Stop Losing Weeks to Manual Invoice Chaos Automate Your AP with Custom AI Built for Property Management
In the fast-paced world of real estate, agencies waste up to 40 hours per month on invoice processing alone. Our tailored solutions cut that time by 85%, ensuring seamless payments for maintenance vendors, tenant reimbursements, and closing costs without the errors that delay deals.
Join 250+ businesses with streamlined AP workflows
The "Invoice Overload" Problem
Manual data entry errors in logging HVAC and plumbing maintenance invoices, delaying tenant reimbursements and vendor payments by up to 5 business days
Scattered digital and paper invoices from landscaping, roofing, and cleaning vendors overwhelming property management staff during peak leasing seasons
Multi-level approval bottlenecks for emergency repairs like burst pipes or storm damage, slowing reimbursements and risking tenant disputes in multifamily units
Inaccurate categorization of capex vs. opex expenses in property portfolios, triggering IRS audit flags and compliance issues for REIT filings
Overlooked early payment discounts on bulk invoices for recurring services like pest control or elevator maintenance, eroding NOI in stabilized rental portfolios
Fragmented tracking of closing costs including title fees, escrow disbursements, and prorated taxes across simultaneous multifamily and commercial transactions
Our Tailored AI Invoice Processing Solution
With over a decade in real estate tech integrations, we've streamlined AP for agencies handling everything from single-family rentals to commercial portfolios.
Why Choose Us
We don't push generic software. Instead, we craft a custom AI system that mirrors your agency's unique invoice flow—whether it's processing vendor bills for HVAC repairs or automating reimbursements for tenant improvements. Drawing on industry benchmarks, our solutions capture data from PDFs, emails, and portals with 98% accuracy, route approvals based on property-specific rules, and sync payments into your accounting suite. This isn't off-the-shelf; it's enterprise-grade automation built for the realities of real estate, where timing a payment can make or break a lease renewal.
What Makes Us Different:
Unlock Efficiency and Accuracy in Your Operations
Slash Processing Time by 85%
Slash Processing Time by 85%: Picture automating the extraction of line items from vendor bills for routine tasks like gutter cleaning or parking lot resurfacing in your multifamily portfolio. Our custom AI integrates with Yardi or AppFolio for seamless validation, proven to shorten month-end AP reconciliations from 15 days to just 3 for agencies managing 500+ units.
Boost Cash Flow with Early Payment Discounts
Boost Cash Flow with Early Payment Discounts: In property management, forgoing a 2% prompt-pay discount on a $15,000 quarterly landscaping contract can cut into your cap rates. Our system scans for these in bulk vendor streams and triggers ACH payments within net-10 terms, securing an average 1.8% savings per invoice—equating to $12,000+ annually for firms overseeing 1,000-unit portfolios.
Eliminate Errors and Ensure Compliance
Eliminate Errors and Ensure Compliance: Our AI accurately codes expenses to precise GL sub-accounts for tenant improvements versus common area maintenance in mixed-use developments, dropping error rates below 0.5%. This fortifies your portfolio against SOX audits and ensures precise tracking to individual parcels or HOAs, enhancing investor reporting and reducing liability exposure.
What Clients Say
"Before AIQ Labs, our team was swamped with invoices from over 60 vendors handling everything from pool maintenance to fire safety inspections across our 1,200-unit apartment portfolio. Now, digital approvals for standard repairs like unit turnovers happen in under 15 minutes—we've reclaimed 35 hours monthly and captured $5,800 in overlooked net-15 discounts just in Q3."
Sarah Jenkins
Operations Manager, Urban Rentals LLC
"Managing a $250M portfolio of office and retail spaces meant constant headaches from mismatched invoices in our MRI setup. AIQ's tailored solution synced with our existing ERP in under 24 hours, slashing coding errors by 92% and enabling us to handle 250+ vendor bills per week without pulling in temp accountants during quarter-end rushes."
