Yearly running cost Assuming 24,000 record updates a year
By hand $180K / year 4,000 hours of work
Subscription n.a.
This workflow $907 / year Machine usage only; setup, hosting and review are extra. How should CRM updates be applied? Keep contacts and deals current with source-linked updates from approved emails and call notes.
One record update includes up to 10 email or note extracts.
Review from exports Proposed CRM field changes $1,224 – 3,600 setup Write approved CRM changes Add an authorized system connection $1,512 – 4,560 setup
Which system should it connect to?HubSpot Salesforce No automatic record merges, deal-value changes or outreach. A record owner approves field changes; newer CRM values must not be overwritten silently.
What is included Start with a fixed field allowlist and communication exports. Store evidence timestamps and handle contradictions explicitly. This does not replace the CRM or infer missing commercial commitments.
Start with a fixed field allowlist and communication exports. Store evidence timestamps and handle contradictions explicitly. This does not replace the CRM or infer missing commercial commitments.
Editable fields: up to 12 approved CRM fields.
Model input budget: up to 6,000 tokens across the reference run.
Model output budget: up to 900 tokens across the reference run.
Standard independent test set: at least 100 record updates.
Strict independent test set: at least 200 record updates.
Reference application CPU: 2 cores.
Reference application memory: 4 GB.
What standard do you need? Choose the acceptance targets your provider must demonstrate on your own test material.
Standard Test the defined workload and controls. Correct contact and deal matches: ≥99% Supported field changes: ≥98% Included Strict Tighter targets and a larger independent test set. Correct contact and deal matches: ≥99.5% Supported field changes: ≥99% Setup +$360 – 1,200 My own requirements Agree different targets and scope with your provider. Quote separately
How these standards are measured Split by company and sales account. Include duplicate names, forwarded emails, contradictory dates, deleted contacts and a CRM edit made after approval. Agree the holdout set before tuning. Report each metric with its numerator, denominator and exclusions; abstentions count against coverage. Test all inputs, including failures, rather than only accepted results.
Targets for your selected standard What is checked Target Correct contact and deal matchesCorrect suggested record matches divided by all suggested matches; ambiguous identities remain unresolved. ≥99% Supported field changesCorrect, source-supported field changes divided by all proposed changes, evaluated against the latest approved record. ≥98% Required updates proposedValid in-scope updates proposed divided by all independently labeled updates; declining every change cannot pass. ≥90% Approval and data controlsPassed control cases divided by all independently tested unauthorized-action, stale-input and sensitive-data cases; any critical failure rejects delivery. ≥100%
Targets apply to the agreed independent test set, not every possible future input. During the pilot, a person reviews every result. Any unauthorized action or sensitive-data exposure fails acceptance.
How quickly do you need each record update? Choose the time from accepted input to a reviewable record update. Human review and waiting for source access are separate.
Within 30 seconds Included Within 15 seconds Setup +$144 – 480 Within 10 seconds Setup +$288 – 840
Timing details Measure wall-clock time including queueing, model calls, validation and permitted retries. Report failures and deadline misses. Faster targets need pilot testing; they are not vendor benchmarks.
The target applies to at least 95% of agreed test runs, with 1 in progress at a time.
How much should each record update cost? Choose a machine-cost target per record update. A lower cap may limit model calls and iterations.
Up to $0.09 Included Up to $0.075 Setup +$144 – 480 Up to $0.06 Setup +$288 – 840
Cost details Includes reference model usage, a retry allowance and allocated hosting at the stated volume. Human review, source-system subscriptions and paid connector access are separate. A tighter target must preserve the selected standards in the pilot.
Reference machine cost: $0.05 – 0.07 per record update at 2000 record updates a month. The selected cap is a target to test, not a replacement for this estimate.
Where do you want it to run? Run the workflow in your cloud or on your own machine. Choose separately whether it may use an external AI model.
Run it onYour cloud Local environment AI model accessApproved model API No external model calls
Data and access details Run in your controlled cloud environment with scoped access and retained review records.
Use an approved external model with the agreed data-processing terms and minimum necessary input.
Local hosting does not itself keep data offline. Connected business systems may still use the network. Private inference needs suitable hardware and a separate measured running cost; access and retention rules must be agreed before real data is used.
How do you want to use it? Choose a browser interface, an MCP tool for your current agent, or a standalone agent.
Web page Review each record update in a private browser interface. Included Your AI agent Call the workflow through MCP; the same access and approval rules apply. Setup +$72 – 360 Standalone agent Use a dedicated agent with the agreed triggers and controls. Setup +$144 – 480