1
A lead asks for help
A contact form or email creates the client record and starts the onboarding workflow.
Your own business back-office — managed, in the EU
Run your whole business
on a private server you own.
Managed for you in the EU.
ReefOffice gives you a complete business back-office — files, documents, CRM, invoicing, automations, and private AI over your own data — on a dedicated EU server you own, not someone else's cloud. We deploy it, secure it, back it up, and keep it running. You just get a URL and start working: no server to manage, no per-seat pricing, no lock-in.
Start with your private office, then add ready-made workflows for document intake, client folders, summaries, reminders, and reporting.
Get the automation without needing AI or an IT person. Want AI? It's there if you want it — and you choose which one.
🇪🇺 Hosted in the EU ⚖️ GDPR by default 🔓 100% open-source stack
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.
Request the 60-second demo2
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
Own your whole back-office — files, invoicing, passwords, CRM and AI — on one private server, managed for you, with no per-seat pricing as you grow.
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
The same everyday tools — files, mail, docs, AI — EU-private and without per-seat pricing.
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 entire ReefOffice ecosystem lives thanks to it. Files, shared folders, calendar, contacts, mail, collaborative office documents, chat & video calls, tasks, notes and forms — everything your team produces lives here, on your server, not on Google's or Microsoft's.
Think Google Drive + Google Docs + Google Calendar — but running on hardware you control, in the EU, with zero telemetry. Each team member gets an account. Access from any browser or the Nextcloud mobile app. Your data never moves to a shared datacenter.
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 gives a private, ChatGPT-style chat. Hermes, the autonomous agent, runs on every plan — it uses a private ReefOffice GPU model (in Germany) on Private AI plans, or your own API key (Mistral, OpenAI, Claude…) on Private Office plans. Search runs on Qdrant with the local bge-m3 model, so indexing and retrieval never leave your server. Advanced automation is built in too, while the ReefOffice-maintained recipes run in a separate, operator-only runtime so they never expose their credentials.
Every plan uses a private AI model to turn your files, documents and notes into 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 own AI key (for example Mistral · OpenAI · Anthropic), or use a Private AI plan to run powerful AI models on a ReefOffice GPU in Germany and use them through a chat interface (Open WebUI) or the ReefOffice AI agent (Hermes).
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 automationsRuns on your server
🪸
Everything included
Under the hood ▸
Every tool is wired together by declarative NixOS modules on a single VM that's yours alone: one Authentik login across all of them, an nginx reverse proxy with automatic ACME/TLS certificates, encrypted restic backups to EU storage, and Tailscale for private management access. One client per VM keeps your data fully isolated, and because it's all open source on standard formats there's no lock-in. Full component list and licences on the source page.
A 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.
The math
What you get — and what you stop paying for
Typical SaaS subscriptions
Dropbox Plus (2 TB file sync) €10/mo
1Password Personal €3/mo
Zapier / Make €20/mo
Paperless equivalent €5/mo
Zoom Pro (video calls) €15/mo
Hetzner Storage Box (automated backup) €9/mo
Microsoft 365 Personal (Office apps) €8/mo
Total ~€70/mo
All on shared, US-based infrastructure. Your data on their servers.
ReefOffice Private Office Solo
✓ Nextcloud — your private cloud (files, calendar, contacts, mail, docs)
✓ Collabora Online — Writer, Calc, Impress (private Office alternative)
✓ Vaultwarden — team password manager
✓ Paperless-ngx — document archive
✓ Activepieces — workflow automation
✓ Authentik — one login for all your tools
✓ Daily security scans
✓ Tiered encrypted backup — 1 TB solo · 5 TB team
AI tools on Private Office — link your Mistral, OpenAI or Claude account
✓ Open WebUI: chat with your documents via Mistral, OpenAI or Claude — summarise invoices, review contracts, extract key dates. Your files stay on your server.
✓ Hermes: guided tasks, document reasoning and managed ReefOffice skills after AI setup
→ Works with Mistral, OpenAI, Claude
€29/mo
billed annually
Your own server in the EU. All included. No per-app subscriptions.
Plus: your data never leaves the EU. No US servers. No vendor lock-in. GDPR by default.
Plans
Start with Private Office. Add Private AI when you need it.
For most client-service teams, Private Office Team is the first wedge: one managed workspace, unlimited users (fair use), flat price. Solo remains available for freelancers. Private AI adds built-in AI processing when you do not want external API keys.
Private Office Team at €89/month — €8.90 per person for a 10-person team. No per-seat fees on any plan.
