Seven AI Agents That Know When to Stop

Every month, a national Fire Safety and Security company works through the maintenance contracts that are coming up for renewal. Prices have to be checked against what each contract actually costs to service. Invoices go out. Purchase orders get chased. Once a customer has paid, their maintenance visits have to be set up, the customer has to be told, and every completed visit has to be checked over before the job can be closed. It is a long sequence, spread across several people, and nearly all of it was being done by hand. The team wanted to automate it, but they were not willing to let software quietly change what a customer pays.

Contracts were calculated one at a time in a spreadsheet before any increase could be applied. Paid renewals were found by someone opening a filter every day and working through whatever had come in, then going into each property to set the visits up. Reminder emails were written and sent one by one. None of it was difficult, but all of it mattered. Miss a check and a contract goes up when it should have been looked at, or a customer is charged for parts their contract already covers. And the obvious thing to automate, applying the annual increase, was the one step nobody wanted to hand over.

IVP.ai built seven agents covering six stages of the renewal process, running on data the company had already brought together in one place. The idea was to automate the checking and the typing, not the decisions. The pricing agent works out what every contract really costs to service, then clears the ones that pass so the team can apply the increase themselves in a few clicks. Chasing was limited to the accounts the company's existing credit control system cannot see, so no customer gets chased twice. Booking visits stayed with the person who runs the diary. The last stage, closing completed jobs, is going in now and follows the same rule: the agent will not sign anything off it cannot fully check.

A review that used to take days of spreadsheet work now happens in a single run. In the first live run the pricing agent calculated and reported on more than 100 contracts at once, showing the workings behind every decision it made, and over 90 renewal invoices went out in a single dispatch.

The daily hunt for paid renewals has gone. Maintenance gets set up as soon as the money lands, and the customer hears about it without anyone sitting down to write the email. Contracts that need a person to look at them arrive with the figures that flagged them, and the ones that passed say so on their own record, so the team can see the check happened rather than assume it. Because the agents hand work back rather than push it through, the team trusted them from the first run and asked to widen the scope themselves.