1
A lead asks for help
A contact form or email creates the client record and starts the onboarding workflow.
Your business back office — private, managed, in the EU
Run your whole business
on a private EU server
reserved for you alone.
Files, documents, clients, invoicing, automation and private AI over your own data — brought together on a dedicated EU server reserved for you, not a shared application tenant. We deploy it, secure it, back it up and keep it running. You get a URL and start working: no server to administer, a fixed price within the stated user limit, and portable formats with no lock-in.
Start with your private office, then add ready-made workflows for document intake, client folders, summaries, reminders, and reporting.
Only need email, storage and office tools? A conventional collaboration suite will often cost less. ReefOffice is for organisations that also need document management, business operations, automation and isolation.
🇪🇺 Hosted in the EU ⚖️ Designed to support GDPR compliance 🔓 Open-source components, documented licences
60-second workflow demo
See the gap ReefOffice fills.
The point is not another app dashboard. The point is that routine client work starts moving by itself, inside your private workspace.
Illustrated workflow based on the current product flow; it is not a recorded customer session.
Try ReefOffice for free2
A client folder appears
ReefOffice prepares the Nextcloud folder structure, permissions, and intake checklist.
3
Documents are uploaded
Contracts, invoices, or forms land in the right workspace without manual sorting.
4
Archive and OCR run
Paperless indexes the file, extracts text, and keeps an auditable document archive.
5
AI summarizes the work
Open WebUI or Hermes can summarize, answer questions, and extract dates from the document context.
6
Follow-up is prepared
ReefCoral creates reminders, weekly digests, draft emails, or the next admin task.
Outcome: less copy-paste, fewer forgotten follow-ups, and a private workflow your client can understand.
Who it's for
Built for small client-service businesses
Freelancers, entrepreneurs & start-ups
Your back office — files, invoicing, passwords, CRM and automation — on a managed private VM, at a flat price within the plan limit.
See how →
Consultants & agencies
Client folders, proposals, and follow-ups that organise themselves.
See how →
Legal & admin
Contract filing, deadline tracking, and secure per-client folders.
See how →
Leaving Google / Microsoft 365
Files, documents, calendar and contacts in the EU, plus a client for your existing mailbox — without claiming to replace your email provider.
See how →
How the managed workspace works
Nextcloud, Private AI & automation, and a full open-source stack.
☁️
Your private cloud
Under the hood ▸
Runs as a native NixOS service on your own VM — not a shared container — with Collabora CODE for office documents, Talk for chat and video, full-text search and notify_push for instant sync. Backed by PostgreSQL and Redis, with single sign-on through Authentik (OIDC). The declarative NixOS config keeps the whole setup reproducible and easy to roll back.
The name says it: Nextcloud is your cloud — and the ReefOffice ecosystem grows around it. Files, shared folders, calendar, contacts, an email client, collaborative documents, chat and light calls, tasks, notes and forms stay in your reserved environment.
Get the core of Drive, Docs and Calendar in an EU environment reserved for your organisation. Each authorised member has an account and can use a browser or the Nextcloud mobile app. The mail client connects your existing address; ReefOffice does not provide the mailbox.
Files & foldersCalendarContactsMailCollaborative docsChat & videoTasks & boardsNotesFormsMobile appTeam sharing
Nextcloud runs on 500,000+ servers worldwide and is trusted by serious organisations across Europe — including the German federal government, the city of Stuttgart, and EU public bodies.
⚡
Private AI & automation
Under the hood ▸
Open WebUI provides the chat interface and Hermes the agent workspace. Written answers use your compatible provider key or the separate Managed EU AI add-on through IONOS AI Model Hub in Germany. Selected prompts and excerpts reach that provider. Document indexing and Qdrant search stay on your office server. ReefOffice-maintained recipes run in a separate operator-only runtime; actions stay within authorized capabilities, and previews are clearly identified.
Bring your files, documents and notes together in a knowledge base you can ask in plain language.
For written answers — summarise last month’s invoices, find a clause in an old contract or draft a proposal from your last one — connect your compatible AI key, or add Managed EU AI for managed models through IONOS AI Model Hub in Germany, used in Open WebUI or Hermes. Selected prompts and excerpts reach the provider; stored files and the document index stay on your server.
On top of that, a preinstalled, secure automation layer plus your own automations turn ReefOffice into your ultimate productivity workspace.
