AI Agents
XBuddy AI Agents are autonomous background workers that monitor your business data, detect anomalies, and take action — without waiting for a human to notice. From flagging overdue invoices to predicting stockouts, coaching sales reps on at-risk deals to detecting payroll anomalies, AI Agents work continuously across every module while your team focuses on decisions that require judgment.
XBuddy ships with 154 agents across 24 business domains. Each agent runs on a schedule or is triggered by events, produces a structured report, and can take configurable actions such as creating tasks, sending notifications, or updating records.
AI Agents require an active subscription with AI token quota. Go to Settings → Billing to check your usage. Each agent’s token cost is shown in the agent catalog.
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[Screenshot: AI Agents — Agent Catalog with Domain Filters]
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How AI Agents Work
Trigger Types
| Trigger | Description | Example |
|---|---|---|
| Scheduled (Cron) | Runs on a fixed schedule | Daily at 9:00 AM — check overdue invoices |
| Event-driven | Fires when a specific business event occurs | New lead created → score and categorize |
| Manual | Run on demand from the agent catalog | Run a cash flow forecast before a board meeting |
| Hybrid | Runs on schedule AND can be triggered manually | Weekly digest, also run-on-demand |
Agent Output Structure
Every agent run produces a structured report with:
- Status —
completed,partial,skipped, orfailed - Summary — a plain-language description of what was found and done
- Actions Taken — list of entities affected (e.g., tasks created, notifications sent, records updated)
- Outputs — structured data for visualization (charts, tables, trend lines)
- Tokens Used — AI token consumption for cost tracking
Running an Agent Manually
- Go to Automation → AI Agents
- Browse the catalog or filter by domain
- Click on an agent and then Run Now
- View the run report when complete — find it under Run History
Configuring an Agent
Most agents have configurable parameters:
- Thresholds — e.g., invoice overdue threshold (days), score cutoff for lead qualification
- Scope — e.g., which departments, warehouses, or product categories to monitor
- Actions — toggle on/off: create task, send notification, update record
- Recipients — who receives notifications from this agent
Go to Automation → AI Agents → [Agent] → Settings to configure.
Agent Catalog by Domain
Finance (20 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Invoice Collector | Detects overdue invoices; sends automated reminders to customers | Daily 9 AM |
| Cash Flow Forecaster | Projects 30/60/90-day cash position from AR/AP data | Weekly |
| Budget Variance Alert | Flags departments exceeding budget by configurable threshold | Daily |
| Tax Compliance Auditor | Checks VAT calculations and flags missing declarations | Weekly |
| Financial Close Assistant | Tracks month-end close tasks; nudges team on blockers | Daily (close period) |
| Fixed Asset Depreciation Monitor | Alerts on assets approaching full depreciation | Monthly |
| Accounts Payable Optimizer | Identifies early payment discounts and payment prioritization | Weekly |
| Credit Risk Scorer | Scores customer creditworthiness based on payment history | Weekly |
| Revenue Leakage Detector | Finds uninvoiced completed orders and service gaps | Weekly |
| FX Exposure Monitor | Alerts on open foreign currency invoices with high FX risk | Daily |
Accounting (7 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Journal Entry Validator | Checks for unbalanced, duplicate, or suspicious journal entries | Daily |
| Period Close Status Agent | Tracks reconciliation tasks; reports blocking items | Daily (close period) |
| Recurring Journal Monitor | Verifies recurring templates fired correctly each period | Monthly |
| VAT Filing Assistant | Aggregates VAT lines and prepares Form 01/GTGT data | Monthly |
| KPI Alert Agent | Fires when key financial KPIs cross configured thresholds | Daily |
| TT99 Compliance Checker | Validates accounting entries against Vietnamese VAS TT200 requirements | Monthly |
| Bank Reconciliation Assistant | Identifies unmatched bank transactions and suggests matches | Daily |
CRM (8 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Lead Scorer | Scores new leads based on profile and engagement signals | Event-driven |
| Deal Coach | Analyzes stalled deals and suggests next best actions | Daily |
| Contact Auto-Labeler | Classifies contacts by industry, size, and engagement level | Event-driven |
