AI Agents and Assistants
What is an AI agent? A plain-English guide for business owners
What an AI agent is, how it works, where it helps a small business, the risks, and a 7-point check to see if you are ready for one.
Business Agents
AI Meeting Agent
Meeting notes, decisions and action items captured and routed to owners without anyone typing them up.
Most meetings end with good decisions and a vague sense of who is doing what. A week later, half the actions are forgotten. This agent takes your recording or notes, writes a clean summary of decisions and action items, and sends each item to its owner in the tools your team already uses. You choose the format, the routing rules and where everything lands.
- Clear summaries of decisions and actions after every meeting
- Each action item routed to its owner automatically
- No one on the team typing up notes after the call
$1,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Meeting Agent is a background workflow that turns your meeting recordings or notes into a clean summary of decisions and action items, then routes each item to its owner in the tools you already use. It is tested on your own sample meetings before launch, so the summaries match how your team works.
Why businesses buy it
Unrecorded decisions get made twice, and unassigned actions quietly never happen. That costs projects time and leaves clients waiting on follow-ups nobody owned. This agent turns every meeting into a written record and puts each task in front of the person responsible, so meetings produce progress instead of more meetings. It runs in the background with no new app for your team to learn. The workflow, connected systems and summary format are listed on the Scope Card before you order, and it is tested on your own meetings before launch.
Problems this solves
Decisions made in meetings are forgotten within days
The agent turns your meeting recordings or notes into a clean summary of decisions and action items. It runs in the background as one workflow, so nobody has to write minutes.
Action items have no clear owner after the call
Each action item is routed to its owner in the tools you already use, across up to three connected systems. People get their tasks where they already work.
Generic summaries miss how your team actually talks and works
Before launch, the workflow is tested on your own sample meetings across a set of test runs. Summaries are adjusted until they match how your team records decisions and assigns work.
A good fit if
Meetings produce decisions and action items that live only in someone's memory or a scattered notes doc.
You want action items landing directly in the task tool or channel where the owner will actually see them.
Your process fits a single workflow of up to 12 steps, such as transcript in, summary out, tasks routed.
You can give access to up to three systems, such as your meeting recording tool, task tool and messaging app.
Not the right fit if
You need ongoing tracking of those tasks after they are created, including deadlines and blockers across a whole project. See AI Project Manager Agent.
You need a full inbox and calendar managed around the meetings themselves, not just what happens inside them. See AI Executive Assistant.
You are one person wanting your own notes and to-dos organized, not a team-wide meeting process. See AI Personal Productivity Agent.
You need more than one workflow or more than three connected systems. Add a note at checkout for a Change Quote, or use the Custom AI enquiry form for a larger rollout.
How it works
- A meeting recording or transcript is received from the tool you connect, such as your video platform or a shared notes doc, with no manual upload needed.
- Decisions and action items are pulled out. The one AI decision or drafting step in the workflow identifies what was agreed and what was assigned, separating it from general discussion.
- A summary is drafted in the format you approved, short enough to read in under a minute, with decisions and owners listed clearly at the top.
- Action items are routed to their owners, landing in the task tool or channel you connected, addressed to the person named in the meeting rather than a shared inbox.
- Anything ambiguous, such as an action item with no clear owner, is flagged rather than guessed at, so nothing gets silently assigned to the wrong person.
- The workflow runs the same way every time, tested across 20 runs on your own sample meetings before it goes live.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- The systems involved, such as your meeting recording tool, task manager and messaging app, with admin or API access to each.
- A description or a short recording of how you currently capture and route meeting outcomes today.
- Five to ten real meeting recordings or transcripts to build and test the workflow against.
- Who should be alerted if a step fails or an action item has no clear owner.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- Your business information (company basics, hours and brand voice), shared during intake.
- One decision-maker who can approve the workflow steps during the build.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, workflow steps agreed.
Weeks 1–2
Summary and routing workflow built.
Week 3
Recording, task and messaging systems connected.
