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GAIABusiness– AI at Work. Contact

One system for the whole company

More time for business.
Everything in one place.

With GAIA Business (Operating System = OS), reports, materials, emails, appointments and receipts come together in one system. Captured on the phone on the go – the office only approves.

Get in touch

  1. Customer, appointment, photos and report in one job.

  2. Dictate, save, submit.

  3. The answer comes from the archive, with its source.

  4. Proposed below minimum stock, ordered after approval.

How it worksDemonstration with a sample company

Sample company · Click the dots to explore · The sequence advances automatically

How much time does your company gain?

Scroll and type inside the phone · GAIA Business estimates based on test data

Built from practice: Since spring 2026, founder Kareem Oueini has run his own company, Fine & Bold Taste Specialties KlG (distributor of the drink Cafété), on the system: stock, receipts, customer care, emails, sales prospecting, scheduling, daily reminders and invoicing with bexio.

Starting point

Where SMEs stand today

According to the OECD (2025), 31% of SMEs in seven OECD countries already use generative AI. Of those, 32.7% report a lower staff workload. Among PE/VC-backed firms in emerging markets, 71% use AI (World Bank/IFC, 2026) – but mostly in isolated tasks rather than across daily operations.

31%

of SMEs in seven OECD countries use generative AI.

OECD 2025, 5,232 SMEs

32.7%

of SMEs using generative AI report a lower staff workload.

OECD 2025, Fig. 3.5

71%

of surveyed PE/VC-backed firms in emerging markets use AI.

World Bank / IFC 2026, 1,666 firms

The OECD survey covers the UK, Germany, Japan, Korea, Austria, Canada and Ireland (late 2024). The World Bank figure describes PE/VC-backed frontier firms, not all firms. OECD sample

This is where GAIA Business comes in: most companies use AI as a separate tool next to their work. GAIA Business builds it seamlessly into daily workflows – in one single interface.

  • Knows your company

    Works with customer files, jobs, stock and documents.

  • Works inside the workflow

    Does the groundwork where it arises.

  • Stays under control

    A person approves, every action is logged.

Example: answering a customer email

Today, with a chat tool5 steps · 3 programs

  1. Open the email and copy the text
  2. Open ChatGPT, paste it in and explain the customer
  3. Copy the answer
  4. Back to the mail program, paste, adjust
  5. Update the job and customer file separately

With GAIA Business3 steps · 1 interface

  1. The email is already assigned to the right person
  2. A draft reply is ready – with customer file and job in view
  3. Check, approve, done – the job is recorded at the same time

One interface for everything. If you want, you only ever work in GAIA Business.

Day to day

Typical situations

SituationWith the system

A question about a customer or site, such as where something is stored.

The answer is in the customer file and can be asked for directly on the phone.

A material is running low.

Below minimum stock, an order is ready for approval.

A customer enquiry arrives by email.

It is assigned to the right person, with a draft reply and a service job if needed.

A partner or subcontractor needs to be called in.

Contact and appointment are in the job, visible to everyone working on it.

Reports and receipts are due.

Spoken or photographed, prepared by the system and submitted for checking.

A maintenance is due.

It reports itself in good time and becomes a service job.

Scope

What the system takes over

These eight areas are included for every company, on phone, tablet and PC. If you need more, we extend the system with further tools – at no extra cost.

  • Captured by voice or form, with job, hours and materials. Approved by the project lead.

  • Stock levels and minimum quantities. Order proposals are created automatically; ordering only after approval. The route to each supplier is connected per company.

  • Incoming emails are assigned, replies prepared as drafts. Your mailbox is connected during setup.

  • Customer file, service jobs with photos, and maintenance that reports itself in time.

  • Personal appointments, company calendar and absences. The team sees who is absent, not why.

  • Photographed on the phone, read out and pre-booked for checking.

  • Messages to individuals or to a whole role, such as purchasing.

  • Knowledge about customers, equipment and processes stays in the company and can be queried in plain language.

  • More tools for your company

    Need something specific? We develop it to fit your workflows – at no extra cost.

Value

More valuable every day

Every report, every answer and every document flows into the company memory. The knowledge stays in the company, even when staff change.

Company memorygrows with every entry

Integration

Your software stays

The system complements your industry software. It sits on top as a layer and connects what you already use today. What gets connected, we clarify together; connecting it is part of setup. Projects, items, stock and suppliers can be imported.

GAIA Business OS
  • Industry software
  • Mailbox
  • Calendar
  • Suppliers
  • Accounting

Setup

Tailored to your company

Together with you we go through your workflows and tailor the system to them: name and logo, roles and permissions, terminology, suppliers. A clear step-by-step guide and our technical support take you all the way to go-live. Setup is included in the price.

Data protection

Privacy

Your data remains your data. This is how we protect it:

Confidentiality agreement

Of course we prepare a confidentiality agreement for your company and sign it. It applies indefinitely, beyond the end of our cooperation.

