Stop Losing Weeks to Manual Invoice Chasing Our Custom AI Handles It All Seamlessly
Imagine cutting your invoice processing time from 40 hours a month to just 4, freeing your team to focus on what matters—getting jobs done right on site.
Join 150+ contractors with streamlined AP that boosts cash flow by 25%
The "Field-to-Finance" Problem
Subcontractor invoices for framing and drywall arrive as scanned PDFs weeks after site mobilization, forcing manual entry of quantities and rates that delays your critical path schedule
Field crews overlook logging receipts for rebar deliveries or concrete pours, causing payment holds and tense negotiations with steel suppliers amid aggressive concrete schedule deadlines
Bottlenecks in RFI approvals between site foremen and office accountants disrupt cash flow, particularly when client change orders for MEP systems throw off the original bid estimates
Duplicate data from handwritten timesheets for carpentry labor and emailed vendor bills for fixtures lead to overpayments, eroding margins on mid-sized commercial tenant improvements
End-of-month cost reconciliations become all-nighters because your ERP system fails to integrate with job costing tools like Procore or Autodesk BIM 360
Invoices for plumbing rough-ins get lost amid rushed subcontractor handoffs on multi-unit residential builds, diverting focus from quality checks on cabinetry installs or tile layouts
Our Tailored AI Invoice Solution Built for Your Reno Workflow
With years engineering AI for construction firms, we've seen how off-the-shelf tools crumble under the weight of real job site realities
Why Choose Us
Let's be honest, you're probably thinking generic invoice apps will do the trick. But in renovation work, where every bill ties back to a specific job phase—like framing or finishing—those one-size-fits-all setups just create more headaches. At AIQ Labs, we build a custom AI system from the ground up, trained on your exact invoice patterns, subcontractor quirks, and project management flow. It's like pouring a foundation perfectly matched to your site's soil: stable, scalable, and yours to own. No subscriptions, no brittle integrations—just a unified tool that captures data from scans or emails, routes approvals via mobile alerts to your foremen, and pushes verified payments into your accounting system. Short and sweet: it fits your workflow like a custom-fitted tool belt.
What Makes Us Different:
Why This Custom Fit Transforms Your Operations
Faster Cash Flow Without the Chase
Faster Cash Flow Without the Chase: No more waiting 30 days for approvals on plumbing or electrical subcontractor invoices. Our AI flags discrepancies instantly—like mismatched quantities on 2x4 lumber orders or HVAC unit specs—and gets payments out in under a week, improving supplier trust and keeping your commercial build-outs on budget with predictable material costs across foundation to finish phases.
Slash Errors and Overpayments by 40%
Slash Errors and Overpayments by 40%: In construction, a single duplicate entry on structural steel bills can cost thousands in change order disputes. We train the AI on your historical data to spot patterns, like recurring vendor codes for precast concrete panels, ensuring every dollar tracks back to the right job phase—whether it's foundation work or interior fit-outs—boosting your ROI on every fixed-price contract.
Reclaim 20+ Hours Monthly for Field Focus
Reclaim 20+ Hours Monthly for Field Focus: Your office team's bogged down reconciling delivery tickets from multiple job sites, like steel fabrication yards or drywall suppliers. This custom system automates it all, from OCR on faded mill test reports to auto-categorizing expenses by project milestone—such as framing completion or MEP rough-in—so you spend less time in spreadsheets and more time scaling to larger industrial manufacturing expansions.
What Clients Say
"Before AIQ, our team was buried under stacks of subcontractor invoices from high-end kitchen renos in urban condos—taking two full weeks to process each month, especially with custom cabinetry billing. Now, the AI pulls data from emails, site photos of material deliveries, and even integrates with our Bluebeam markup tools in minutes, and we've cut payment delays by 70%. It's like having an extra accountant who never sleeps and knows every trade code."
Mike Rivera
Operations Manager, Apex Renovations LLC
"We handle 15-20 bathroom remodels a quarter for retail strip centers, and invoice mismatches on tile and fixture orders were killing our margins by inflating GC fees. AIQ built this system that integrates seamlessly with our Procore setup—approvals come through texts to the on-site crew, and errors dropped from 12% to under 2% across all punch list phases. Saved us about $15K last year alone on just the plumbing scopes."
Sarah Chen
Finance Lead, Urban Builders Co.
