MULTI-AGENT SYSTEM FOR INVOICING

30% increase in efficiency in business-critical finance processes

How AI agents automate business-critical processes

Invoicing is a business-critical yet time-consuming task in iteratec’s finance department. This is because nearly every invoice is customized for each customer. Manual work ties up valuable resources. At the same time, scaling is difficult, as more orders mean more manual work.

Together with its own finance team, iteratec therefore developed MAIA, the Multi-Agent Invoicing Assistant. The AI agent system automates the process of outbound invoicing, from data verification and creation to final archiving.

This brought a 30% increase in efficiency, improved quality, and freed up capacity for strategic tasks. But MAIA also demonstrates something fundamental: Generative Artificial Intelligence (GenAI) can be safely integrated into business-critical processes if it is built correctly from the start.

Advantages of the multi-agent system

Time savings & productivity

MAIA reduces the time spent on accounting tasks by 30% and—with each additional upgrade—continually frees up more capacity for analysis, consulting, and further development within the team.

Scalability without additional effort

With MAIA, iteratec can grow as a business without having to build up a proportionally larger finance team.

Quality & Consistency

The AI learns customer-specific rules and ensures that every invoice meets individual requirements. Colleagues now only check the invoice at the end of the process.

Faster cash flow

Invoices are sent out earlier and more quickly, and the number of queries is reduced.

Best practice for human-AI collaboration

MAIA consists of several AI agents that work together as a virtual team, each with a clearly defined role.
The process is initiated at the end of the month or project. MAIA retrieves the relevant data from time-tracking and project management systems and handles the customization of the invoice, invoice generation, and document compilation. In the future, it will also handle the mailing process.

Finally, the finance team reviews the invoice during a quality control check before it is sent to the customer. This human-in-the-loop component ensures reliability while also providing valuable feedback for continuous improvement. “MAIA is like a colleague who started as a working student and has since taken on increasingly challenging tasks. This takes a huge load off our shoulders and creates a mutual learning process. Plus, we finally have time to develop ourselves and scrutinize processes—something that simply wasn’t possible for us before,” says Astrid Stadler, Team Lead Finance & Controlling.

Using GenAI in business-critical areas

The real challenge was not so much GenAI itself, but rather integrating the technology securely, reliably, and seamlessly into the IT landscape. Furthermore, it must meet the highest security standards, as MAIA processes sensitive financial data, personal time entries, and confidential customer information.

To address this, the team adopted a hybrid approach: where deterministic logic suffices, traditional automation is used. Where context, interpretation, and flexibility are required, AI takes over. Furthermore, the system was developed from the outset as “Secure by Design” in collaboration with internal IT security experts. This makes MAIA more robust, maintainable, and trustworthy.

Foundation for company-wide AI transformation

The system has been live since November 2025 and is already transforming the way work is done at iteratec. The high level of acceptance for MAIA and its technical agility stem from the fact that it was developed by an interdisciplinary team of finance experts, developers, AI specialists, and IT security experts.

Invoices are sent out sooner. Cash flow improves measurably. Queries decrease. And the finance team once again has time for what it’s actually there to do.

But MAIA is far more than just a finance tool. It is the starting point for a scalable AI infrastructure that will eventually be rolled out to other office processes. Because if AI works in this sensitive process, it works everywhere.

"We're just getting started with automating more processes using agents. With every project, we gain more experience, become more efficient, and demonstrate the benefits of GenAI to our colleagues. I'm looking forward to the future."

Alexander Youssef, Managing Director at iteratec

Would you like to find out more about MAIA?

Download the case study (in German) and find out:

how MAIA is technically structured – from the agent architecture to integration.
what security and compliance measures were required.
how iteratec ensures quality in probabilistic systems.
what specific lessons the team has learnt.
how you can implement similar AI projects in your organisation.

Download case study