Private ChatGPT in maintenance: documentation and earlier work orders
A technician names the machine, and the app finds its documentation and earlier work orders, with the source and date. The technician makes the diagnosis.
AI app, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does a private ChatGPT for a maintenance team cost, and when does it pay back?
Short answer
A private ChatGPT for a maintenance team costs from €3,000 net. In our scenario it pays back in 1.3 months. Today, finding answers to 400 questions in documents costs €2,792 a month. With the system, the same work costs €425. The technician makes the diagnosis and the repair decision. The app gathers the information. The test on your process is free.
Statistics
Finding information and AI statistics 2026
62%
According to Microsoft (2023), 62% of workers struggle with spending too much time searching for information at work.
According to the European Commission (2026), 90% of companies that use AI say people take the decisions. Only 2% of decisions in those companies are fully automated.
a month for finding answers to 400 questions in documents
Today€2,792
With the system€425
Payback: 1.3 mo.
In your company
Team of 4
100 questions · €698 a month
5.1 mo. payback
Team of 12
400 questions · €2,792 a month
1.3 mo. payback
Several plants
1,200 questions · €8,376 a month
0.4 mo. payback
The team gets back about 68 hours of work a month, or 9 working days, and the company €28,404 a year. We count after the time a person spends checking and after the model cost.
400 × 12 min = 80 h × €34.90 = €2,792 a month. With the system, a person checks the output in 15% of the old time (€419), and the model costs €6. That leaves €425. The saving is €2,367 a month, so €3,000 pays back in 1.3 months.
Assumptions: Our assumptions are 12 minutes to find the documentation and work order history for a machine, and checking in 15% 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. Model cost: Claude Sonnet 5.5, about 6,000 + 500 tokens per answer from documents, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
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.
It answers only from documents the person asking can open, and gives the source with every answer. A document outside their permissions never reaches the search. In the recorded run the answer was produced locally with a median of 521 ms, with no fees for an external API.
“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.”
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider.
Questions
How much does a private ChatGPT on company documents cost?
From €3,000 net, paid once. After the 5-day test the build takes 4 to 10 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own questions.
Does this connect to our maintenance system?
We check this before we quote. We price the connection to your work order system as part of the scope, or we start from an export.
When does it not pay off?
Below 50 questions a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the team, from €1,150 net, with projects on your own documents.
What do we need to prepare?
Equipment documentation, an export of work orders from the last 2 years and 30 to 50 typical questions from technicians.
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
