Public administration · Rollout scenario · Updated
Public office notes: each department's position and the open points
ChatGPT or Claude writes a working note from a meeting of departments: each department's position, the points in dispute and the next steps. Each author checks their own part.
ChatGPT or Claude, team of up to 10 people
from €1,150 net
Review and written plan: €0
Results measured after 30 days
How much does an AI rollout for meeting notes in a public office cost, and when does it pay back?
Short answer
An AI rollout for meeting notes in a public office costs from €1,150 net. In our scenario it pays back in 1.3 months. Today, writing notes after 60 meetings costs €1,396 a month. After the rollout, the same work costs €528, licences included. Minutes and the formal adoption of decisions follow the office's own rules. The note is supporting material. The first call with an engineer is free.
Statistics
Meetings and AI at work statistics 2026
55%
According to Microsoft (2023), 55% of workers say the next steps are unclear at the end of a meeting.
The team gets back about 30 hours of work a month, or 4 working days, and the company €10,416 a year. We count after the time a person spends checking and after the licences.
60 meetings × 40 min = 40 h × €34.90 = €1,396 a month. With ChatGPT or Claude, a person checks and corrects the draft in 25% of the old time (€349), and licences for 10 people cost €178.54. That leaves €528. The saving is €868 a month, so €1,150 pays back in 1.3 months.
Assumptions: Our assumptions are 40 minutes for the working note and agreeing it with the departments, 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.
foap.com customer service: 95% of replies are sent automatically.
Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.
the system sends the answers itself, without human typing
95%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
When there are many notes, we move them into a system
We built a system that turns a call recording into a list of agreed points with the person, the deadline and the moment in the recording. A complaint, a payment or an unclear deadline goes to an employee. On 12 test calls it passed 9 of 9 checks.
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
Company accounts with roles and your own administrator
A note template with each department's position
Team training on your own meetings
Measurement sheet before and after 30 days
What happens to your data
On Business and Team plans the provider does not train models on company data by default.
We write down which meetings and data may be shared. The management board approves the AI policy.
Where personal data is involved, we sign a data processing agreement first.
After the rollout you keep the accounts with your own administrator, the AI policy, projects with company knowledge and the measurement sheet. You buy licences directly from OpenAI or Anthropic, with no mark-up from us. Already use ChatGPT or Claude? A review of your setup takes one day and costs €450 net.
Questions
How much does an AI notes rollout cost?
From €1,150 net for a team of up to 10 people, paid once, in 2 weeks. You buy ChatGPT Business or Claude Team licences directly from the provider, about €17.85 a person a month on annual billing. For 10 people the first year comes to €3,292 in total.
Are these minutes in the legal sense?
No. This is a working note for further work. The office sets the rules for minutes and for adopting decisions.
When does it not pay off?
Below 12 meetings a month in a team of 6 people the payback takes more than a year. Then Business or Team accounts and the provider's documentation are enough. We will help you choose a plan in the free process review.
What do we need to prepare?
Your meeting note template, 3 sample notes and the office's rules on recordings and data.
Let's talk
Just write, call or choose a date.
We work fast because we hate corporate cotton wool. We don't have salespeople or managers to keep an eye on managers. You talk immediately to engineers who then build your system. We respect each other's time and yours too.
We will accept 3 more companies by the end of the year.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
customer service
