rather than a bottleneck.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.