Connects AI to your filesDocument Q&AContract searchRuns scheduled tasksWorks with automationsLocal document index
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Everything included
Under the hood ▸
ReefOffice configures your selected applications declaratively on a VM reserved for your organisation. Authentik provides one sign-on for compatible apps, nginx handles automatically renewed HTTPS certificates, and encrypted Restic backups are stored with an EU provider. Each customer has a separate VM, while documented exports and open formats make moving away practical.
Source & open-sourceA whole reef of open-source tools, all you need to make your business thrive on your own private server.
Nextcloud
Files, calendar, contacts & office docs
Collabora
Document editor — Writer, Calc, Impress in your browser
ReefCoral
Advanced automation & scheduled jobs
Activepieces
No-code automation builder
Hermes
Autonomous AI agent with long-term memory
Dolibarr
CRM, quotes & invoicing
PDF Tools
Private PDF tools: merge, OCR, convert, sign
Paperless-ngx
Automatic scanning, archiving & full-text search
Grist
Spreadsheet-database for your records
Authentik SSO
One login for all services
Vaultwarden
Team password manager
Feature details
Check the implementation before you choose.
These pages explain what ReefOffice currently ships, where a feature needs client setup, and which options are deliberately kept off by default.
A simpler way to work
One workspace instead of six separate subscriptions
Compare six separate tools with one managed ReefOffice workspace.
Without ReefOffice
Six separately purchased services
Microsoft 365 Business Standard · 1 user €11/mo
1Password Personal ≈ €3/mo
Zapier · suitable entry plan ≈ €18/mo
Separately managed Paperless-ngx €50/mo
Grist Pro ≈ €7/mo
Managed Dolibarr CRM and invoicing €10/mo
Total ≈ €100/mo
Illustrative comparison, not exact equivalents. Prices and savings vary. How we calculated this comparison →
Not included in that total: your administration time
- Configure integrations and keep information synchronised across separate applications.
- Design, monitor and regularly test backups and restorations for each service.
- Manage identities, access, updates and data security across every provider.
ReefOffice Private Office Solo
✓ Files, calendar, contacts and office documents — Nextcloud + Collabora
✓ CRM, invoicing, structured records and document archive — Dolibarr + Grist + Paperless
✓ Password manager, one central login and MFA — Vaultwarden + Authentik
✓ Workflow automation and governed Hermes actions — Activepieces + ReefRunner
✓ Private AI workspace — connect your own compatible provider or add Managed AI
✓ Managed updates, malware protection and daily security scans
✓ 300 GB private EU server · paid 600 GB option before payment
✓ 1 TB encrypted off-server backup with a tested restoration path
€29/mo
€348/yr
billed annually
Your own server in the EU. All included. No per-app subscriptions.
Your workspace and stored data remain on your private EU server. Open formats, no vendor lock-in, GDPR by design.
Plans
Start with Private Office. Add Managed EU AI when you need it.
Working on your own? Choose Solo. Have a team? Team brings up to 10 people into one shared workspace at a fixed price. Managed EU AI is available if you do not want to create or manage an API key yourself.
Founding offer — subscribe before the end of 2026: keep your founding price excluding tax throughout a continuous subscription, even if our VAT regime changes. The total including tax may change with applicable taxes: €39/mo Solo · €99/mo Team
Save even more on annual plans — €29/mo Solo · €79/mo Team (billed annually · save €120/€240 per year)
Private Office Team at €99/month — €9.90 per person for a 10-person team. No per-seat fees on any plan.
Solo starter
Private Office Solo
€29 €39 /mo
€348 billed once a year Save €120 per year
Founding price excl. tax · continuous subscription
Private server in the EU — fully managed for you
Under the hood ▸
Contabo Cloud VPS 8 · 8 vCPU AMD EPYC · 24 GB RAM · 300 GB SSD · EU datacenter
- ✓Files, passwords, documents & automation — all included, nothing to configure
- ✓300 GB included · paid 600 GB option offered in the next step, before payment
- ✓1 TB encrypted backup with 300 GB · 5 TB with the 600 GB option · daily security scans
- →The system and apps use part of the disk. Need more later? Add 5 TB encrypted expansion storage on request; the dashboard shows free space and warns you early
Included AI tools — with a compatible API key
- ✓Open WebUI: summarise invoices, review contracts and find key dates.