Solo starter
Private Office Solo
€29/mo
billed annually
Private server in the EU — fully managed for you
Under the hood ▸
Contabo VPS 30 · 8 vCPU AMD EPYC · 24 GB RAM · 400 GB SSD · EU datacenter
- ✓Files, passwords, documents & automation — all included, nothing to configure
- ✓1 TB backup · daily security scans
AI tools on Private Office — link your Mistral, OpenAI or Claude account
- ✓Open WebUI: chat with your documents via Mistral, OpenAI or Claude — summarise invoices, review contracts, extract key dates. Your files stay on your server.
- ✓Hermes: guided tasks, document reasoning and managed ReefOffice skills after AI setup
- →Works with Mistral, OpenAI, Claude
- →See FAQ to choose your provider.
- → No team collaboration tools — upgrade to Private Office Team when you hire
Private AI value
Private AI Solo
€89/mo
billed annually
Private server in the EU + AI engine in Germany
Under the hood ▸
Contabo VPS 30 · 8 vCPU AMD EPYC · 24 GB RAM · 400 GB SSD · EU datacenter + private ReefOffice GPU pool · NVIDIA RTX A4000 · 16 GB VRAM · Trooper.AI · Germany · ISO 27001 data center
- ✓ Everything in Private Office Solo
Private AI — on a ReefOffice German GPU, no extra account needed
- ✓Open WebUI: deep analysis of long contracts, financial reports, complex documents — fast, powerful, nothing leaves your server
- ✓Hermes AI agent included by default for guided tasks and managed ReefOffice skills
- ▸Runs a private, open-weights AI model on a ReefOffice GPU in Germany — powers both document AI and the Hermes agent, with no third-party AI; your files and document index stay on your server
- ℹ Your AI runs on a dedicated GPU server in an ISO 27001-compliant data center in Germany. Your files stay on your server; only your questions reach the GPU, and nothing is stored there. How it works ↓
- Optional: connect a Mistral, OpenAI or Anthropic key to access the very latest models — most Private AI users never need to
Dedicated AI Solo
€289/mo
billed annually
Private server + your own dedicated AI processor
Under the hood ▸
Contabo VPS 30 · 8 vCPU AMD EPYC · 24 GB RAM · 400 GB SSD · EU datacenter + dedicated NVIDIA RTX 3090 · 24 GB VRAM · Trooper.AI · Germany · ISO 27001 data center
Maximum AI power — your own dedicated GPU, no queue, no sharing
- ✓Open WebUI: deep analysis of long contracts, financial reports, complex documents — on your dedicated ReefOffice GPU in Germany
- ✓Hermes AI agent included by default on your dedicated setup
Dedicated hardware
- ✓Instant AI responses, always — a GPU dedicated entirely to you, no matter how many requests you run
- ✓Your GPU — no other client's workload, ever
- ✓Consistent speed at any load · uptime guarantee
- ✓For legal, healthcare, finance — AI processing that never touches shared hardware
- ℹ Your files stay on your dedicated Contabo server in the EU — your GPU is exclusively reserved for you, no other client ever shares it.
- + Priority support · custom storage · on-premise option available
Every server includes 400 GB of storage and encrypted backup (1 TB solo · 5 TB team). Outgrowing it? Encrypted expansion storage up to 5 TB+ is available on every plan — your dashboard warns you long before space runs out.
🏠
Contact us →Already have your own server?
We install the full stack on your hardware — one-time setup, tailored to your project.
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 and a generous fair-use seat allowance at a flat rate.
Solo plans:
Private Office Solo (€39/mo) — complete stack: files, passwords, document archive, automation and private AI search/chat. Written AI answers use your own API key from Mistral, OpenAI or Claude. Hermes, the AI agent, works here too using your own API key. Want private AI with no third-party cloud? Upgrade to Private AI Solo.
Private AI Solo (€99/mo) adds a dedicated AI engine in an ISO 27001-compliant data center in Germany and Hermes as the default agent workspace. AI works out of the box, no cloud key needed.
Dedicated AI Solo (€329/mo) adds a dedicated RTX 3090 that no other client uses, for consistent speed and hardware isolation.
Team plans:
Private Office Team (€99/mo) is the recommended first plan for small client-service teams: the full private workspace, team collaboration, up to 25 seats (fair use) and a flat price.
Private AI Team (€199/mo) adds a powerful shared AI engine for teams of up to 10 seats — sized for real-time speed on the shared GPU pool.
Dedicated AI Team (€449/mo) gives the whole team a dedicated RTX 4080 Super Pro (32 GB) for maximum throughput, predictable performance and hardware isolation.