Pseudonymisation: names stay in the company

  1. In your company“Call back John Smith about the ventilation”
  2. What the AI sees“Call back Person_3fa91c about the ventilation”
  3. Back in your companyReal names put back in
Names of customers and staff, addresses, phone numbers, email addresses, account and ID numbers are replaced with placeholders before anything goes to the AI. Photos and scanned receipts go to the AI as images.

  • Only the bare minimum goes to the AI

    To Claude by Anthropic. Processing in the USA, covered by standard contractual clauses.

  • Everyone sees only what they should

    Permissions by role, enforced in the database – for the AI, too.

  • No training on your data

    Anthropic does not train on your data and stores it for at most 30 days.

  • Fully logged

    Every action tamper-proof with time and person. Full export or deletion on request.

Benefit

The benefit in figures

Today91.0 h
With GAIA Business34.7 h
56.3 hours per month freed up

Day to day, reports, orders and emails eat up working time. This is exactly where GAIA Business frees up time – for customers and jobs instead of the office. The example calculation shows how many hours that means for one company.

Comparison: working time today and with GAIA Business (company with 15 people)Show the calculation

Calculated net: the time a task takes today, minus the time that remains with GAIA Business – dictating or asking, checking and approving. AI takes care of the rest. Assumption: 10 people in workshop and field, 5 in office and management, 21 working days per month.

Recording reportsThe OS turns a voice message into a finished report 31.5 → 7.0 h −24.5 h

10 reports per day × 21 days: today 9 min each (fill in the form, type it up in the office) = 31.5 h; with GAIA Business 2 min each = 7.0 h (dictate, check, approve)

Looking up informationThe answer comes straight from the OS's AI, from archive and customer file, with its source 10.5 → 5.3 h −5.2 h

15 questions per day × 21 days: today 2 min each (search, call, ask around) = 10.5 h; with GAIA Business 1 min each = 5.3 h (ask, read the answer)

Answering emailsThe OS drafts the reply 26.3 → 15.8 h −10.5 h

15 emails per day × 21 days: today 5 min each (read, write a reply) = 26.3 h; with GAIA Business 3 min each = 15.8 h (check the draft, approve sending)

Ordering materialsUsage is booked directly and the OS reports in time what needs reordering 10.5 → 3.5 h −7.0 h

2 orders per day × 21 days: today 15 min each (check stock, order from supplier) = 10.5 h; with GAIA Business 5 min each = 3.5 h (check proposal, approve order)

Recording receiptsA photo is enough; the OS reads amount and account 8.0 → 2.0 h −6.0 h

120 receipts per month: today 4 min each (type, book, file) = 8.0 h; with GAIA Business 1 min each = 2.0 h (photograph, approve)

SchedulingAfter approval the OS enters appointments in the personal calendar and proposes due maintenance on its own 4.2 → 1.1 h −3.1 h

3 appointments per day × 21 days: today 4 min each (check calendar, enter, review maintenance list) = 4.2 h; with GAIA Business 1 min each = 1.1 h (say it, approve)

Total per month91.0 → 34.7 h
56.3 hours per month freed up

In a pilot, figures from the system show how many reports, replies, receipts and emails GAIA Business has taken over.

Calculate with your own figures (time calculator at the top of the page) ↑

Terms

Your monthly investment

Base licence USD 249, plus USD 19 per user. AI usage included.

Included in the base licence

  • A dedicated server for your company only
  • Daily encrypted backups, plus a second copy with another provider
  • Monthly automatic test that the backup can be fully restored
  • Ongoing monitoring with automatic alerts
  • Security and feature updates at no extra cost
  • Personal support from one dedicated contact
  • Data protection documents prepared

Per user

Personal access with individual permissions, AI usage under fair use, and speech recognition.

  • Setup included
  • No hidden costs
  • Clear guide and full technical support

GAIA Business OS 5

5 users

USD 344 per month

Base licence 249 + 5 × 19 per user

AI usage and setup included.

GAIA Business OS 15

15 users

USD 534 per month

Base licence 249 + 15 × 19 per user

AI usage and setup included.

GAIA Business OS 20

20 users

USD 629 per month

Base licence 249 + 20 × 19 per user

AI usage and setup included.

Any size in between by the same formula, e.g. 6 users USD 363. Over 20 users: offer on request.

Fair use: Included is normal usage of around 50 AI requests per user and working day. Significantly heavier usage is billed by consumption. You are notified in advance and set yourself how much the AI may cost per month.

All amounts excl. applicable taxes.

Contact

We look forward to hearing from you.

We set up GAIA Business together with you – step by step, with a clear guide and full technical support. You have one dedicated contact who knows your company, and every decision stays in your hands.

Ready in about three weeks

  1. Week 1Go through your workflows together
  2. Week 2Configure, import data, connect programs
  3. Week 3Team onboarding – you are live
Kareem Oueini

Kareem Oueini

Founder, software developer and managing director

+41 77 467 90 38
hello@gaia-business.ch

GAIABusiness
by Fine & Bold Taste Specialties KlG
Zurich, Switzerland

See it yourself: Live demo (German interface) Access on request.

Questions? Ideas? Interested?

We reply within one working day.

Send an email · hello@gaia-business.ch Call: +41 77 467 90 38