omnify
omnify is a modular Austrian work system for small businesses, combining tickets, CRM, invoicing, banking, mail and an AI phone agent on a single database. Its AI prepares the work; every writing action waits for your approval.
What is omnify?
omnify is a modular work system for small and medium businesses, built and operated in Austria by an IT service provider that runs it in production for its own daily work. The alternative design drafts still published on the site describe it more bluntly as an agentic CRM from Austria. Around a dozen building blocks sit on one shared database: a service desk for tickets and time tracking, a CRM whose 360-degree customer record links devices, contracts, invoices, mail and bank entries, billing with quotes, credit notes, subscription invoicing and multi-stage dunning, a banking and bookkeeping module, an OCR receipt scanner, a full mail client, an AI telephony add-on, a CalDAV calendar server, collaborative documents, Windows monitoring, and a launchpad with widgets and a Spotlight-style search. Because everything shares one database, a module bought later inherits the existing history from day one.
The distinctive part is how the AI is fenced in. Three named agents do the preparing: a billing copilot that turns closed tickets and time entries into invoice drafts, The Accountant, which classifies bank movements and matches receipts by chat, and a phone agent that recognises callers, captures category, urgency and callback window, and attaches a full transcript. None of them writes on its own. Every writing action pauses on an approval card and runs only after explicit confirmation, with an additional role gate reserving financial tools for accounting and admin, and everything landing in an audit log. The vendor presents this double gate as the reason its agents are allowed to do more than elsewhere.
Data sovereignty is the second pillar: customer data is said to sit on servers in the EU, with Frankfurt named as the location, and customers choose the language model and provider themselves, up to local models, with LLM cost shown in euros per conversation. Two sector pages target trades and IT service providers. Maturity is the caveat: pricing is declared provisional until launch, resource planning is still in integration, and the public login page is an explicitly labelled prototype.
What it does
- Answer inbound calls with an AI agent on your company number and file a structured request with a full transcript
- Turn closed tickets and logged time into invoice drafts that wait for your approval before anything is sent
- Reconcile incoming bank payments, classify entries and match receipts through a chat assistant
- Read a photographed receipt, recognising amount, date and partner, then suggest the matching bank entry and flag duplicates
- Sort a shared inbox by rules and show the customer context beside every message
- Monitor customer Windows systems and report status and incidents into a TecOps cockpit
- Keep every AI action behind a role gate and an explicit approval, recorded in an audit log
When to use omnify / When not to
A quick filter to help you decide if omnify is the right fit.
When to use omnify
- German-speaking SMEs that want to replace several disconnected subscriptions with one system
- Managed service providers and in-house IT teams running a service desk alongside monitoring and billing
- Trades and field-service businesses whose technicians log time on site and invoice straight from it
- Small firms with no full-time office staff, where an AI agent answers the phone when everyone is out
- GDPR-sensitive organisations that refuse to have a US cloud provider in their data path
When not to use omnify
- Teams needing any language other than German: the interface, the website and the demos are German-only
- Field crews that must keep working offline, since the vendor states there is currently no true offline mode
- Buyers who want to sign up and pay online, as access starts with a requested demo and a sales conversation
- Developers looking for a documented product API to build integrations on
- Organisations that require published security certifications or a named subprocessor list before purchasing
How to use omnify
A typical end-to-end flow, from setup to results.
