Build, running and maintenance costs.
AI must create more value than it costs.
Total cost = build + (running + maintenance) × time
Vanclaro provides end-to-end service. We learn the business, build the AI system into it, calibrate it, make sure it works effectively, and keep it running.
The full price has three parts: the cost to build, the cost to run it (AI usage), and the cost to maintain it (the Vanclaro support fee). You pay a setup for the build, then a monthly that covers running and maintenance.
What you pay depends on the scope of your case, not the hours we log. We give you the real number in writing after scoping your case, before any work starts.
The smallest real build is about a week of work. More scope means more build time, and a bigger number.
Prices are net of VAT. VAT-registered business buyers in a different EU country usually account for VAT themselves under the reverse charge. Buyers in the same country pay local VAT. The exact treatment is confirmed on your invoice.
Unit economics
Is your case worth it? What would the build take? What would it cost to run?
The calculators show a ballpark - the real number comes from a scoped quote.
Test whether your case is worth it. Built on low / base / high scenarios - a range, never one exact-looking number.
Per month, at your deal value.
Answer the questions to see the comparison.
See what your build would cost and how long it takes - a ballpark range from your own answers.
A ballpark, confirmed in writing after scoping your case.
See what a running month would cost - vendor prices in ranges, with the Vanclaro fee kept separate.
Vendor costs only, fee separate.
Set when we scope your case - not part of this total, and not a fixed monthly.
Maintenance means knowledge updates, configuration adjustments, monitoring, and support.
Improvement - specific features, flows or performance work - is scoped on request and is not part of the monthly.
Scope sets the actual monthly.
Every build lands in one of three sizes. The size sets the shape of the work - and what drives the cost.
Answers, explains, and guides
Knows your business. Talks to visitors. Hands off to you when needed. By default it does not perform significant state-changing actions in external systems.
Takes defined actions in your systems
Same brain - plus it books, creates tickets, and updates your systems. It looks up records, sends confirmations, routes and notifies.
Your own product or tool
A custom solution for tasks of any complexity. May include custom UX/UI, custom architecture, standalone product logic, and product-level engineering.
The same factors shape the build scope and the running cost. Each one below tells you what it moves and why.
01 · Workflows
Qualifying inquiries is one job. Adding support tickets is another. Adding quoting is a third. Each one needs its own logic, testing, and tuning.
02 · Knowledge
Every answer and every nudge comes from structured knowledge - your services, pricing, policies, how things work. We check for conflicts, missing pieces the workflow needs, and language that matches how you actually talk.
03 · Integrations
Reading from or writing to external tools (CRM, booking system, ticketing) requires integration work, secure login to those systems, and testing. Each channel has unique constraints and requires its own deployment.
Channels
04 · Actions
The agent can navigate your site, look things up, book appointments, send confirmations, create tickets. Each action needs to work reliably and stay within the boundaries you set.
05 · Volume
Running costs depend on how many conversations the agent handles and how much each one requires. A quick FAQ answer costs less to run than a 10-minute qualification with booking and follow-up.
06 · Maintenance
Someone looks after your agent. Update information when your business changes, adjust how it responds.
07 · Security
A strong standard configuration is included with every setup. Custom security requirements take more build time, and more time means a higher price.
08 · Custom UI
The agent comes with a working chat and voice interface by default. Some businesses want it to look and feel like their own product - custom styling, visual components the agent can show (a calendar, a gallery, a map), or an interface built to a specific brief.
Maintenance is content and config. Improvement is engineering.
Vanclaro can maintain the system from day one. At the same time, your team can learn to run and improve it themselves. Taking ownership is a path, not a requirement - the engagement can stay done-for-you for as long as that serves you.
Not if it's honest about what it is and actually finishes the job. Vanclaro doesn't build agents to pass as a person - what the agent says, and how it introduces itself, is a boundary you set together with us. And within the scope you choose, it can book the appointment, create the ticket, or hand off to the right person - so callers get somewhere instead of a name and a number to call back.
Read the full guideIt hands off. The agent answers only from knowledge you've approved, and when a question falls outside that - or it's uncertain - it hands the conversation to a person with the context so far. When something is wrong, we fix it: monitoring and knowledge corrections are what the monthly maintenance covers.
Read the full guideThe maintenance part will; the running part follows volume. Maintenance is a set monthly scope: knowledge updates, configuration, monitoring, support. Running cost scales with how many conversations the agent handles and what each one requires - a busier month costs more to run. Improvement work never lands on the bill unasked: it's scoped and quoted when you ask for it.
That comparison only works with your numbers in it, so we won't make it for you. What the agent changes is structural: it works around the clock, answers from your approved knowledge, and hands off when human judgment is needed. Put your own figures against what answering costs you today.
No fixed term is advertised, and we won't invent one here. Running an agent is an ongoing service with an ongoing cost - when payment stops, the service stops. What that means in detail - notice, data handover, what happens to the website - is set for your deployment in writing before work starts. One thing holds either way: ask us to remove the agent, and the website reverts to how it was before.
Straight answer: there is no fixed price, because the price is build time. The smallest real build is about a week of work, and everything that adds to it - more workflows, more knowledge, more integrations, more channels - adds build time and moves the estimate up. You get the real number after we've scoped your case, before any work starts - and if you want it grounded in your own numbers first, talk to our reception agent.
The honest anchor is time: the smallest real build is about a week of work, and running and maintenance is a real monthly cost for as long as the system runs. Weigh that against what answering costs you today - and you decide on a written quote after scoping, before any work starts, not on a guess.
You own the content - all the knowledge the agent answers from is yours. We own the system that runs it. If we part ways, the exit terms - maintenance, hosting, access, handover - are the ones defined for your deployment before work started, and the website reverts to its previous state on request.
Conversation data is handled under a data-processing agreement with EU safeguards, and full transcripts give you an audit trail. Stricter modes - retention limits, EU data residency - are scoped per project when your case needs them.
Read the full guideYour running cost follows it. Running cost scales with conversation count and what each conversation requires, so a spike makes that month more expensive to run - and the cost comes back down with the volume. The maintenance part doesn't move.
At your service 24/7: clarify, demonstrate, or book a meeting
Talk to Vanclaro AI