| Quote Followup Agent | Detects quotes without response after configurable days; nudges sales rep | Daily |
| Customer Health Monitor | Tracks engagement signals and flags at-risk accounts | Weekly |
| Upsell Opportunity Detector | Identifies customers ready for upsell based on usage and lifecycle stage | Weekly |
| Pricing Optimizer | Analyzes win/loss data and recommends price adjustments | Monthly |
| Pipeline Health Checker | Flags pipeline stages with low conversion or stale deals | Weekly |
Sales (9 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| POS Daily Reconciliation | Reconciles POS sessions vs bank deposits | Daily |
| POS Sales Analyst | Identifies top-selling items, slow movers, and promotion performance | Daily |
| POS Shrinkage Detector | Flags unusual voids, discounts, or refund patterns | Daily |
| POS Peak Staffing Advisor | Analyzes traffic patterns and recommends staffing for peak hours | Weekly |
| Sales Forecast Monitor | Compares actual vs forecast and alerts on significant deviations | Weekly |
| Commission Anomaly Detector | Flags unusual commission calculations before payroll run | Monthly |
| Win/Loss Pattern Analyzer | Identifies why deals are lost and surfaces coaching opportunities | Monthly |
| Quote Conversion Tracker | Tracks quote-to-order conversion rate by rep and product | Weekly |
| Renewal Risk Predictor | Flags expiring contracts at risk of non-renewal | Weekly |
Customer Success (7 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Churn Prevention Agent | Detects early churn signals; triggers outreach playbook | Weekly |
| Health Score Trend Agent | Tracks health score changes and alerts on significant drops | Weekly |
| NPS Followup Agent | Detects low NPS scores and routes to CSM for follow-up | Event-driven |
| Expansion Signal Detector | Identifies customers showing upsell readiness signals | Weekly |
| Onboarding Milestone Tracker | Tracks onboarding progress and nudges on overdue milestones | Daily |
| Lifecycle Transition Agent | Moves customers through lifecycle stages based on activity | Weekly |
| Contract Renewal Risk Agent | Calculates renewal risk score 90 days before contract end | Weekly |
HR (11 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Recruitment Screener | Pre-screens applicants and ranks by job match criteria | Event-driven |
| Retention Risk Predictor | Identifies employees at risk of leaving based on engagement signals | Monthly |
| Leave Pattern Analyst | Detects unusual leave patterns that may indicate burnout | Monthly |
| Succession Planning Advisor | Identifies high-potential employees for succession gaps | Quarterly |
| Performance Coach | Suggests coaching actions for underperforming team members | Monthly |
| Payroll Readiness Checker | Verifies all attendance, leave, and variable pay data before payroll run | Monthly |
| Overtime Compliance Monitor | Flags employees exceeding legal overtime limits | Weekly |
| Salary Band Drift Monitor | Identifies employees whose salary has drifted outside their grade band | Quarterly |
| Payroll Anomaly Detector | Detects unusual changes in payroll amounts vs previous period | Monthly |
| Learning Gap Detector | Identifies skill gaps and recommends training for each employee | Quarterly |
| HR Policy Compliance Agent | Checks HR processes for policy adherence (probation, annual review cycles) | Monthly |
Performance & OKR (7 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| OKR Progress Tracker | Monitors key result progress and alerts on at-risk objectives | Weekly |
| OKR Alignment Validator | Checks that team OKRs align with company objectives | Quarterly |
| OKR Check-in Nudger | Reminds teams to submit OKR check-ins before deadline | Weekly |
| OKR Cycle Summarizer | Generates end-of-cycle achievement summary report | End of cycle |
| Review Completion Monitor | Tracks performance review completion rates by manager | Monthly |
| Calibration Bias Detector | Detects rating bias patterns in performance review scores | Quarterly |
| IDP Milestone Tracker | Monitors Individual Development Plan goal completion | Monthly |
Learning Management (2 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Training Completion Monitor | Tracks mandatory training completion and flags overdue employees | Weekly |
| Learning Effectiveness Agent | Analyzes course completion rates and assessment scores | Monthly |
Inventory & Supply Chain (10 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Stockout Risk Predictor | Predicts which SKUs will stock out in the next 14 days | Daily |
