Frequently asked questions

ReefOffice is a managed SaaS that runs a private, per-client business server in the EU. ReefOffice provisions, secures, backs up and maintains it; you use it through one login and a simple dashboard. The stack includes files, passwords, document management, CRM and invoicing, automation, optional private AI and more — all on your own dedicated server.

Freelancers, independent consultants, small agencies and service teams of roughly 1 to 10 people who want files, CRM, invoicing, documents, automation and optional managed AI without configuring servers.

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.

Every plan includes Nextcloud (files & collaboration), Vaultwarden (passwords), Paperless (document management), Grist (spreadsheets), Open WebUI + Hermes (AI chat & agent), Activepieces (automation), PDF tools, and Authentik SSO — over a dozen applications pre-installed on your server. You can see the full list and enable additional apps on our applications page.

Private Office starts at €39/month. Managed EU AI is an optional add-on. Dedicated AI is individually sized and quoted after a design review; no hardware, model, capacity or price is promised before that review. See the full pricing page for details.

Solo plans are for freelancers and include one named user. Team plans add collaboration tools and include up to 10 named users at a flat rate. Eleven or more require a capacity review and assisted quote.

Not automatically during launch. Eleven or more named users require a capacity review so ReefOffice can recommend a suitable VM or VDS and provide an assisted quote.

Every client's data lives on their own dedicated server in the European Union (Germany), GDPR by default. AI can run on a local model in Germany or use your own API key — document contents stay on your server either way.

Both are available on every plan. Annual is billed yearly and works out to a lower monthly rate. You can start monthly and switch later.

Every server ships with 300 GB and your dashboard shows disk usage with warnings well before it fills. If you do outgrow it, encrypted expansion storage (5 TB and beyond) can be attached to any plan. Data is encrypted on your server before it leaves, so the storage provider only ever sees ciphertext.

Yes — book a demo and we will show you exactly what ReefOffice would run for your business, no commitment. Contact us to schedule a demo.

You own your data. You can export everything from Nextcloud at any time (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.

Not entirely, and we would rather say so up front.

ReefOffice serves open-weight models — Mistral Small 24B and Qwen3-32B. They are strong at document Q&A, drafting, summarising and running automations over your own data, which covers most day-to-day business work. They do not match the largest frontier models from OpenAI or Anthropic on the hardest reasoning, coding and analysis tasks.

If you rely on those models, two things work: keep your existing subscription alongside ReefOffice, or connect that provider's API key — supported on every plan — so the same models answer inside your own workspace, with only the text you explicitly send leaving your server.

What ReefOffice does replace is the file storage, document, CRM, password and automation subscriptions — and the need to put your business data on someone else's infrastructure to get AI on top of it.

300 GB included — Best if you are moving up to around 200 GB. 1 TB encrypted off-server backup at Hetzner included.

600 GB — Twice the server storage from day one. 5 TB encrypted off-server backup at Hetzner included. +€19/mo.

Important: ReefOffice configures this primary disk for the order. A later size change is not automatic yet and may require a scheduled migration; we confirm its price and expected interruption before anything changes.

It is an illustrative monthly reference, not a quote, a guaranteed saving or a claim of exact feature parity. We add six public reference offers that cover part of the same needs: Microsoft 365 Business Standard, 1Password, Zapier, managed Paperless-ngx, Grist Pro and managed Dolibarr.

We use the public entry price with annual billing reviewed in August 2026, convert US-dollar prices at a planning rate of €0.92 per US dollar, and round each visible line for readability. Supplier prices do not all use the same tax treatment, and exchange rates, countries, promotions, usage and plan choices can change the result. Count only subscriptions you would really replace. The visible line items are the calculation; ReefOffice is not a feature-for-feature equivalent to every named offer.