How Much Does a Business AI Assistant Cost, and Who Builds It in Poland (2026)
How much does an AI assistant for a business cost in Poland in 2026? A personal AI assistant starts from €1,200 net (we invoice in PLN), automating one business process from €3,500 net, and an agent that runs a whole process from €6,000 net. Price depends on what the assistant actually does, not on the label. You start with a free process scan.
A personal AI assistant starts from €1,200 net, automating one business process from €3,500 net, and an agent that runs a whole process on its own from €6,000 net. Typical full implementations fall in the €6,000–35,000 net range. The price depends on how much work the assistant actually does, not on what you call it.
Quick answer
"AI assistant" has no single price, because the word covers very different things. At Syntalith we price them as separate lines, net:
- personal AI assistant (operator): from €1,200 net - one assistant for a person or small team that drafts replies, tidies documents, and speeds up everyday work,
- process automation (an assistant for one business process): from €3,500 net - a system that handles a specific, repeatable process end to end,
- agent that runs a process: from €6,000 net - an assistant that performs multi-step tasks across your systems, within the boundaries you set, escalates exceptions, and leaves a trail,
- typical full implementations: €6,000–35,000 net - project pricing based on the process, integrations, and risk,
- maintenance: priced individually - hosting, monitoring, SLA, and changes after launch,
- ongoing AI model cost: at typical volumes usually a few groszy per case, but calculated on real traffic, not fixed in advance.
The start is free: a process scan (€0) is a 30-minute engineer call plus a written takeaway in two business days. If you want a portable document with architecture and a fixed quote before a bigger decision, the current price of the implementation specification is €1,200 net.
The full, current price list for every line is on the Syntalith pricing page. The same question asked from the agent side, "how much does an AI agent implementation cost," we break down separately in the implementation pricing guide.
What do people mean when they say "AI assistant"?
That one phrase covers four different levels of responsibility. Before you ask about price, it helps to know which one you actually need.
A chatbot answers. It responds to questions: opening hours, order status, simple FAQs. If that is mostly what customers ask, a chatbot is enough and there is no point paying extra for an "agent."
A copilot helps. It suggests, drafts, and speeds up a person. The work still belongs to the human, and that is fine as long as that was the plan. This is exactly what a personal AI assistant is: it speeds up one person.
A personal assistant (operator) works beside you. It has access to your documents, inbox, or notes and performs repeatable pieces of work under your supervision. You still approve the output, but you do fewer things from scratch.
A process agent performs the work. It runs a process from request to result within the boundaries you set, escalates exceptions to a human, and leaves a trail you can check after the fact. This is the highest level and the highest budget.
The most expensive mistake is paying for a level of autonomy the process does not need. If someone sells you an "agent" when a copilot with a human at the end would do, you are paying for a word, not a system. How to tell one from the other step by step, we explain in the guide on what an AI agent is.
What each assistant costs
This is not a table of the whole market, just a way to read scope. The key column is "what it does": that sets the price, not the label.
| Assistant type | What it does | Typical starting cost | Ongoing cost |
|---|---|---|---|
| Personal assistant (operator) | Speeds up one person or a small team: drafts, documents, research, inbox order. | from €1,200 net | AI models (usually groszy per case) plus optional support |
| Process automation | Handles one repeatable business process end to end, with system integration. | from €3,500 net | maintenance individually plus models by volume |
| Agent that runs a process | Performs multi-step tasks in your systems, applies rules, escalates exceptions, leaves a trail. | from €6,000 net | maintenance with monitoring plus models by volume |
| Full multi-department rollout | Several processes, sensitive data, compliance and governance requirements. | €6,000–35,000 net | maintenance with SLA plus models by volume |
What drives the price?
The price does not depend on whether you call something an "assistant," a "copilot," or an "agent." It depends on five things.
Scope of work. An assistant that drafts something for approval is cheaper and lower risk than one that sends decisions to customers or changes data in an ERP by itself. The closer to money and personal data, the more work goes into boundaries and approvals.
Number and quality of integrations. Connecting one modern API is different work from integrating with a legacy system, an inbox, and Excel files. The price rises most where you have to work around a missing API or unusual data formats.
