Blog · Published · Updated
AI notes: the cost of a tool and an integration
Short answer
A plain meeting summary often comes from a tool the company already uses, once the licence and settings are checked. You pay separately when approved decisions have to reach the CRM or a project tool as tasks with an owner and a deadline. Such an automation costs from €3,000 net at Syntalith. At 120 meetings a month it pays back in 2.5 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 for the automation of one process, paid once
- from €3,000
- from signing the contract to acceptance
- 2–6 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
AI meeting notes in companies: statistics 2026
2.5 mo.
payback of a €3,000 automation at 120 meetings a month: €1,396 of retyping by hand, €214 with checking and the model. Scenario.
7.2%
According to Eurostat (2025), 7.2% of EU companies used AI to convert spoken language into a machine-readable format.
15.1%
According to Eurostat (2025), 15.1% of people aged 16 to 74 in the EU used generative AI tools for work.
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) ↗
90%
According to the European Commission (2026), 90% of EU companies that use AI say people take the decisions.
Source: European Commission, Flash Eurobarometer on AI (2026) ↗
Figures checked: 22 October 2026
First check what you already have
The cost of AI notes depends on where the work ends. If a summary to read is enough for the team, a tool the company already uses usually provides it. Microsoft describes Intelligent recap in Teams as a feature that depends on a Teams Premium or Microsoft 365 Copilot licence and on the transcription policies.
A summary to read after the meeting
a feature of your current tool
licence
Learning to check draft notes
team training
from €1,150 a day
A task list for approval with the part of the conversation
automation
from €3,000
A task saved in the right case in the CRM
automation with a write
from €3,000
The administrator checks the specific meeting type, the accounts and the features needed. One person's licence need not give every participant the same view. Settle the rules for recording and for access before you switch the feature on.
A summary and a task are two different checks
In the meeting someone says „I'll try to prepare the quote by Friday”, and later „I'll confirm the date after talking to the supplier”. A draft task with a firm Friday deadline drops the condition. The person checking must see both parts and be able to leave the deadline unconfirmed.
- 01TranscriptIt takes the transcript from the tool the company already uses.
- 02DecisionsIt lists the tasks with the part of the conversation they come from.
- 03UncertaintyIt marks a deadline or an owner that nobody confirmed.
- 04ApprovalThe person who ran the meeting corrects and approves the list.
- 05Write to the CRMThe task goes to the right case, with no duplicate when the meeting is processed again.
A name mentioned in the conversation need not mean the person responsible. Before the integration gets the right to write, settle who approves the fields and what happens after a note is corrected.
What it costs and when it pays back
- Today
- 120 meetings × 20 min = 40 h (€1,396)
- With the system a person checks the output in 15% of the time
- €209
- Model, 1 call per case, Claude Sonnet 5.5
- €4
- Cost of one case
- €11.63 today, €1.78 with the system
- Saving
- €1,182 a month
Payback of €3,000
2.5 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 tokens and 800 output tokens per call at Anthropic's rates, at the ECB rate of 1.1205 USD per euro on 22 October 2026. We took the transcript of a 45-minute meeting as 15,000 tokens.
The model is the smallest item here. The result depends on the time someone spends today retyping decisions, and on how much of it is left for checking.
Compare proposals for the same result
| Scope | What to compare in the budget |
|---|---|
| A summary in your current tool | Accounts, settings and access to the material |
| Learning to check notes | The workshop programme and the participant's own trial |
| A list for approval | Sources of the decisions, corrections and roles |
| A write to the system | Matching the case, confirming the operation and retries |
| Further work | Upkeep after a tool change and error handling |
If the team already has the right tool and the problem is checking drafts, start with team training. The workshop covers neither licences nor a connection to the CRM.
How to test the flow before launch
- A meeting with an unconfirmed deadline
- A decision withdrawn later in the same meeting
- Two similar projects that are easy to mix up
- Processing the same meeting again without creating a second task
- Access to the summary compared with access to the recording
The person who receives a task often needs only a short decision, without the whole conversation. The scope of sharing is the process owner's decision. For a conversation about AI notes and minutes, bring the type of meetings, their number a month and the place you retype decisions into today. A recording is not needed to agree the scope.
Worked example · Scenario
How we count the payback: meeting notes in the CRM
We run the same count for your meetings in the free process review.
€1,745
a month for writing notes after 150 meetings
Payback: 1 mo.
Our assumptions are 20 minutes for the note and task list after a meeting, and checking in 25% of the old time. €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. We count the whole licence against notes here, although the team also uses it for other work. Rollout: from €1,150 for up to 10 people, from €2,300 for 11 to 40 people.
See the full calculation →