- Read the module overview and the two sector pages to work out which building blocks your business actually needs
- Send the demo request form with your name, company and email; phone number and a description of the problem are optional
- Expect an answer within one working day, with no newsletter signup and no repeated sales calls
- Attend the live 30-minute demo, held in German, with no credit card and no commitment
- Discuss your module configuration and get the final price list, which is issued on request
- Agree the onboarding scope, since migration from paper, Excel or a legacy system is quoted only after this first conversation
- Have your existing customer and transaction data loaded through the bulk import with batch management
- Start with the Basis tier and switch on further modules as the business grows, keeping the same database
- If you take the telephony add-on, let the vendor connect your company number over SIP and configure announcements and routing with you
- Work day to day from the Launchpad, checking and approving the drafts the agents prepare
Pros & Cons
Pros
- Human approval is required before any AI agent writes, reinforced by role gates and a complete audit log
- EU hosting in Frankfurt, corroborated by an independent DNS and IP check, with publisher and support in Austria
- Real modularity on one database: modules added later inherit the full history, with no exports between silos
- Per-user prices published openly, with monthly cancellation and AI features included in the modules
- Transparent LLM costs, with the option to bring your own API keys or run local models
- Open standards rather than lock-in: CalDAV, IMAP and SMTP, with data export available at any time
- A data processing agreement comes with the contract package instead of being sold separately
Cons
- Clearly pre-launch: prices are declared provisional until launch and resource planning is still in integration
- No terms and conditions are published at all, and the privacy policy explicitly covers only the marketing site
- The public login page is a non-functional prototype and the only visible running instance is the publisher's own
- German only, including the website, the product pages and the demo sessions
- No subprocessor list and no security certification such as ISO 27001 or SOC 2
- Whether customer data is used to train models is never addressed anywhere
- No documented product API, and no offline mode for work in the field
Pricing & Plans
There is no permanent free plan and no free trial is announced. The lowest published entry point is EUR 29 per user and per month for the Basis tier, excluding VAT. Additional modules start at EUR 12 per user and per month each, and the AI telephony add-on starts at a flat EUR 149 per month, setup included. The publisher gives two worked examples: three users with Basis, billing and banking from EUR 159 per month, and five users with Basis and billing from EUR 205 per month. Language model consumption is billed on top, either through the customer's own API keys or by the vendor, and onboarding is quoted after an initial conversation. Prospective buyers should note that the amounts are described as provisional until launch and that the final price list is issued on request.
- CRM and contacts
- tickets and service
- time tracking
- Launchpad and Spotlight search
- calendar with device sync
- documents and tasks
- billing and invoices
- banking and bookkeeping with The Accountant
- receipt scanner and OCR
- mail cockpit
- monitoring and remote maintenance with the Agent Engine
- AI agent on your company number
- caller recognition
- structured requests with transcripts
- routing based on team presence
Data, GDPR & hosting
A consolidated view of how omnify handles your data.
GDPR overview
Implementation is concrete rather than declaratory. The privacy policy is written under Articles 13 and 14 and lists the rights of access, rectification, erasure, restriction, portability and objection, with a right to complain to the Austrian data protection authority. A data processing agreement is presented as part of the contract package rather than an option, and the vendor explicitly contrasts this with marketing seals. The marketing site sets no non-essential cookies, embeds no third-party tracking and self-hosts its fonts, so no consent banner is used. The publisher is established in Austria, so no Article 27 representative is required or named; no data protection officer is named either. No security certification such as ISO 27001 or SOC 2 is claimed anywhere. The policy is dated August 2026 and its scope is the marketing site alone.
Who owns the data?
The publisher, goodcare IT Services e.U. of Tulln an der Donau, is named as the controller. One limit matters a great deal: the published privacy policy covers only the marketing website and its demo form. Processing inside the product itself is governed by separate agreements, a data processing agreement and, where applicable, a policy issued within the customer relationship, none of which is public. For the product, the vendor states plainly that the data belongs to the customer, that export is possible at any time, and that open standards rather than lock-in govern any exit. Data subject rights are exercised at office@goodcare.at, with recourse to the Austrian supervisory authority.
Reuse rights
No terms and conditions are published, so reuse rules can only be read from the privacy policy and the product pages. On the marketing site, server logs and demo-form entries are processed for secure operation and to answer the enquiry; nothing is passed to third parties for advertising, and submitted IP addresses are stored hashed for rate limiting rather than used as an identifier. Inside the product, the vendor says customers keep their own data and may export it at any time. Its AI agents read, analyse and prepare, classifying bank entries, matching receipts, drafting invoices and structuring calls, but every writing action stops at an approval card and runs only after confirmation, with role gates on financial tools and a complete audit log. Customers choose the language model and provider themselves, up to running local models, and may bring their own API keys. Whether customer data is ever used to train models is never addressed anywhere on the site.
