Cloud AI seats
ChatGPT Business or Copilot: about $20–25 per person per month, and the files are processed on the vendor’s servers. Great models, but every seat is another line on the bill.
For law, tax and insurance offices
AI your whole office can use on client files.
A small computer in your office that drafts letters and replies, answers questions from your own documents, and keeps follow-ups moving. One flat monthly price for everyone — no per-seat fees, no AI credits, and client files never leave the building.
- Flat price for the whole office
- Client files stay on site
- No per-seat fees
- Yours after 24 months
Waiting for your OK
- Drafts3 client replies drafted in your tone, ready to review.
- LetterEngagement letter for Patel drafted from your template.
- Summary42-page lease summarized. 5 clauses flagged, with page numbers.
- Follow-upReminder sent: 2 clients still missing W-2s.
Processed on siteReview drafts
Not in someone else’s cloud.
$0per seat, for everyone in the office
0AI credits or usage bills
1 boxon your shelf, managed by us
24 moand the hardware is yours
The gap
Between pasting client files into ChatGPT and paying per seat for it.
Owners told us the same two things. “Lots of client confidentiality concerns with AI tools.” And the bills: “$125 per person per month… most of the team only uses 10–20%.”
Another hire
Someone to draft, sort and chase. $40,000 a year or more, plus training, and still only one pair of hands.
One box, the whole office
A Mac mini on your shelf running private AI models. Everyone uses it, nothing leaves the building, and one flat price covers it.
What it does
The admin work that eats your week, drafted for your OK.
First drafts
Letters, proposals, engagement letters and client replies, written from your own templates and past work. You edit; it learns your house style.
Inbox triage, replies drafted
Client email sorted into urgent, waiting on you and waiting on them, with a reply drafted for each one that needs it.
Ask your files
Search and summarize contracts, case files, workpapers and policies on your shared drive, with the source documents cited.
Follow-ups that happen
Quotes, invoices and missing client documents chased on your rules, so nothing waits on someone remembering.
Intake packets
New-client questionnaires turned into a clean summary and a checklist.
Meeting notes
Rough notes turned into a readable memo with action items.
Morning rundown
One page each morning: what came in, what’s drafted, what’s overdue.
Phone answering ADD-ON
After-hours and busy-line calls answered, with a clear message waiting for you.
How it works
Plugged in this month. Useful the first morning.
We load your office onto a Mac mini
Your templates, folder structure, client-letter style and follow-up rules, set up before the box ships.
Plug it in
Power and network. It connects to your email and shared drive like any office computer. We handle updates remotely.
Drafts wait for your OK
Replies, letters, summaries and reminders queue up for review. You decide what goes out, and what it may send on its own.
Privacy
Your files stay on your shelf.
Most AI tools send your client files to someone else’s servers and bill per person. AdminOnsite runs the models on a Mac mini in your office.
- Processed in your officeDocuments and email are read and drafted on the box, not by an AI company.
- Open source, line by lineThe software is AGPL-licensed. You or your IT provider can read every line that runs on the box.
- Remote care, loggedWe keep it updated and monitored. Our access is for support only, and every session is logged.
- You approve what goes outNothing is sent to a client unless you’ve said it can be.
Professional rules on confidentiality (for example ABA Formal Opinion 512 for lawyers) ask you to understand where client data goes when you use AI. AdminOnsite makes that answer simple, but it isn’t legal advice; confirm your obligations with your own counsel or advisor.
Client email→ this office
Shared drive search→ this office
Drafts & summaries→ this office
AI provider callsnone
Per-seat licencesnone
Box status● on site
Who it’s for
Built for offices that handle client files.
Law
Law firms
Solo and small firms who want AI help on real client files without handing them to another vendor.
See how it works →Accounting & taxAccountants & tax
Small CPA firms, EAs and bookkeepers who want help in tax season without a new privacy question.
See how it works →InsuranceInsurance agencies
Independent P&C and benefits agencies buried in renewals, PDFs and follow-ups.
See how it works →Any office with client files: property managers, financial advisors, consultants, clinics’ back offices.IT providers and MSPs: offer private AI to your clients without per-seat cloud costs. Talk to us about partnering.
Compared
How it stacks up against per-seat AI.
An honest look, including where the cloud tools are better. Read the full comparison.
| AdminOnsite | ChatGPT Business | Microsoft 365 Copilot Business | Another hire | |
|---|---|---|---|---|
| Price model | One flat monthly price for the whole office | About $20–25 per user per month (Standard seat) | About $21–25 per user per month, on top of a Microsoft 365 plan | $40,000+ a year in salary |
| Where client files are processed | On a Mac mini in your office | On OpenAI’s servers | On Microsoft’s cloud | In your office |
| Training on your data | No — models run locally | Not by default for business plans | Not by default for business plans | — |
| Model quality | Strong for drafts, summaries and file search; behind frontier models on hard reasoning | Frontier models | Frontier models | Human judgment |
| Usage limits / credits | None — it’s your hardware | Included limits, credits beyond them | Some features usage-based | Working hours |
| Ownership | Yours after 24 months | Subscription | Subscription | — |
| Source code | Open source (AGPL) | Closed | Closed | — |
Competitor prices are US list prices on the vendors’ pages as of November 2026 (OpenAI, Microsoft) and may change. Promotional pricing excluded.
