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 for Microsoft 365
Teams and Outlook meetings end with a summary in SharePoint and action items sent to each owner through Outlook or Teams.
Your meetings are booked in Outlook and held in Teams, yet the decisions still end up in someone's personal notes. This agent reads the transcript from OneDrive or SharePoint, writes a summary of decisions and actions, files it in the SharePoint library your team uses, and sends each owner their items by Outlook or Teams. It runs only on the Graph permissions your IT team grants.
- Meeting summaries filed in your own SharePoint library
- Owners receive their actions in Outlook or a Teams post
- Access limited to Microsoft Graph permissions IT approves
$3,400
20–30 working days
Optional maintenance $249/mo
What it is
AI Meeting Agent for Microsoft 365 turns transcripts or notes held in OneDrive or SharePoint into a summary of decisions and action items. It reads the Outlook invite for attendees, files the summary in SharePoint and sends items by Outlook or a Teams post, through Microsoft Graph permissions your admin grants.
Why businesses buy it
Microsoft 365 holds your files, calendars and calls, but meeting outcomes still depend on someone typing a recap. When they do not, projects drift and the same discussion happens twice. This agent writes the record and files it where the project already lives, so anyone can find what was agreed and owners get their actions the same day. Your IT team stays in control of every permission. The libraries, channels and routing rules are agreed on the Scope Card before you order, and testing uses your own meetings.
Problems this solves
Transcripts sit in OneDrive or SharePoint and go unread
The agent takes transcripts or notes held in OneDrive or SharePoint and produces a summary of decisions and action items. Each summary is filed in SharePoint where the team expects it.
Action items vanish between Outlook threads and Teams chats
It reads the Outlook invite for attendees and sends each item by Outlook or as a Teams post. Owners see their actions in the Microsoft tools they already use.
Your Microsoft 365 admin needs control over app permissions
Access runs through Microsoft Graph permissions your admin grants, using invites or keys you control. The documented field mapping shows which libraries, mailboxes and channels are used.
A good fit if
Meetings are booked in Outlook and held in Teams, with recordings, transcripts or notes saved to OneDrive or SharePoint.
You want each meeting record filed in a SharePoint library your team already uses, not in another app.
Owners should get their action items in Outlook or a Teams channel, where they already look each day.
IT can create an Azure app registration with the Microsoft Graph permissions you approve and join a 30-minute call.
Not the right fit if
Your team runs on Google Calendar, Drive and Gmail. See AI Meeting Agent for Google Workspace.
You only need summaries posted into Teams channels, with no SharePoint, OneDrive or Outlook access. See AI Meeting Agent for Microsoft Teams.
You want a leader's inbox and calendar handled around meetings, not just their outcomes. See AI Executive Assistant.
You want decisions from meetings and threads kept as searchable company memory. See AI Company Memory.
How it works
- Permissions. Your admin creates an Azure app registration with the Microsoft Graph permissions agreed on a 30-minute call, limited to the mailboxes, sites and folders in scope.
- Pickup. When a transcript or notes file for a meeting appears in the agreed OneDrive or SharePoint location, the workflow pairs it with the Outlook invite.
- Extraction. One AI step identifies decisions, actions and owners, matching owners to the invite's attendees.
- Filing. The summary is saved to the SharePoint library you choose, so meeting records sit next to the project's other documents.
- Routing. Owners get their items by Outlook email or a post in the Teams channel you name, or as tasks in one more system such as your task tool.
- Checks. Unclear owners are flagged to the organizer, and 20 test runs on your past meetings confirm the flow before go-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.
- An Azure app registration with the Microsoft Graph permissions we list, created by your admin and shared securely in the way we agree at intake, never by email.
- Your Microsoft 365 admin for a 30-minute setup call.
- The OneDrive or SharePoint location where transcripts or notes are saved, and the library for summaries.
- The Teams channel or Outlook mailbox items should go to, and access to any task tool.
- Five to ten past meetings with transcripts or notes.
- A contact for errors and unowned items.
- Your business basics and one approver for the summary format.
- 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
App registration verified, Graph permissions and locations agreed.
Weeks 1–2
Pickup, extraction step and summary format built.
Week 3
SharePoint filing plus Outlook and Teams routing connected.
Weeks 3–4
20 test runs on your past meetings.
Week 4
Review and two rounds of changes.
