Quarterly business reviews automated with AI agents

Starting point

A quarterly business review brings together, for the quarterly customer conversation, the status of all contracts and subscriptions, the open cases and a summary for senior management. This material used to be compiled by hand from several systems. The process repeated for every customer and every quarter, tied up time in customer success, and its depth and structure depended on who compiled it.

Solution

We built a multi-agent architecture on Kubernetes. A controller agent receives the request and distributes it to domain supervisor agents for customer success and technical quality management. The agents receive their data event-driven via an event streaming platform, evaluate their part and return the building blocks. The controller assembles them into the review draft: executive summary, case overview and contract and subscription status. The team reviews and refines this draft instead of building the review from scratch.

Operations: five silent failures

The real hurdle was not the agents but the fact that failures stayed invisible. Five patterns ran through the project, and we closed each one at its root.

• Configuration: Missing configuration keys crashed the service on startup. Configuration is now read with guarded defaults, and a missing key produces a clear message.
• Releases: A failed Helm release also uninstalled the healthy pods and took the running service down with it. Deployments now pass through a deploy gate, and a failed release can no longer replace a healthy state.
• Secrets: The secret store reported a key as present while no value existed behind it. The result was silent authentication failures. Secrets are now checked before startup for the actual value rather than the mere presence of the key.
• Models: In one environment the language model was not deployed, and the service went into a crash loop. Every environment now verifies before startup that the required model is available.
• Message queue: A missing message queue let the service start as if everything were fine. The deployment was green while every request timed out. The health check now requests a real review draft and only turns green once the entire path through the queue to the response works.

Result

The review draft is generated end to end in the test and production environments. A green deploy now means a working service, because acceptance runs through the full call. The class of silent failures that previously surfaced only in day-to-day use is closed.