Data retention & training
Hosting summary
The vendor states that customer data sits on servers in the European Union and names Frankfurt as the server location, arguing that no US provider sits in the data path and could be compelled to hand data over under the US CLOUD Act. The marketing website itself is described as running on servers the publisher operates in the EU. An independent check is consistent with the claim: the domain resolves to 172.104.253.105, an Akamai Connected Cloud address geolocated in Frankfurt am Main, Germany, with DNS delegated to a German provider. Development, operation and support are all said to come from Austria. Two caveats are worth noting: the site names the city and the region but never the country in full, and no data centre operator, subprocessor list or backup location is published anywhere.
Things to keep in mind
Risks and trade-offs to weigh before adopting omnify.
- Approval fatigue is the central risk: the whole safety model rests on a human actually reading each approval card, and an overloaded owner who clicks through them turns the audit log into a record of rubber-stamping rather than of control
- The offering is pre-launch, so prices are provisional, one module is still in integration and the public login is a prototype: what you eventually buy may differ from what the site shows
- The published privacy policy covers only the marketing website, which means the rules for your operational data inside the product are not public before you sign
- The site never says whether customer data is used to train models, and choosing your own model provider addresses inference rather than training, so the question stays open
- Concentration risk is high: tickets, invoices, mail, bank entries and documents would all live in one system run by a small sole proprietorship, so continuity, succession and support depth deserve direct questions
- Every company, person and phone number displayed on the site is demo material the vendor marks as fictitious, so nothing published there evidences a real customer base or measurable results
- Delegating invoice drafting, bookkeeping classification and call intake at once can erode the team's own fluency in those tasks, leaving nobody able to notice when a prepared draft is quietly wrong
Setup & Integrations
Technical difficulty
Low for the end user, but not self-service. Nothing has to be installed for daily use: omnify is a web application that can also be installed on a phone. Access, however, begins with a 30-minute demo and a conversation rather than a signup. Migration from paper, Excel or a legacy system is handled as a guided onboarding service using bulk import with batch management, scoped and priced only after that first meeting. The telephony add-on is configured by the vendor, including the SIP connection and routing rules, and monitoring requires deploying a Windows client on the machines being watched.
Deployment
Integrations
Supported languages
Behind omnify
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Where is the data hosted?
What is the AI allowed to do, and what is it not allowed to do?
Can modules be bought individually and added later?
How much does it cost?
Is there a free trial?
Does it work on a phone or on site?
What is needed to start using the AI telephony?
What is the contract term, and can the data be taken out again?
Should you pick omnify?
omnify makes an unusually disciplined promise for an AI product: the agents are confined to preparation, and nothing is written without an explicit human approval, backed by role gates and an audit log. Combined with EU hosting that an independent DNS check corroborates, an Austrian publisher, the freedom to choose your own language model or run local ones, and prices published per user and per module with monthly cancellation, this is a coherent proposition for a German-speaking SME that takes data protection seriously. The credibility argument is real too: the system was built inside an IT service business and runs there in production before being sold to anyone else.
The reservations are equally clear, and they are mostly about maturity rather than design. The offering is visibly pre-launch: the vendor states the price list is provisional until launch, resource planning is still in integration, the public login page is a labelled prototype, and no terms and conditions are published anywhere. The privacy policy covers only the marketing website, so the rules governing the data that actually matters, the operational data inside the product, are not public before signature. There is no subprocessor list, no security certification, and no statement on whether customer data is used to train models. Everything shown on the site, including every company name and phone number, is demo material the vendor itself marks as fictitious, so nothing there evidences an installed base.
The sensible reading is that omnify is promising but early. For a German-speaking small business in trades, IT services or professional practice, it is worth the 30-minute demo; the contract terms, the retention rules and the training question should be settled in that conversation, because the website does not answer them.
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