What does an AI admin assistant actually do?
First drafts
Letters, proposals, engagement letters and client replies written from your templates and past work. You edit; it learns your house style.
Inbox triage, replies drafted
Mail 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 sources cited.
Follow-ups that happen
Quotes, invoices and missing documents chased on your rules, so nothing waits on someone remembering.
Also included: intake packets turned into summaries and checklists, meeting notes turned into memos, and a one-page morning rundown of what came in, what’s drafted and what’s overdue.
What it doesn’t do
- Send anything without your OK, unless you choose routine items it may send on its own.
- Give legal, tax or coverage advice. It drafts; your professionals decide.
- Match the newest cloud models at hard, open-ended reasoning.
- Replace your practice-management, tax or agency software. It works alongside it.
How it compares with cloud AI assistants
| Cloud assistants (ChatGPT Business, Copilot, Claude Team) | AdminOnsite | |
|---|---|---|
| Price model | Per user per month: about $20–25 for standard business seats | One flat monthly price for the office |
| Where files are processed | The vendor’s servers | A Mac mini in your office |
| Usage limits | Included limits, with credits or usage billing beyond them | None; it’s your hardware |
| Ownership | Subscription | Yours after 24 paid months |
See the full comparison with ChatGPT Business and Copilot.
US list prices from each vendor’s own page, checked November 13, 2026. Prices change; check the vendor before you buy.
Pricing
Every plan includes the Mac mini, setup on your files, remote care and updates.
Practice
For a small practice that wants private drafting and file search.
- 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.
- 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.
- 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
How getting started works
- Demo on files like yoursWe show drafts and summaries on sample documents from your field.
- We configure your boxYour templates, folders and rules, set up before it arrives.
- It goes on a shelfPlugged into power and your network, with a small battery backup. We connect it to your email and shared drive.
- Tune for the first weeksWe adjust drafts to your house style and add the follow-up rules you want.
Questions
Is AI worth it for a small business?
It’s worth it when it removes recurring admin: drafts, inbox sorting, finding documents and follow-ups. Start with one or two of those jobs and judge the drafts yourself in a demo.
How many people can use it?
Everyone in the office. Plans are sized by office: Practice suits up to about 5 people, Office about 5–15 and Firm about 15–30.
What do we need in the office?
Shelf space, power and a network connection. The box comes with a small battery backup.
Is client data sent to an AI company?
No. The models run on the Mac mini in your office. Our remote access is for updates and support only, and it’s logged.
What’s the commitment?
A 12-month minimum with setup paid at signup and no deposit. After 24 paid months the box is yours; Care is $99 a month if you want us to keep looking after it.