Solo plans:
Private Office Solo (€39/mo) — complete stack: files, passwords, document archive, automation and private AI search/chat. Written AI answers use your own API key from Mistral, OpenAI or Claude. Hermes, the AI agent, works here too using your own API key. Want private AI with no third-party cloud? Upgrade to Private AI Solo.
Private AI Solo (€99/mo) adds a dedicated AI engine in an ISO 27001-compliant data center in Germany and Hermes as the default agent workspace. AI works out of the box, no cloud key needed.
Dedicated AI Solo (€329/mo) adds a dedicated RTX 3090 that no other client uses, for consistent speed and hardware isolation.
Team plans:
Private Office Team (€99/mo) is the recommended first plan for small client-service teams: the full private workspace, team collaboration, up to 25 seats (fair use) and a flat price.
Private AI Team (€199/mo) adds a powerful shared AI engine for teams of up to 10 seats — sized for real-time speed on the shared GPU pool.
Dedicated AI Team (€449/mo) gives the whole team a dedicated RTX 4080 Super Pro (32 GB) for maximum throughput, predictable performance and hardware isolation.
What is Nextcloud exactly, and is it good?
Nextcloud is one of the most widely used open-source file and collaboration platforms in the world — used by hundreds of thousands of organisations including the German government, universities, and major enterprises across Europe. It is the equivalent of Google Drive + Google Docs + Google Calendar, but self-hosted. ReefOffice uses it as the private cloud your entire ecosystem lives in: your files, team calendar, contacts, and documents are all stored in Nextcloud, on your server.
What are Open WebUI and Hermes, and how are they different?
Open WebUI is your private browser chat: open a tab, ask questions, upload a document and get a summary. It searches your Nextcloud and Paperless documents by meaning, not just keywords.
Hermes is the guided AI agent workspace. It is the place for more autonomous workflows, ReefOffice skills, and tasks that need context across documents and apps.
Hermes is the guided AI agent workspace. It is the place for more autonomous workflows, ReefOffice skills, and tasks that need context across documents and apps.
Do I need to pay extra for AI? What's the difference between Private Office and Private AI?
Yes. On Private Office plans (€39–€99/mo), document search and the private chat interface are included, but written AI answers need your own API key from a provider such as Mistral, OpenAI, Anthropic or Gemini. You connect it in the dashboard, and only the text you explicitly send reaches that provider; your stored files remain on your ReefOffice server.
On Private AI plans (€99–€449/mo), Hermes is the default AI agent workspace and the AI runtime is included. No external key is needed for the normal workflow.
Simple rule: Private Office = bring your own AI key for written answers. Private AI = built-in AI with Hermes by default.
On Private AI plans (€99–€449/mo), Hermes is the default AI agent workspace and the AI runtime is included. No external key is needed for the normal workflow.
Simple rule: Private Office = bring your own AI key for written answers. Private AI = built-in AI with Hermes by default.
If I use my own API key, what exactly gets sent to the provider?
Only the text of each AI request — never your stored files automatically. When you configure an external API key, your Nextcloud files, Paperless documents and other stored data remain on your server. The provider only receives the message or extracted context you explicitly send through an AI feature.
Which AI service should I use with ReefOffice — and how much will it cost?
ChatGPT Plus and Claude.ai Pro/Max are web chat subscriptions. ReefOffice needs a developer API key only when you are on a Private Office plan and want written AI answers through Open WebUI, automations, or Hermes. Always use a paid API tier — free tiers often lack a DPA, may use data for training, and offer weaker residency guarantees.
What leaves your server? Only the text or context you explicitly send to an AI feature. Your stored files stay on your ReefOffice server.
Recommendation: start with Mistral for EU alignment, or use Private AI if you do not want an external AI provider.
What leaves your server? Only the text or context you explicitly send to an AI feature. Your stored files stay on your ReefOffice server.
| Provider | GDPR | Est. cost/mo | Best for |
|---|---|---|---|
| Mistral | EU servers | €2–8 · €20–80 | EU default · ZDR available |
| OpenAI | US · DPA available | €2–8 · €20–80 | Broad model/tool compatibility |
| Claude | US/EU configurable | €2–8 · €20–80 | Long documents and contracts |
| US only (standard) | €1–4 · €5–20 | Testing and non-sensitive data | |
| OpenRouter | US pass-through | Varies | Broad model catalog |
| Private AI Solo / Team | Your server, Germany | Included | No API key, stronger privacy |
Recommendation: start with Mistral for EU alignment, or use Private AI if you do not want an external AI provider.
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