Private AI OS
Build My AI Office
Private AI Operating System · For Small Business
EditionSBO · 2026.1
ImplementationPrivate · Hosted or On-prem
ReferenceAO–001

Your business has a process.
AI Office turns it into a system.

Connect your inbox, documents, clients, tasks, employees and core workflows into one private AI-powered operating layer — with owner approval for every critical action.

Build My AI Office→ See How It Works↘
Private implementation, hosted or on-premise.
Owner-approved workflows. Full audit log.
Documents, tasks, clients, employees, reports.
An owner's desk overlooking a Swiss lake — binder, calculator, signed report on tablet.
Owner Desk · Live
Private Node · Switzerland / EU
WF–0421 Classified
New client request — Sigrist GmbH
Routed to Sales · Quote draft prepared · 2 min ago
DOC–9921 Extracted
Contract — Müller AG, v3.pdf
14 fields parsed · Signatory + dates · attached to client
INV–0314 Deadline
Invoice 0314 — due in 2 days
Reminder drafted · awaiting owner approval
TSK–7768 Overdue
Employee report — D. Keller
Weekly site report missing · 1 nudge sent
SRV–0098 Billing
Service order 0098 — completed
Moved to billing · draft invoice attached
BRF–MON Brief
Daily brief prepared — 07:00
6 items for review · 2 require your approval
Owner approvalQTE–0421 · €18,400
Quote draft ready — Sigrist GmbH
Drafted from request, contract terms and price book v3.
  AI prepares/ The owner decides/ Every critical action logged/ Private deployment · EU & CH residency/ Built for owners, not IT teams/
§ 02 / Operating Shift

From scattered messages to a single operating layer.

Small businesses don't fail from lack of tools. They lose hours to context — re-reading inboxes, hunting for documents, asking who has what. AI Office removes the search.

Before · Today— Scattered surface

Six places to look. Nothing is the source of truth.

01Inboxes — owner, sales, billing.3 accounts
02Messengers — WhatsApp, Telegram, Viber.7 chats
03Documents — Drive, desktop, paper, scans.unsorted
04Spreadsheets — clients, hours, prices, late payers.4 files
05Employee chats — site photos, status, excuses.scattered
06Owner memory — what was promised to whom.fragile
After · AI Office— Structured layer

One layer. Workflows, approvals, reports — visible.

01Structured workflows — from request to invoice.linked
02Priorities — what must move today, surfaced.ranked
03Approvals — owner says yes or edits, then it ships.logged
04Reports — revenue, deadlines, employee output.daily
05Operational visibility — what is happening, now.live
06Owner memory — never required again.recorded
§ 03 / Operating Loop

How AI Office works — a six-step operating loop.

Every workflow flows through the same six stages. Predictable, traceable, owner-controlled.

01 · Ingest
Ingest

Mail, messages, PDFs, scans, voice notes, forms — pulled in continuously from your existing channels.

→
02 · Understand
Understand

Each item is read, classified and matched to a client, project or workflow with reasoning attached.

→
03 · Structure
Structure

Tasks, deadlines, line items and obligations are extracted into a single operating record.

→
04 · Assign
Assign

Work is routed to the right person — sales, technicians, accounting, drivers — with context attached.

→
05 · Approve
Approve

Quotes, invoices, contracts, refunds — nothing leaves without your one-tap owner approval.

→
06 · Report
Report

Daily brief, weekly P&L, deadline risks and employee output — delivered, not assembled.

§ 04 / Modules

Ten modules. One operating layer.

Each module is built to run by itself or as part of the loop. Activate what you need; the audit log holds it all together.

M.01 — Inbox

AI Inbox

Email, Telegram, uploads and optional messenger connectors — one operator view. Classified, summarised, ranked by what must move today.

ChannelsMail · Telegram · Uploads · Connectors
M.02 — Documents

Document Processor

Contracts, invoices, certificates, scans. OCR, document classification and field extraction — each file attached to the right client and workflow.

FormatsPDF · DOCX · IMG
M.03 — Workflows

Workflow Engine

Request → quote → contract → service → invoice. Each step linked, traceable, owner-approved where it counts.

TemplatesCustom templates
M.04 — Tasks

Task & Deadline Manager

Every promise becomes a tracked deadline — including recurring obligations: permits, insurance, vehicle deadlines and contract renewals. AI surfaces what is slipping before anyone has to ask.

ModePredictive
M.05 — Clients

CRM / Client Records

One file per client — every conversation, document, quote, invoice and history bound together automatically.

RecordsAuto-built
M.06 — Team

Employee Coordination

Site reports, shift logs, requests for the owner. The team writes less, the owner sees more.