Mike Rivera
Finance Director, Metro Properties Group
"As a scaling brokerage, we were overwhelmed by disorganized closing costs from wire transfers, recording fees, and prorated property taxes on 15 concurrent deals. AIQ's automation streamlined pulls from our title partners like Fidelity National, dropping our AP cycle from 12 days to 3 and eliminating $2,500 in manual reconciliation errors last fiscal year—it's transformed our deal velocity."
Lisa Chen
Controller, Horizon Real Estate
Simple 3-Step Process
Discovery and Mapping
We dive into your current invoice processes, from vendor onboarding for property flips to multi-tenant billing, to map out a custom AI blueprint that fits your workflow like a glove.
AI Build and Integration
Our engineers construct the system using advanced frameworks, integrating with your CRM and accounting tools for two-way data flow—ensuring every property expense is captured and coded accurately from day one.
Testing, Launch, and Optimization
We rigorously test against real scenarios like emergency roof repairs, then launch with full support. Post-go-live, we refine based on your feedback, scaling as your portfolio grows.
Why We're Different
What's Included
Common Questions
How does your AI handle the variety of invoice formats in real estate?
Real estate invoices come in all shapes—PDFs from contractors, emails from suppliers, even handwritten notes from on-site vendors. Our custom AI uses advanced machine learning models trained on industry-specific data to recognize and extract key details like property addresses, service descriptions, and amounts with 98% accuracy. We tailor the system to your common formats, such as those from maintenance firms or title companies, ensuring nothing falls through the cracks. Unlike generic tools, this setup learns from your historical invoices, improving over time to handle unique scenarios like variable-rate utility bills or multi-phase construction draws.
Can this integrate with our existing property management software?
Absolutely. We specialize in deep, two-way integrations with platforms like Yardi, AppFolio, or RealPage, pulling invoice data directly into your property records and pushing approvals back for automatic ledger updates. For example, when a tenant submits a reimbursement request, the system verifies it against lease terms and syncs the payment status. This eliminates manual re-entry, which agencies report wastes 20-30 hours weekly. Our engineers ensure compatibility without disrupting your workflow, and we provide ongoing support to adapt as your software evolves.
What about security for sensitive financial data in real estate transactions?
Security is non-negotiable in real estate, where invoices often tie to high-value deals. We build with enterprise-grade encryption, role-based access controls, and compliance with standards like SOC 2 and GDPR. Data is processed in secure cloud environments, with audit logs tracking every access or change—crucial for investor reporting or IRS audits. Unlike subscription tools prone to breaches, our owned systems give you full control, including on-premise options if needed. Agencies using our solutions have seen zero compliance issues in the last two years.
How long does it take to implement this for a mid-sized agency?
Implementation typically takes 4-6 weeks for a mid-sized real estate agency, depending on complexity. We start with a one-week discovery to map your processes, followed by two weeks of building the core AI engine, and end with testing against real invoices like those from property flips or rentals. Unlike lengthy enterprise rollouts, our agile approach minimizes downtime—we can even phase it in, starting with high-pain areas like vendor payments. Post-launch, you're up and running with 24/7 support, often seeing ROI within the first month through time savings alone.
Will this scale as our portfolio grows?
Yes, our solutions are designed for scalability, handling everything from a handful of properties to portfolios exceeding 1,000 units. The architecture uses modular AI components that expand without performance dips, processing thousands of invoices monthly if needed. For growing agencies, we incorporate predictive features, like forecasting seasonal maintenance costs based on historical data. Clients who've scaled with us report seamless transitions, avoiding the rework forced by rigid off-the-shelf systems. It's built to grow with your business, not against it.
What if we already use another AP tool—can you replace or enhance it?
We can either fully replace legacy tools bogged down by real estate-specific limitations or enhance them with our custom AI layer. For instance, if you're on a basic system that struggles with multi-property coding, we overlay intelligent automation for data capture and approvals, integrating via APIs for a hybrid setup. This phased approach lets you migrate gradually, reducing risk. Many agencies start with enhancement to test the waters, then fully transition—resulting in a 70% drop in manual tasks while retaining familiar interfaces.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.