# AI Agent Project Scope and Cost Breakdown

Version: 2026-09-15 · Yuexian Technology

Purpose: compare proposals against the same business scope. This is a fillable planning template, not a quotation, delivery-time commitment or performance guarantee. Populate amounts, sample sizes, latency targets and pass thresholds from real discovery and pilot evidence. Mark unresolved items “to validate”; do not invent values.

## 1. Task and ownership

| Field | Your entry |
| --- | --- |
| Project / version / date | ______ |
| Business owner / technical contact / acceptance owner | ______ |
| Who handles which task, through which channel today? | ______ |
| One representative, redacted input | ______ |
| Expected output and business completion condition | ______ |
| Evidence for current volume, handling time and rework | ______ |
| Roles, teams and tasks included in the first release | ______ |
| Tasks explicitly excluded | ______ |

## 2. Data, interfaces and boundaries

| Item | Source / owner | Version / update frequency | Access and availability | Open questions |
| --- | --- | --- | --- | --- |
| Knowledge documents and redacted samples | ______ | ______ | ______ | ______ |
| Read-only business queries | ______ | ______ | ______ | ______ |
| Business writes requiring confirmation | ______ | ______ | ______ | ______ |
| Legacy systems without an API / file imports | ______ | ______ | ______ | ______ |
| Application, model calls and log locations | ______ | ______ | ______ | ______ |

- Data allowed outside the company environment: ______. Fields that must never be sent: ______.
- Integration method without a stable API, data freshness and vendor authorization: ______.
- Approval owner, confirmation step, idempotency key and result lookup for consequential actions: ______.
- Stop conditions, human queue, handover fields and acknowledgement mechanism: ______.

## 3. Cost breakdown (completed by the proposal provider)

Mark each row “included / separately priced / not provided” and name its deliverable. Separate implementation from recurring costs. Specify currency, taxes, third-party licensing and payment stages separately.

| Item | Scope / deliverables | Status | Unit × quantity / allowance | Amount | Dependencies / change rules |
| --- | --- | --- | --- | --- | --- |
| Discovery, samples and prototype | ______ | ______ | ______ | ______ | ______ |
| Document parsing, retrieval and updates | ______ | ______ | ______ | ______ | ______ |
| Identity, access controls and query interfaces | ______ | ______ | ______ | ______ | ______ |
| Write confirmation, idempotency and failures | ______ | ______ | ______ | ______ | ______ |
| Evaluation, human handover and operational logs | ______ | ______ | ______ | ______ | ______ |
| Deployment, source code and operational handover | ______ | ______ | ______ | ______ | ______ |
| Model, retrieval and infrastructure usage | ______ | ______ | ______ | ______ | ______ |
| Maintenance, knowledge updates and regression runs | ______ | ______ | ______ | ______ | ______ |
| Optional: local model hosting / legacy changes | ______ | ______ | ______ | ______ | ______ |

Third-party price source and review date: ______. Estimated monthly tasks, concurrency, document updates and evidence: ______. Overage handling and re-estimation triggers: ______.

## 4. Pilot, acceptance and exit

- Comparison with the current workflow: ______. Review and rework included: ______.
- Development and held-out acceptance sample IDs, versions and owners: ______.
- Denominator, pass threshold and blocking failures for each test category: ______.
- Measurement method and observed task latency and operating cost: ______.
- Stage deliverables, sign-off owner, remediation and retest process: ______.
- If the pilot stops: source, data, configuration, logs and account handover: ______.
- Production owner, knowledge update process and rollback triggers: ______.

Companion file: [AI Project Acceptance Checklist](https://yuexiankj.com/downloads/ai-project-acceptance-checklist-en.md). Use redacted samples and share data only through an agreed, access-controlled channel.