RolesOwner · Lead · Field
M.07 — Brief

Daily Brief

One screen at 07:00 — what came in, what's at risk, what needs your approval. The owner's morning page.

Delivery07:00 · Mail · App
M.08 — Billing

Billing Drafts

Service completed becomes a billing draft. The owner reviews, approves and exports before anything is sent.

OutputDraft → Reviewed → Exported
M.09 — Audit

Audit Log

Every owner decision, AI suggestion, edit and approval — timestamped and exportable. Nothing happens in the dark.

RetentionConfigurable
M.10 — Calendar

Calendar & Scheduling

Meeting requests, availability checks and owner-approved calendar events — synced to the workflows and clients they belong to.

SyncGoogle · iCloud · Exchange
M.+ — On request
Per implementation

Custom modules, shaped to your operation.

Activate what you need; the audit log holds it all together. Specialist modules — fleet, multi-site, regulated handovers — are scoped during implementation.

EngagementManaged · Owner-led
§ 05 / Use Cases

Built for service businesses that run on owner judgement.

If your business runs on quotes, deadlines, scattered messages and your personal review — AI Office is the operating layer underneath.

UC.01

Service companies

Quote → Service → Bill↗
UC.02

Relocation

Multi-stage projects↗
UC.03

Real estate operations

Listings · Tenants↗
UC.04

Construction & maintenance

Sites · Sub-contractors↗
UC.05

Cleaning & household

Shifts · Recurring↗
UC.06

Transport & vehicles

Fleet · Dispatch↗
UC.07

Medical tourism coordination

Cases · Itineraries↗
UC.08

Boutique agencies

Clients · Retainers↗
UC.09

Family office & concierge

Private operations↗
§ 06 / Principle

AI prepares.
The owner decides.

No quote, invoice, contract, refund or message leaves without one explicit owner action. AI Office is built around your judgement — not in place of it.

04
Owner actions
Approve · Edit · Reject · Ask AI
100%
Critical actions
Logged & reversible
One-screen
Approval flow
From one screen
Owner Approval Queue · Mon 14 May
AO–QUEUE / 06
07:14
Quote — Sigrist GmbH · €18,4003 line items · margin 28% · terms net-30
Awaiting
07:11
Invoice reminder — Müller AG · INV–0314Due in 2 days · second notice draft attached
Awaiting
06:58
Contract redline — Brunner SA2 changes flagged · liability cap, payment schedule
Edited
06:42
Refund request — A. Vogel€280 · service rescheduled · client history clean
Approved
06:31
Employee leave — D. KellerFri 17 May · cover proposed · schedule unaffected
Approved
Executive office overlooking a Swiss lake — calm, private, daylight.
Private deployment · Owner controlled
Executive office · Private cloud or on-premise
§ 07 / Security & Implementation

A private operating layer — yours, in every sense.

AI Office is installed for you and configured to your operations. Configurable private deployment model — hosted in your region, private cloud or on-premise depending on implementation.

S.01
Private deploymentHosted in your region or on-premise — your domain, your perimeter.
Standard
S.02
Role-based accessOwner, lead, accounting, field — minimum permissions by default.
Standard
S.03
Audit logEvery AI suggestion, owner action and edit, timestamped & exportable.
Standard
S.04
Local or private cloudConfigurable EU / CH data residency options — pick where the data lives.
Optional
S.05
No critical action without owner approvalHard-coded into the workflow engine — not a setting that can drift.
Enforced
§ 08 / On the move

Same operating layer — at the owner's side.

The owner's daily brief, the approval queue and the running workflows — pocket-sized, large-tap, no dashboard noise. Approve, edit, reject or hand back to AI from the same screen you opened.

Reading order
Brief → Approvals → Workflows
Hit targets
44px minimum, owner-priority
Imagery
One atmosphere crop, never busy
Offline
Brief cached, approvals queued
9:41 ●●●●●   100%
AI Office
Private AI OS · Mon 14 May
Your business has a process. AI Office turns it into a system.
Desk overlooking Swiss lake
Owner desk · Live
Quote draft · Sigrist GmbHWF–0421 · €18,400
Approve
Invoice 0314 · due in 2 daysReminder drafted
Action
Daily brief — 07:006 items · 2 owner
Read
Build My AI Office→ See How It Works↘
§ 09 / Implementation

Bring your business operations under control.

A private AI Office is configured around your workflows, your clients, your documents and your team. Implementation is a managed engagement — not a sign-up.

Build My AI Office→ Speak to Implementation↘
01 · Map
Two sessions. We map your real workflows — not a generic template.
02 · Install
Private deployment. Inboxes, documents, clients and team connected.
03 · Approve
Owner-approval rules tuned. Your judgement, encoded.
04 · Operate
Daily brief from week one. Quiet handover. No tool-shock.