- ✓Hermes: prepares drafts and guides you through tasks; actions stay under your control.
- →What is a compatible API key?
- →No API key to manage? Discover Managed EU AI.
- → No team collaboration tools — upgrade to Private Office Team when you hire
Managed EU AI
Managed EU AI
Check Managed AI availabilityManaged AI is a separate option, subject to availability and eligibility shown in Billing; a trial is not guaranteed.
Essential· 10 M tokens/mo +€19/mo
Chat, document work and governed Hermes actions; writes require approval by default
Plus· 30 M tokens/mo +€39/mo
The same safe capabilities with a larger monthly token allowance
Expert· 50 M tokens/mo+10 M high-capacity/mo +€69/mo
Frontier escalation model with its own allowance · governed tools and persistent learning
monthly add-on · billed separately from your Office plan
Fair-use token allowance with a hard cap — no surprise overage billing. Unused allowance rolls into the next month.
What does this mean in practice?
With 10M tokens: answer about 500 client emails, search about 100 documents, or run about 50 automated agent tasks per month. IONOS AI Model Hub currently processes prompts in Germany.
What the add-on adds
- ✓Chat, document Q&A and retrieval across your files — files and index stay on your server.
- ✓A remote model for Hermes and your automations when an authorised AI connection is active.
- ℹ Prompts and selected excerpts go through an encrypted tunnel to IONOS AI Model Hub in Germany; your files, indexes and history stay on your server.
- Office works without a paid AI add-on. For generative answers, connect a compatible key or check Managed AI availability in Billing. Local indexing is not an included chat model.
- →Need guaranteed capacity? Join the Dedicated AI validation programme →
Dedicated AI
PilotSupplier and capacity validation pending
Managed AI is a separate option, subject to availability and eligibility shown in Billing; a trial is not guaranteed. Dedicated GPU AI remains an assisted waitlist offer. The 30-day Essential trial, when open, uses IONOS in Germany.
- ✓Hermes AI agent included by default on your dedicated setup
- ✓Your GPU — no other client's workload, ever
- ✓For legal, healthcare, finance — AI processing that never touches shared hardware
- ℹSupplier and capacity validation pending
FAQ
Common questions
Do I need technical knowledge to use ReefOffice?
No. Setup is handled entirely by us — you receive a URL and a login, and your team can start using the services immediately. The dashboard lets you enable or disable services with a toggle. We manage updates, security patches, and backups in the background. You never need to touch a terminal.
What is the difference between the plans? Is anything shared?
Every plan gives you your own server in the EU — your machine, your storage, your data, isolated from all other clients. Solo plans are for freelancers; Team plans add collaboration tools. See the comparison table above for plan-by-plan details.
Do I need to pay extra for AI? What's the difference between Private Office and the Managed EU AI add-on?
Private Office starts at €39/month for Solo and €99/month for Team. The document index and chat interface are included. For written answers, connect your compatible API key or add Managed EU AI, billed separately each month: Essential from +€19, Plus from +€39, Expert from +€69. Prices and allowances differ between Solo and Team; check the pricing section for your plan.
Managed EU AI uses IONOS AI Model Hub in Germany. Selected prompts and excerpts reach that provider; stored files and indexes stay on your office server. Dedicated AI is a separate waitlist offer, pending supplier and capacity validation.
Managed EU AI uses IONOS AI Model Hub in Germany. Selected prompts and excerpts reach that provider; stored files and indexes stay on your office server. Dedicated AI is a separate waitlist offer, pending supplier and capacity validation.
What happens if I want to leave?
You own your data. You can export everything from Nextcloud at any time (standard WebDAV + export tools), and we provide a docker-compose.yml so you can run the full stack on any server yourself. There is no proprietary format, no lock-in, and no exit fee.
Ready to make your data yours?
Your private office, running in the EU, managed for you.
🔒 Built for privacy — not just compliant with it
Your data lives on a server only you use. The disk is encrypted, backups are encrypted before they ever leave the server, and logging in requires 2FA (a second step beyond your password — like a one-time code from your phone). Every behind-the-scenes action used to manage your server is saved to a tamper-proof log. Normal backups let ReefOffice help you restore if something ever goes wrong; or you can choose to hold the only backup key yourself once we hand the server over to you. Hosted in the EU, GDPR by default.
🛡️ All file uploads are automatically scanned for viruses