Apex agents
Agents that do the drafting. People who make the call.
Most of quote to cash is arithmetic, and Apex does that arithmetic with deterministic jobs: rating, billing runs, revenue schedules and journals have no model in them. The agents handle the reading and drafting around it, and everything they produce waits for a person.
- Contract intakeDraft schedule from copperline_msa_signed.pdfWaiting for you
- Invoice reviewINV-30588: usage line 41% below the 3-month averageWaiting for you
- PO matchingINV-30602 matched to PO 4500-8812, 3 of 3 linesApproved · M. Ortiz
- RenewalR-1187 drafted for Northgate Freight, +26.4%Waiting for you
- Rev rec reviewWhy $38,732.36 is deferred on C-0412Read · L. Chen
Where models are used
Calculations stay calculations.
A billing run that gives a different answer twice is a defect. So the numbers are computed by code, and models are kept to the work that is genuinely reading and writing.
| Deterministic jobs | Agents | |
|---|---|---|
| Pricing a quote | Price book, rules and tiers | Drafting the quote from an inquiry |
| Usage | Metering and rating | Flagging anomalies before a run |
| Invoices | Billing runs and proration | Reviewing drafts for unusual lines |
| Revenue | Schedules and journal entries | Explaining a deferral, flagging a schedule |
| Contracts | Amendments and co-terming | Reading a signed PDF into a draft |
The Approval Queue
One queue for every proposal.
Quotes, contract drafts, held usage, invoice postings, credit notes and journals all wait in the same queue, with the agent's reasoning and the source records beside each item. Approvers work from one place, under rules you set.
- Reasons attached
- Every proposal says what the agent did and why, with links to the records it used.
- Your approvers
- The company's own roles decide who can release what.
Line discount above 10% on tooling, or above 5% on service, goes to the VP Sales. Above 20%, also to the CFO.
Data and models
Your data stays in your environment.
- Where agents run
- On models inside your environment, for your data.
- Frontier labs
- No client data is sent to one.
- Training
- Where a model is tuned for your documents, it is tuned behind your firewall, for your workflows only, and the model is yours.
- Audit
- Each agent run is logged: the records it read, what it proposed and who decided.
Agents propose, people approve
The agent drafts. A person decides.
Eight agents: contract intake, quote assistant, invoice review, usage anomaly, renewal, email follow-up, rev rec review and PO matching. Each drafts, flags or explains; none of them releases a quote, an invoice or a journal on its own.
Every agent stops at an approval gate until it has earned its way out of one. Nothing releases cash, commits spend or touches a customer without a person saying so.
Your dataModels that read your data run inside your environment, behind your firewall. No client data reaches a frontier lab.
Start here, keep the foundation
Start with one function. Add the rest without starting over.
Agents switch on per function. Start with contract intake or the quote assistant, and the customers, items and invoices they read come down from the ERP into your Ferrata foundation once. Every agent you add later reads the same records and writes to the same queue.
FAQ
Questions, answered plainly.
What do AI agents do in quote to cash?
In Apex they do the reading and drafting around the numbers: turning a signed PDF into a contract draft, drafting a quote from an inquiry, reviewing invoice drafts, flagging unusual usage, drafting renewals, writing payment reminders, explaining revenue schedules and matching customer purchase orders. The calculations themselves are done by deterministic code.
Can an agent send an invoice or post a journal on its own?
No. Every agent proposes, and a person approves in the Approval Queue. Posting an invoice to the ERP, issuing a credit note and posting a journal all wait for a named person's release.
Why are billing and revenue not done by a model?
Because they must give the same answer every time. Rating usage, running a billing period, building a revenue schedule and creating journal entries are deterministic jobs in Apex, with no model step, so the results can be reproduced and audited.
Where do the models run, and is our data used for training?
Agents run on models inside your environment, for your data, and no client data reaches a frontier lab. Where a model is fine-tuned for your workflows, that happens behind your firewall, for you only, and the resulting model is yours.
Does the email follow-up agent chase customers by phone or text?
No. It writes short email reminders before and after an invoice is due, from the invoice's facts, on the schedule you set, and it stops as soon as the invoice is paid.
Can we turn agents on one at a time?
Yes. Each agent is switched on for the function it serves. A sensible start is contract intake or the quote assistant, adding others once you have seen their proposals in the queue for a while.
How are Apex's agents related to Ferrata's agents?
Apex grows from two of them: Quill, which drafts quotes from inbound inquiries, and Swift, which turns customer purchase orders into sales orders. Apex puts that work inside a quote-to-cash product, on the same foundation as your ERP data.
Related in Apex
- Contract managementSigned contracts turned into structured terms, phases and billing schedules.View
- CPQConfigure, price and quote from the items and price lists already in your ERP.View
- InvoicingInvoices calculated in Apex, checked against the PO, posted to your ERP first.View
- Revenue recognitionRevenue schedules computed from your policy, journals posted to the ERP after review.View
- Usage meteringMeters that turn raw events and ERP records into billable quantities.View
From Ferrata Labs
- Human in the loopWhy every consequential action waits at an approval gate.
- Quill, the quoting agentReads every inquiry, prices it against your rules, drafts the quote.
- Swift, the order agentTurns customer purchase orders into clean sales orders.
- The agent lifecycleScope, build, evaluate, gate, deploy, observe, improve.
- The platformThe Brain: retrieval, models and audit inside your own environment.
Start with Apex, or talk it through first.
Thirty minutes with Ferrata Labs on one workflow. You leave with a view of where Apex fits, and an honest answer if the sequencing is wrong and you should fix something else first.
Your pricing, approval and billing rules are your advantage, and they stay yours. Apex is configured to the way you sell and bill. You are not handing over a playbook or fitting into a template.