Go-live
Live on new meetings, recorded handoff, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $3,400 |
| Express | 15–25 working days | $4,000 |
| Rush | 10–20 working days | $4,600 |
What you receive at handover
- The AI Meeting Agent for Microsoft 365, configured and deployed
- A two-way Microsoft 365 connection with documented field mapping, plus up to one more system
- Access through Microsoft Graph permissions granted by your admin, with no keys sent by email
- A test report on sandbox or test records
- Admin guide and recording of the handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can give each meeting a filed record in SharePoint
- Helps owners receive their actions in Outlook or Teams
- Makes app permissions easier for your admin to review
- Meetings with a filed summary
- Count summaries in the SharePoint library each month. Compare with meetings held in shared Outlook calendars.
- Action items completed on time
- Sample items sent through Outlook or Teams and check completion against agreed dates, before and after launch.
- Time spent on minutes
- Ask the people who usually write minutes to estimate weekly time before launch and after.
Before you start: Check a sample of recent meetings for written notes and how they were shared. Record the time spent on minutes each week.
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 for the automation platform and AI usage, paid in your own accounts and scaling with meetings processed. Microsoft 365 licensing is unaffected.
AI usage during build and testing is billed to your accounts as well.
Ask about running costsCustom requirements
More than one meeting format, a second language, or custom Microsoft 365 objects outside the mapping can be quoted. Note it at checkout and a written Change Quote follows.
Request a custom versionKeep it running
Optional monthly maintenance covers monitoring, fixes, model and platform updates, a monthly health report and monthly change hours, such as pointing summaries at a new SharePoint library or adding a Teams channel. It bills monthly 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 assistant license is billed per user per month | A Microsoft partner quotes a project | Ours is one fixed price, shown before you buy |
| Meeting records | Kept in the vendor's own app | Depends on the brief | Ours files summaries in your SharePoint library |
| Permissions | Set by the vendor's app consent | Depends on the brief | Ours uses Graph permissions your IT team approves |
| Delivery | Fast to switch on, routing left to you | Usually several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Which Microsoft Graph permissions does the meeting agent need?
Those agreed on the 30-minute setup call, usually read access to the OneDrive or SharePoint location holding transcripts and to Outlook invites, plus write access to the summary library and the mailbox or Teams channel used for routing. Your admin grants them through the Azure app registration and can withdraw them at any time.
Does the meeting agent work with Teams meeting transcripts?
Yes, when your tenant saves them to OneDrive or SharePoint where the agent has permission to read. If transcription is not switched on, notes files or an export from a recording tool can be used instead. We confirm what your tenant produces during intake, before the build starts.
Can meeting summaries be filed in a project's SharePoint site?
Yes. You name the library at intake, and each summary is saved there, so it sits beside the project's other documents under the same access rules. Filing different meetings to different sites by rule uses more of the twelve workflow steps, so complex filing is reviewed on the setup call.
Should we choose the Microsoft 365 or the Microsoft Teams meeting edition?
Choose Microsoft 365 if summaries should be filed in SharePoint or sent by Outlook, and your transcripts live in OneDrive. Choose AI Meeting Agent for Microsoft Teams if channel posts are all you need and transcripts come from another system. The Teams edition needs fewer permissions, while this edition keeps a fuller record across Microsoft 365.
What does the Microsoft 365 meeting agent build include?
Every build includes the Microsoft Graph connection and field mapping, one workflow of up to twelve steps, 20 test runs on your own meetings and a recorded handoff session. Standard, express and rush delivery times are shown in the delivery panel before you buy, and the scope stays the same whichever pace you pick.
What does the meeting agent cost to run on Microsoft 365?
Roughly $20 to $100 a month for the automation platform and AI usage, paid directly in your own accounts. The figure grows with how many meetings go through the workflow. Microsoft 365 licenses are billed by Microsoft as before and sit outside this build.
Guides on this topic
All guides File every Teams meeting's decisions where the project lives.
Order AI Meeting Agent for Microsoft 365 and meeting summaries are filed in SharePoint, with every owner getting their actions through Outlook or Teams.
Works well with
Business Agents
AI Project Manager Agent
Tracks tasks, deadlines and blockers and posts status updates to the team.
Business Agents
AI Executive Assistant
Triages the inbox, manages the calendar, prepares briefings and chases follow-ups for a leader.
Knowledge Assistants
AI Company Memory
Captures decisions, context and lessons from meetings and threads into searchable memory.