Unit cost
€1.00 – €3.50 per Project event handled
Methodology v1.0. Counted once per Project event handled regardless of which capability handled it.
Run client delivery coordination end-to-end — engagement intake scoping, resource allocation and staffing, client status reporting on cadence, and time-tracking nudges and approvals — with delivery-lead review on staffing and client-commitment decisions.
Scoped like a delivery coordinator hire, priced per project event handled, anchored to a fully-loaded EUR 50-70k benchmark.
Response time
under 15 minutes on routine events
Accuracy target
92-96%
Escalation cap
under 4 hours on delivery-lead review
Priced per business action
Range reflects event complexity. Low end is time-entry nudges and approval logging; high end is full engagement intake with scoping or a drafted client status report.
Unit cost
€1.00 – €3.50 per Project event handled
Methodology v1.0. Counted once per Project event handled regardless of which capability handled it.
Human-equivalent reference
Delivery Coordinator
EU mid-market
Benchmarked against EU mid-market delivery coordinator roles. Fully loaded includes salary, benefits, project and time-tracking tooling, management overhead, and first-year ramp.
Live calculator
Demo projection · Methodology v1.0
Capabilities
Activate the capabilities that match your largest repetitive categories. Start with the default set; expand as you prove each one. Metered unit is the role's — adding capabilities never changes the per-action price.
Scopes new engagements against the intake checklist.
Read the capability
Proposes staffing against the resourcing model.
Read the capability
Drafts client status reports on cadence.
Read the capability
Runs nudges and approvals against the time-tracking policy.
Read the capability
Scenarios
Three business shapes we see most often. Costs are computed from €1.00 – €3.50 per Project event handled and a fully-loaded Delivery Coordinator benchmark.
Scenario 1 · Services · 200-500
500 Project events handled / month
Starting capabilities
Situation
A 300-person services firm runs 500 project events a month across intake, staffing, and reporting. Scopes drift between sales and delivery. Staffing conflicts surface in standup not in planning.
Agent fit
Client Delivery Coordinator activates intake and resource allocation. Scopes land with disciplined checklists; staffing proposals surface with conflicts pre-flagged; delivery leads shift time to client-sensitive calls.
Outcome
Expected outcomes at this volume: engagement-intake cycle down 50-65%, staffing lead time 50-70% faster, delivery-lead hours recovered weekly.
Scenario 2 · SaaS · 300-800
1,200 Project events handled / month
Starting capabilities
Situation
The professional-services arm of a 600-person SaaS business runs 1200 events a month across implementations. Client reports lag milestones. Time entries miss the invoicing window. Utilization reporting is always a week stale.
Agent fit
Client Delivery Coordinator activates all four capabilities. Intake runs disciplined; staffing lands on time; client reports ship on cadence; time-tracking nudges and approvals clear the invoicing window.
Outcome
Expected outcomes: cycle-time reduction 50-65%, client-report on-time rate above 95%, time-entry compliance rising, invoicing window held.
Scenario 3 · Services · 20-80
200 Project events handled / month
Starting capabilities
Situation
A 40-person digital agency runs 200 project events a month across retainer clients and new builds. Intake scopes drift between sales and delivery. Weekly client reports get assembled by hand in slide decks the night before.
Agent fit
Client Delivery Coordinator activates project intake and client reporting. Scopes land with disciplined checklists; weekly client reports ship on cadence against milestones; delivery leads move time to client-sensitive calls.
Outcome
Expected outcomes at this volume: engagement-intake cycle down 50-65%, client-report on-time rate above 95%, delivery-lead hours recovered weekly.
Scenario 4 · Services · 500-1000
2,000 Project events handled / month
Starting capabilities
Situation
An 800-person consultancy runs 2000 project events a month across twelve practices sharing a single resource pool. Staffing conflicts surface late. Time-entry compliance swings with the week. Utilization reports are always a cycle behind.
Agent fit
Client Delivery Coordinator activates all four capabilities. Intake runs disciplined; staffing proposals surface with conflicts pre-flagged against the shared pool; client reports ship on cadence; time-tracking nudges and approvals clear the invoicing window.
Outcome
Expected outcomes: cycle-time reduction 50-65%, staffing lead time 50-70% faster, time-entry compliance rising, utilization reporting current to the week.
Project-event cycle time
50-65% faster on routine events
Engagement-intake cycle
50-65% faster
Staffing lead time
50-70% faster
Client-report on-time rate
Above 95%
Weekly maintenance
3-5 hours
Action-log completeness
every action logged with engagement and policy reference
How it works
Workflow summary
The agent picks up work from triggers — new engagement request, staffing window, report cadence, time-entry deadline — scopes or allocates or drafts or nudges, and surfaces reviews for the delivery lead.
Exceptions
Scope-change requests, staffing conflicts, client-commitment-sensitive report reviews, and invoice-impacting time disputes route to the delivery lead with annotated context.
When humans step in
Humans step in on scope changes, staffing conflicts, client-commitment-sensitive reports, and time disputes that hit invoicing.
Connected systems
Agent operates inside project tool, time tracking, messaging, CRM, and document store. Handles engagement intake, resource allocation, client status reports, and time-tracking nudges and approvals — logs every action with traceability.
Data inputs
Engagement records, staffing calendar, time entries, report templates, client contacts. Writes intake briefs, staffing proposals, drafted client reports, and time-entry nudges back to source systems.
Decision logic
Uses intake checklist, resourcing-model logic, report-template rules, and time-policy thresholds to decide auto-stage, route-to-lead, or flag-for-client.
Readiness
Project tool wired, time-tracking system connected, resourcing model agreed, report template approved.
Integrations
No new systems to learn. The role connects to the platforms your team already uses.
What "working" looks like
Engagement-intake cycle cut target range
50-65% faster
Median time from request to scoped brief ready for delivery-lead review.
Source · Project-tool report
Staffing lead time cut target range
50-70% faster
Median time from engagement need to proposed staffing.
Source · Project-tool report
Client-report on-time rate above target
Above 95%
Share of client status reports drafted against cadence.
Source · Agent execution log
Time-entry compliance above target
Above 95%
Share of time entries submitted within policy window.
Source · Time-tracking system report
Governance & compliance
AI Act posture
Subject to transparency obligations: clear AI disclosure to end users where the agent interacts directly.
GDPR legal basis
Contract
DPIA
Not required for this role's scope.
Questions we get
An AI role priced per project event handled. It scopes new engagements against the intake checklist, proposes staffing against the resourcing model, drafts client status reports on cadence, and runs time-tracking nudges and approvals. Same scope as a delivery coordinator hire, priced per event.
Pure usage: EUR 1.00-3.50 per project event handled. Launch fee covers project-tool integration, time-tracking wiring, resourcing-model calibration, and report-template and time-policy setup.
Asana is the primary project tool target; Monday and ClickUp are supported. Harvest is the primary time-tracking target; Toggl Track is supported. Linear and Jira are supported for engineering-adjacent delivery.
On scope-change requests, staffing conflicts, client-commitment-sensitive reports, and invoice-impacting time disputes. Delivery leads keep the final word on client-sensitive and invoicing-sensitive calls.
Conflicts are flagged against the staffing calendar, capacity thresholds, and key-person rules. Over-allocation and key-person conflicts route to the delivery lead with full context.
Typical 28-42 days. Faster with a documented intake checklist, an agreed resourcing model, and a project tool and time-tracking system already wired.
Chat opens with your role context already loaded. Scope a launch set of capabilities, review integrations, and get a timeline in one conversation.