| Inventory Turnover Analyst | Identifies slow-moving and dead stock for clearance action | Weekly |
| Vendor Risk Assessor | Scores vendors by delivery performance and quality | Monthly |
| PO Cycle Time Monitor | Flags purchase orders taking longer than the SLA to deliver | Daily |
| RFQ Response Analyzer | Compares vendor quotes and recommends best value selection | Event-driven |
| Goods Receipt Validator | Checks GRN vs PO quantities and flags discrepancies | Event-driven |
| Reorder Point Optimizer | Recommends reorder point adjustments based on demand patterns | Monthly |
| Supplier Scorecard Agent | Generates monthly supplier performance scorecards | Monthly |
| Demand Forecast Agent | Forecasts demand for the next 30/60/90 days by product | Weekly |
| Three-Way Match Validator | Validates PO → GRN → Invoice alignment before payment approval | Event-driven |
Manufacturing (7 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Work Order Delay Monitor | Flags work orders at risk of missing due date | Daily |
| Material Shortage Predictor | Predicts material shortages before production schedule impact | Daily |
| Production Capacity Planner | Analyzes work center utilization and identifies bottlenecks | Weekly |
| Quality Defect Analyst | Identifies recurring defect patterns by product, line, or operator | Weekly |
| NCR Escalation Agent | Escalates open NCRs that exceed resolution SLA | Daily |
| Inspection Pass Rate Monitor | Tracks inspection pass rates and alerts on declining trends | Weekly |
| BOM Variance Detector | Identifies actual vs planned material consumption variances | Weekly |
Field Service (11 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| SLA Breach Predictor | Predicts which field jobs are at risk of breaching SLA | Daily |
| Parts Availability Agent | Checks parts inventory before technician dispatch | Event-driven |
| Contract Renewal Predictor | Identifies expiring service contracts at renewal risk | Weekly |
| Technician Utilization Optimizer | Analyzes technician schedule gaps and recommends optimization | Weekly |
| Failure Code Analyzer | Identifies recurring equipment failure patterns for preventive maintenance | Monthly |
| Smart Dispatch Recommender | Recommends optimal technician assignment based on skills and location | Event-driven |
| Customer Satisfaction Monitor | Analyzes post-service feedback and flags low-rated technicians | Weekly |
| First-Time Fix Rate Tracker | Monitors FTFR by technician and equipment type | Weekly |
| Service Revenue Leakage Detector | Finds uninvoiced completed service orders | Weekly |
| Preventive Maintenance Scheduler | Recommends PM schedules based on failure history | Monthly |
| Parts Consumption Analyzer | Tracks parts usage trends and predicts stockout for common parts | Monthly |
Quality (3 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| NCR Escalation Agent | Escalates unresolved NCRs past SLA to quality manager | Daily |
| Inspection Pass Rate Monitor | Tracks quality inspection pass rates by product and line | Weekly |
| CAPA Completion Tracker | Monitors corrective action deadlines and flags overdue items | Weekly |
Logistics (8 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Shipment Delay Predictor | Predicts shipments at risk of late delivery based on carrier data | Daily |
| Delivery Exception Handler | Automatically routes failed delivery exceptions to resolution | Event-driven |
| Carrier Performance Monitor | Tracks on-time delivery rates by carrier | Weekly |
| Return Rate Analyst | Identifies high-return products and root cause patterns | Weekly |
| Route Optimization Agent | Recommends optimal delivery routes for upcoming shipments | Daily |
| Last-Mile Tracker | Monitors last-mile delivery status and proactively notifies customers | Event-driven |
| Freight Cost Analyzer | Compares actual vs contracted freight rates and flags overcharges | Monthly |
| Customs Compliance Checker | Validates shipment documentation for customs requirements | Event-driven |
Distribution (3 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Distribution Route Optimizer | Recommends optimal van routes for daily distribution | Daily |
| Van Sales Reconciliation | Reconciles van sales transactions vs returned goods vs cash | Daily |
| Distributor Performance Agent | Scores distributors by volume, payment, and return rate | Monthly |
Projects & Tasks (4 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Project Risk Monitor | Identifies projects at risk based on schedule, budget, and resource signals | Weekly |
| Task Bottleneck Detector | Finds tasks blocking multiple downstream tasks | Daily |