Weeks 3–4
20 test runs on your sample meetings.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $1,900 |
| Express | 15–25 working days | $2,300 |
| Rush | 10–20 working days | $2,650 |
What you receive at handover
- The AI Meeting Agent workflow, running in the background in your environment
- Connections to up to three of your systems, such as your recording tool and task manager
- Workflow, prompt and guardrail configuration
- A test report from the test runs on your sample data
- An admin guide and the recorded handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can save the time someone spends writing up minutes
- Helps action items reach their owners soon after the meeting
- Makes it easier to check what was decided weeks later
- Action items completed by their due date
- Track items from summaries in your task tool. Compare completion with a sample of items from meetings before launch.
- Time spent writing minutes
- Ask whoever writes minutes to estimate weekly time before launch and after the first month.
- Time from meeting end to summary
- Compare when notes were shared for past meetings with the timestamps on the agent's summaries.
Before you start: Collect notes from a handful of recent meetings and check how many action items were done on time. Note who writes minutes and how long it takes.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running it costs roughly $20 to $100 a month in your own accounts, covering the automation platform and AI model usage for the drafting step. Cost tracks how many meetings run through it each month.
AI usage during build and testing is billed the same way, in accounts you control.
Ask about running costsCustom requirements
Add a note at checkout if you need something specific. If it fits within the Scope Card it is simply included. If it goes beyond it, you get a written Change Quote within two working days, and that work starts only once you accept it, with its time added to your delivery date.
Request a custom versionKeep it running
Optional monthly maintenance includes monthly change hours for small changes such as a reworded summary format or a new routing rule. The allowance scales with the build, and bigger changes go through a Change Quote. Maintenance starts after the 30 days of included support and can be cancelled any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A meeting-notes app charges a monthly seat fee per user, whether they attend one meeting or ten | A process consultant bills hourly to map and automate this | Ours is one fixed price, shown before you buy |
| Setup | A SaaS notetaker needs you to wire up routing rules yourself | An agency's automation setup is agreed project by project | Ours ships with routing to task owners already built and tested |
| Accuracy check | A SaaS notetaker's summary is whatever the model produces, unreviewed | An agency's testing depends on who is staffed | Ours is tested across 20 runs on your real meetings before launch |
| Delivery | A SaaS tool is live as soon as you finish setup yourself | A consultant engagement usually runs several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Does it join the meeting itself?
No. It works from the recording or transcript your meeting tool already produces, so there is no separate bot joining the call or sitting in the room. If your platform does not produce a transcript automatically, we confirm compatibility with you during intake.
What if an action item has no clear owner?
It is flagged rather than guessed at. The summary lists it as unassigned so a person can route it properly, instead of the agent picking whoever happened to be mentioned first in the discussion and possibly assigning it to the wrong teammate.
What's a realistic monthly cost to keep it running?
Roughly $20 to $100 a month in your own accounts, covering the automation platform and AI model usage for the drafting step. Cost mostly tracks how many meetings run through it each month, and there is no separate fee to us for running it.
Can it handle more than one type of meeting?
The build covers one workflow. If your team's weekly standup and your client calls need genuinely different summary formats or routing rules, that counts as a second workflow, available as an add-on and quoted separately from the base build price.
How much time does my team spend on setup?
Roughly one to two hours for intake, describing your current process and sharing sample meetings, spread across the 72 hours after you order. Then about 30 minutes reviewing the 20 test runs before launch, plus the recorded 45-minute handoff session.
Where do the action items end up?
Wherever you connect: a task in your project tool, a message to the owner in Slack or Teams, or both at once. You choose the routing during intake, and it can be adjusted later through monthly maintenance if priorities shift.
Can I change the summary format later?
Yes. Small wording or layout changes fit inside the monthly change hours included with maintenance. A structurally different summary, such as adding a whole new section type, usually still fits there, but larger changes get a short Change Quote first.
What if it misses something at launch?
You get two rounds of changes during the build, after seeing the 20 test runs against your real meetings together. After delivery you have five working days to flag anything against the Scope Card, fixed at no extra cost to you.
Guides on this topic
All guides Stop losing decisions the moment the call ends.
Order the AI Meeting Agent and every meeting ends with a written summary and action items sent to their owners. The workflow and routing rules are agreed in writing before you pay.
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