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AI agents for sales-to-delivery handoffs
Short answer
At a project handoff, an AI agent combines the accepted offer, the CRM entry and the salesperson's correspondence into a short summary for the project manager: what the client bought, what they must prepare before the start and what to ask the salesperson. The agent costs from €3,000 net at Syntalith and, with 80 project handoffs a month at 60 minutes each, pays back in 1.5 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net per agent for one process, build paid once
- from €3,000
- from signing the contract to acceptance
- 6–16 weeks
- free prototype on your cases
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Service companies and AI: statistics 2026
1.5 mo.
payback of a €3,000 agent with 80 project handoffs a month: €2,792 of work today, €843 with checking and the model. Scenario.
40%
According to a study published in Science (2023), ChatGPT cut the time 453 professionals spent on writing tasks by 40%.
Source: Noy and Zhang, Science (2023) ↗
40.4%
According to Eurostat (2025), 40.4% of EU enterprises in professional, scientific and technical activities used AI.
Source: Eurostat, Use of artificial intelligence in enterprises (2025) ↗
90%
According to the European Commission (2026), 90% of companies that use AI say people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer on AI and algorithmic management (2026) ↗
31.1%
According to Eurostat (2025), 31.1% of EU enterprises that use AI use it for business administration or management.
Source: Eurostat, Use of artificial intelligence in enterprises (2025) ↗
Figures checked: 22 October 2026
A workshop and recommendations were sold
The client accepted an offer covering a workshop and recommendations for their team. In the handoff to delivery, the salesperson wrote only „workshop”. The manager prepares the meeting without knowing that a document with recommendations has to follow it. The client will raise it at the first meeting, and the delivery team will have no time planned for that work.
The agent shows the clause from the offer next to the shortened handoff and proposes a question for the salesperson: what was agreed with the client about the recommendations, and what materials do we expect from them before the work? Every point in the summary leads to a passage of the offer or a message, because „the client wants recommendations” may mean an interest they mentioned or an element of the service they bought. When the salesperson replies, the addition goes into the same handoff note.
- The scope of the service bought, with a link to the accepted offer
- Arrangements from conversations that change the team's work
- Materials the client has to supply before the start
- Questions for the salesperson and their answers
A long summary of every contact would leave the manager to pick out what matters. The summary focuses on the promised work and the preparation before the first meeting.
What it costs and when it pays back
- Today
- 80 project handoffs × 60 min = 80 h (€2,792)
- With the system, a person checks the output in 30% of the time
- €838
- Model, 2 calls per case, Claude Sonnet 5.5
- €6
- Cost of one case
- €34.90 today, €10.54 with the system
- Saving
- €1,949 a month
Payback of €3,000
1.5 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 15,000 input and 1,000 output tokens per call at Anthropic's rates, converted at the ECB rate of 1.1205 USD per euro on 22 October 2026. The time covers reading the offer and the correspondence and asking the salesperson before the first meeting.
The count covers the work around a case: searching, reading, writing and passing things on. What remains is the time to check the output, 30% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a €0 test that takes 5 working days.
What you can improve in your current CRM
First check whether the project lead has access to the accepted offer and whether the salesperson records arrangements at the sale. A shared handoff form is enough when the team fills it in. Checking offers before they go out also has ready-made solutions: HubSpot describes quote approvals by criteria and by named people. An agent makes sense when the arrangements are scattered across free-form notes and emails, and the manager has to work out each time what they mean for the team.
Salespeople fill in the handoff form
a form in the CRM
configuration
A few projects a quarter
a handoff meeting with the salesperson
no build
Dozens of projects, arrangements in emails and notes
an agent that prepares the summary
from €3,000
Where to start
The first scope covers one type of service and the handoffs between a chosen sales team and delivery. On a finished handoff we look at the summary with the salesperson and the manager. We build this as part of AI agents. For the free process review, a description of one case from recent weeks and the tools it ran through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.
Worked example · Scenario
How we count the payback: team collaboration tools
We run the same count for your projects in the free process review.
€4,534
a month for finding agreements and handing over cases in a team of 10
Payback: 1 mo.
3 hours a week per person for finding agreements and handing over cases is our assumption. A 30% cut sits within the range of controlled studies (MIT: 40%, Harvard and BCG: 25%). €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Licence: ChatGPT Business or Claude Team at 20 USD per person a month on annual billing, about €17.85 at the ECB rate of 1.1205 USD per euro on 22 October 2026. Rollout: from €1,150 for up to 10 people, from €2,300 for 11 to 40 people.
See the full calculation →