| Resource Utilization Agent | Flags over-allocated and under-utilized team members | Weekly |
| Approval SLA Enforcer | Escalates approval tasks that exceed configured SLA in project workflows | Daily |
Analytics (3 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| KPI Regression Detector | Alerts when any tracked KPI regresses more than the configured threshold | Daily |
| Report Delivery Monitor | Checks that scheduled reports were delivered successfully | Daily |
| Data Freshness Guardian | Alerts when key data sources haven’t been updated within expected intervals | Daily |
Knowledge & Documents (4 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Stale Content Detector | Flags knowledge base articles not updated in 90+ days | Monthly |
| Search Gap Analyzer | Identifies searches with no results — content gaps to fill | Weekly |
| Knowledge Coverage Agent | Maps documentation coverage against product features | Monthly |
| Document Expiry Monitor | Alerts on documents with upcoming expiry dates (contracts, certifications) | Weekly |
Marketing (5 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Campaign Performance Analyzer | Tracks campaign ROI and flags underperforming campaigns | Weekly |
| Lead Scorer (Marketing) | Scores inbound leads from marketing campaigns | Event-driven |
| Content Performance Tracker | Analyzes content engagement and recommends high-performing topics | Weekly |
| Hot Lead Nurture Agent | Detects leads showing high intent signals and routes to sales | Event-driven |
| Marketing Channel Optimizer | Compares ROI by channel and recommends budget reallocation | Monthly |
F&B Vertical (3 agents)
| Agent | What It Does | Schedule |
|---|---|---|
| Food Cost Monitor | Tracks actual vs theoretical food cost by menu item | Daily |
| Kitchen Throughput Agent | Analyzes kitchen capacity vs order volume and flags bottlenecks | Daily |
| Waste Reduction Agent | Identifies high-waste ingredients and recommends portion control | Weekly |
General (1 agent)
| Agent | What It Does | Schedule |
|---|---|---|
| Weekly Business Digest | Generates a cross-domain executive summary of the past week’s performance | Weekly (Monday) |
Master Orchestrator
The Master Orchestrator is XBuddy’s cross-domain intelligence layer. Rather than running individual agents in isolation, the Orchestrator coordinates 17 domain controllers simultaneously — Finance, Sales, HR, Operations, CRM, Supply Chain, Manufacturing, Logistics, OKR, Performance, Payroll, Knowledge, POS, Customer Success, Field Service, Approvals, and Analytics.
An Orchestrator run produces a unified executive summary with:
- Domain-by-domain status and key findings
- Cross-domain risk signals (e.g., sales pipeline drop + finance cash gap + HR attrition = company-level risk)
- Recommended actions prioritized by impact
Run the Orchestrator from Automation → Orchestrations → Run Now, or schedule it weekly.
Subscription & Token Usage
AI Agents consume AI tokens each time they run. Token usage varies by agent complexity:
| Agent Type | Typical Token Cost |
|---|---|
| Simple monitoring (no AI inference) | 0 tokens |
| Pattern detection with AI | 200–1,000 tokens |
| Forecasting and scoring | 500–3,000 tokens |
| Generative summaries | 1,000–5,000 tokens |
Check your token quota and usage in Settings → Billing → AI Usage. Purchase additional AI Credit add-ons if needed.
FAQ
Q: Can I disable a specific agent?
A: Yes. Go to Automation → AI Agents → [Agent] → Settings and toggle it off. The agent will stop running on its schedule but can still be run manually.
Q: Will agents take action automatically without my approval?
A: By default, agents create tasks and send notifications but do not modify records without explicit configuration. You can enable “auto-action” for specific agents in Settings — for example, auto-updating a lead score or auto-sending a payment reminder.
Q: How do I see what an agent did?
A: Open the agent from the catalog and go to Run History. Each run shows the summary, actions taken (with links to affected entities), outputs, and token cost.
Q: Can I build a custom agent?
A: Custom agent development is available on Enterprise plans. Contact your account manager or the XBuddy team for details.
Q: What happens if an agent fails?
A: Failed runs are logged with an error reason. The agent retries on its next scheduled run. For critical agents, configure an alert notification to your admin team on failure.
Q: Do agents share data across tenants?
A: No. Every agent run is fully isolated to your workspace. Agent data never crosses tenant boundaries.