Pre-filled scenario: ComfortFlow HVAC
Fictional example - Portland, OR · 12 people · 8 Zoom meetings a week across ops, install, sales, and safety. Change any number; everything recalculates live.
The Pre-filled Scenario at a Glance - ComfortFlow HVAC
ComfortFlow HVAC's Numbers (Edit Freely)
Recurring + ad-hoc calls worth capturing. ComfortFlow runs 6 recurring, ~2 ad-hoc.
People in the room who each keep their own notes today.
Blended: office manager ~$28, owner ~$85, field leads ~$40. Use their real payroll numbers.
In-meeting scribbling + writing up + chasing "what did we decide?" afterwards.
MeetingOS replaces it. ComfortFlow pays for 5 Otter.ai Business seats at $20 each.
Standard module pricing: $3,000–$5,000. Half up front, half on delivery. Maintenance is $150/mo on top.
What MeetingOS Returns Each Month
34.6
Hours saved per month
(80% of note time recovered)
$1,763
Dollars saved per month
(time + replaced tools)
52 days
Payback period
on the one-time build price
The math, in the open
8 meetings × 5 attendees × 15 min = 600 person-minutes per week
600 min × 4.33 weeks ÷ 60 = 43.3 hours per month spent on notes
43.3 h × 80% recovered × $48/h = $1,663 per month in reclaimed time
$1,663 + $100 replaced tool spend = $1,763 saved per month
$3,000 build ÷ $1,763/mo × 30.4 days = pays for itself in 52 days
Year one: $16,353 net after build price and 12 months of maintenance.
Why 80%, not 100%. People still skim their notes - that is the point of notes. We only claim the time MeetingOS genuinely hands back: writing, formatting, sending, and chasing. Quoting 100% would be a sales number. Quoting 80% is a number you can defend in front of the owner's bookkeeper.
The money is the small half. The hours come back as mornings that start with decisions already made instead of inboxes full of "remind me what we agreed." Price the money honestly; let the client feel the time and energy return in week one.
Chart Source Data - ComfortFlow HVAC Pre-filled Scenario
The chart above links here. These are the exact numbers it draws, computed from the pre-filled inputs with the stated 80% recovery assumption.
Data Table: Where the Monthly Savings Come From - ComfortFlow HVAC (Pre-filled Scenario)
| Savings source | How it is computed | Per month |
|---|---|---|
| Reclaimed note and follow-up time | 43.3 h × 80% recovered × $48/h | $1,663 |
| Replaced AI-notes tool spend | 5 Otter.ai Business seats at $20 each | $100 |
| Total monthly savings | Payback: $3,000 build in 52 days | $1,763 |