Pricing
One price for the office. Not per person.
Every plan includes the Mac mini, setup on your files, remote care and updates. No per-seat fees, no AI credits.
Practice
For a small practice that wants private drafting and file search.
$249 /month
$299 one-time setup
Everyone in the office · best for up to ~5 people
- Mac mini with M6, 24GB memory, 256GB SSD, set up with your templates and folders
- No per-seat fees: every person in the office can use it
- First drafts of letters, replies and documents
- Inbox triage with reply drafts for your OK
- Ask your files: search and summarize your shared drive
- Follow-up reminders and a morning rundown
- Remote updates, monitoring and support
Office
For a busy office with several inboxes and a lot of paper.
$399 /month
$399 one-time setup
Everyone in the office · best for ~5–15 people
- Everything in Practice
- Mac mini with M6, 32GB memory, 512GB SSD, with room for stronger models
- More shared and personal inboxes
- Follow-ups on your rules: quotes, invoices, missing documents
- Intake packets and meeting notes drafted from your forms
- Longer documents summarized with page references
Firm
For multi-team firms with large files and stricter access rules.
$699 /month
$499 one-time setup
Everyone in the office · best for ~15–30 people
- Everything in Office
- Mac mini with M5 Pro, 64GB memory, 512GB SSD, for 70B-class local models
- Long files: case files, workpapers, policy binders
- Folder-level access by team or practice group
- Priority support and quarterly tune-ups
- Room for the phone answering add-on
Phone answering add-on
After-hours and busy-line calls answered with messages summarized. Priced with your plan; ask in your demo.
Yours after 24 months
Ownership transfers for $1 after 24 paid months. Keep Care for $99/month, or run it yourself.
Simple terms
12-month minimum. Setup paid at signup. No deposit. Battery backup included. Founding-office pricing for early customers.
Guides
Straight answers about AI and client files.
Costs, rules and hardware, checked against the vendors’ and regulators’ own pages. All guides.
Questions
Straight answers.
Is my client data sent anywhere?
The AI models run on the Mac mini in your office, so the documents and email it works on are processed there, not by an AI company. It connects to your email and shared drive the way any office computer does, and if you add phone answering, calls travel over a normal phone carrier. Our remote access is for updates and support only, and it’s logged.
How is this different from ChatGPT Business or Microsoft Copilot?
Those are strong products, priced per person: about $20–25 per user per month at today’s list prices, and your files are processed on the vendor’s servers (both say business data isn’t used for training by default). AdminOnsite is one flat price for the whole office, the models run on a box you’ll own, and the work happens on site. The trade-off is model quality, covered in the next question.
How good are local models compared with ChatGPT?
Honestly: very good at the everyday work in this list, like first drafts, summaries, sorting email and finding things in your own files. They are not as strong as the newest cloud models at hard, open-ended reasoning or broad world knowledge. That’s why it drafts and you decide, and why we tune it on your templates and documents rather than asking it to know everything.
Who reviews what it writes?
You do. Drafts, replies and follow-ups wait for your OK before anything is sent. You choose which routine items, if any, it may send on its own.
Can it answer the phone?
Yes, as an add-on. It can pick up after hours or when the line is busy, take a clear message and send you a summary. Most offices start with drafting and file search and add phones later.
Does everyone in the office get to use it?
Yes. There are no per-seat fees. Each plan lists the office size it suits best, because a bigger team needs a bigger box, not more licences.
Who owns the box?
We do at first, and we manage it. After 24 paid months it’s yours. Keep using it on your own, or keep us on Care for $99 a month for updates, monitoring and support.
What’s the commitment?
A 12-month minimum, with the setup fee paid at signup so we can order and configure your box. No deposit on a 12-month plan.
Is the software really open source?
Yes. AdminOnsite runs on an open-source office assistant licensed under the GNU AGPL. You or your IT provider can read every line that runs on your box. See the Source page.
What if the power or internet goes out?
The box comes with a small battery backup. If the office is offline, it catches up on email and tasks when the connection returns.
Now booking founding offices
See it on your own files
Tell us about your office. We’ll set up a demo with documents like yours, so you can judge the drafts and summaries yourself.
- Your kind of documentsWe demo on sample files from your field: letters, workpapers or policies, not a canned script.
- Straight answers on priceFlat monthly plans for the whole office. No seats, no credits.
- Honest about fitIf cloud AI is the better choice for you, we’ll say so.