"Field paperwork was a nightmare on our historic home flips in preserved districts; lost receipts for restoration-grade lumber meant constant supplier calls that stalled demo and framing progress. Their custom AI scans everything—from faded delivery manifests to as-built drawings—and ties it to job codes automatically via our PlanGrid app. Processing time went from days to hours, and our cash flow's steadier than ever—no more surprise overpayments on millwork or heritage fixtures."
Tom Hargrove
Project Director, Heritage Restore Partners
Simple 3-Step Process
Discovery and Mapping
We dive into your renovation workflow—reviewing sample invoices from drywall subs to fixture vendors and mapping how they flow from site to books. This ensures the AI is tuned to your unique pain points, like variable change orders.
Custom AI Build and Integration
Our engineers craft the system using your data, integrating with your tools like QuickBooks or JobTrek. We test it on real scenarios, like extracting costs from a messy electrical bill, to guarantee it handles the chaos of daily site work.
Deployment and Training
We roll it out with hands-on sessions for your team—showing foremen how to snap photos for instant processing. Ongoing tweaks keep it sharp as your business grows, from small flips to full-home overhauls.
Why We're Different
What's Included
Common Questions
How does this AI handle the messy invoices from subcontractors on renovation sites?
Subcontractor bills often come in all shapes—crumpled PDFs, emailed scans, or even photos from phones. Our custom AI uses advanced OCR trained on construction docs to extract key details like vendor names, amounts, dates, and line items with over 98% accuracy. It even deciphers handwritten additions for things like extra wiring runs. From there, it cross-references against your project POs in tools like Procore, flagging any oddities for quick review. This means your team isn't retyping data after a long day on site; the system does the heavy lifting, saving hours and reducing errors that could delay payments or inflate costs on your kitchen remodels.
Will this integrate with our existing project management and accounting software?
Absolutely, and that's where our builder approach shines. We don't just plug in superficially—we create deep, two-way API connections tailored to your stack. For renovation contractors, this often means syncing with Procore for job tracking, QuickBooks for payments, or even Fieldwire for site notes. Imagine an invoice for drywall hitting the system: it auto-pulls the matching PO, routes approval to the site lead via app, and posts the verified expense directly to your ledger. No more manual exports or broken links during crunch time. We've done this for firms handling 20+ projects quarterly, ensuring everything flows like a well-oiled crew on a tight deadline.
What if our renovation projects have variable change orders—does the AI adapt?
Change orders are the bane of every reno contractor, throwing off budgets mid-project. Our AI is built to adapt: we train it on your historical data, so it recognizes patterns like added scope for custom cabinetry or unforeseen plumbing reroutes. When a change order invoice arrives, the system prompts for verification against the updated contract, auto-adjusts cost codes, and notifies stakeholders. It's flexible, not rigid—think of it as a smart foreman who anticipates shifts without halting the workflow. Clients see 30% faster processing on variable bills, keeping cash flow steady even on those unpredictable historic renos.
How secure is this for sensitive financial data in construction?
Security is non-negotiable in construction, where invoices tie to multimillion-dollar jobs and compliance like lien laws. We use enterprise-grade encryption for all data in transit and at rest, with role-based access so only approved foremen see site-specific approvals. The AI runs on secure, owned infrastructure—no cloud dependencies that could expose your vendor details. We've incorporated construction-specific safeguards, like audit trails for every approval step, ensuring you're covered for disputes or audits. It's like fortifying your job site: robust, reliable, and built to protect your margins from leaks or losses.
What's the timeline to get this custom solution up and running for our team?
We know downtime kills momentum in renovations, so we move fast but thorough. Discovery takes 1-2 weeks to map your workflow and gather sample invoices. Building and testing the AI core—customized for your subcontractor types and tools—runs 4-6 weeks, with iterative demos to tweak for accuracy on real bills. Full deployment, including team training on mobile approvals, wraps in 8-10 weeks total. For a mid-sized firm with 10-15 active projects, you're processing live invoices within that window. Post-launch, we monitor for the first month, refining as needed—like optimizing for seasonal spikes in material costs.
Can this scale if we take on more renovation contracts next year?
Scaling is baked in from day one. Unlike rigid templates, our custom AI uses modular architecture that handles increased volume effortlessly— from 50 invoices a month to 500 as you grow your reno portfolio. We design it with your projected needs in mind, like adding multi-site support for crews across cities. Performance stays snappy even during peak seasons, with auto-scaling resources. One client doubled their projects post-implementation without a hitch, cutting AP time per job by half. It's an investment that grows with you, ensuring efficiency as you bid on larger commercial renos or expand crews.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.