Process stability. An assistant works well where the process has rules and the exceptions can be named. If the company changes its workflow every week, it is better to order the process first, then automate it.
Data and security. Personal data, financial information, environment separation, SSO, or a DPA are not decorations. They are the conditions for going into production and a real part of the cost.
Volume. An assistant that runs 50 times a day can be simple. One that runs thousands of times a day has to be observable: monitoring, queues, limits, and error handling. More on how that maps to budget is in the implementation pricing guide.
How much do maintenance and tokens cost?
After launch there are two separate lines: maintenance and the ongoing cost of AI models.
Maintenance is priced individually, because it depends on whether the assistant is meant to run continuously and with what guarantee. It covers hosting and the database, monitoring and alerts, technical support or an SLA, updates to rules and integrations, and the time of the person on the company side who approves changes.
The cost of AI models (tokens) is billed by the providers based on usage, mainly the number of input and output tokens. At a single company's typical volumes this is usually a few groszy per case, but it cannot honestly be fixed in advance as a flat amount for everyone. You calculate it like this:
Monthly model cost =
number of cases per month
x average tokens per case
x the provider's token priceSo instead of promising a figure, we settle before launch: the estimated volume, the daily and monthly limits, what happens when the budget is exceeded, and whether the assistant may reach for a more expensive model only on harder cases. You check current token rates directly with the provider, because they change faster than a service price list.
Who builds this in Poland?
Several different types of vendor build AI assistants for businesses in Poland. They differ not only in price but above all in who is responsible for the system when no one is watching. We name the types, not the companies, because the right choice depends on your process, not on a brand.
Freelancers and no-code teams (usually 1,500–8,000 PLN). They assemble automation in Zapier, Make, or n8n quickly and cheaply. Great for a simple, stable process. The risk: there is often no production owner, meaning someone who reacts when an API changes or something breaks at two in the morning.
Automation agencies (packages, subscriptions). They sell ready packages and monthly subscriptions. Convenient when you want a predictable fee and do not need unusual integrations. Worth reading what is inside the subscription and what is a separate scope.
Software houses (project work, higher). They build custom software to order, usually in higher ranges. A good route for a large, complex system, though AI tends to be one of many topics for them rather than the specialty.
Engineering firms that embed AI into processes. This is where Syntalith sits. We treat an assistant as a process implementation with boundaries, escalation, an audit trail, and maintenance, and we publish prices openly. Our systems run in production at Polish companies. It is not the cheapest option for a simple FAQ, and we will say so if that is how it turns out.
One question orders this choice, whatever the vendor: "what exactly will this system do on its own, and how will I know it did it?" A direct answer, or the lack of one, tells you more than the whole pitch.
Buyer arithmetic: run it on your own numbers
Before you compare offers, calculate what the process costs you today. This is your substitution, not our promise:
Annual process cost =
hours per week spent on this process
x hourly rate of the people doing it
x 52The result frames the price conversation. If the annual cost of manual work is lower than the cost of implementation, we will advise against building it. If it is clearly higher even under cautious assumptions, it is worth moving to a detailed specification. Add the team's quality-control time and a stabilization period after launch, and do not count revenue you cannot measure.
When NOT to build an assistant
Honestly: there are situations where an AI assistant is a bad purchase, however fashionable it is.
- Low volumes. If the process happens rarely, the cost of building and maintaining it will not pay back even in an optimistic scenario. Manual handling can be cheaper.
- An unstable process. If the rules change every week and live in someone's head, write the process down on paper first. That is 80% of the work before AI even enters the picture.
- A ready SaaS is enough. Sometimes an existing off-the-shelf tool or a simpler chatbot at a fraction of the price solves the problem. There is no point building a dedicated assistant where a ready product already works.
If any of these three points fits your situation, we will say so plainly at the scan, before you spend a złoty.
How to start
- Book a free process scan and show one specific process.
- Prepare: who does the work, how many times a month, how long one case takes, which systems are in the path, and where the exceptions appear.
- After the call you get a recommendation: a personal assistant, process automation, an agent, an implementation specification, or an honest "not worth it yet."
Book a free process scan | See pricing | Personal AI agent | AI automations