Configure your perfect package

The price per user depends on package size and ranges from €3.00 to €6.00 per employee per month. Larger packages are cheaper per head. A package for up to 5 employees starts at €30 per month; a 200-user package costs €700 per month (€3.50 per person). All prices excl. VAT.

Yes. All features – news, wiki, chat, files, calendar, groups, tasks, time tracking, and dashboard – are fully included in every package. You only pay for the number of licenses, not for individual modules.

We deliberately work with a single, fair price per person – and that is by design: every person in the company should have access to the full feature set from day one. The price per user is already a blended price that accounts for the fact that, in practice, not everyone uses every feature equally. That way you avoid the overhead of managing different role-based licenses, and nobody is artificially limited – in most rollouts, usage grows well beyond what was initially planned.

Yes. Packages are license bundles and can be freely combined. The pricing calculator automatically finds the cheapest option for your team size. For 150 employees, for example, the system combines a 100-user and a 50-user package instead of an oversized 200-user package.

10 GB per user are included, pooled organisation-wide. A package for 100 employees therefore includes 1 TB of shared storage — enough for documents, instructions, photos and videos from everyday operations. Fair use policy: not intended as a media archive or as a backup dump for third-party systems. Need more? Optional storage upgrades: +250 GB for €19/month or +1 TB (1024 GB) for €59/month (each excl. VAT).

Every user has Kai Light included at no extra cost — a small quota for occasional tasks. For users who need more, you can book Kai Basic (+€4/user/month, the base quota), Kai Plus (+€12/user/month, 3× the AI of Basic), Kai Pro (+€40/user/month, 10× as much) or Kai Max (+€80/user/month, 20× as much) individually per user. Our AI assistant is called Kai, runs on European AI hosted in the EU and is GDPR-compliant.

You see a clear hint in the chat: "Weekly limit reached" or "Upgrade available". The quota applies per calendar week. If someone consistently needs more, the admin upgrades them to the next Kai tier.

Three reasons: (1) Hosting in Germany, no per-seat fees to US corporations. (2) European AI that is significantly cheaper than comparable US models and GDPR-compliant at no extra cost. (3) No hidden feature tiers — all features are included in every package. What scales with usage is capacity (storage, document processing) — and that is openly priced. We save where it doesn't affect the product.

Three honest reasons: (1) The baseline effort for setup, operations and support is the same per customer – with 800 employees it spreads across more shoulders than with 25. (2) Sales and support scale more efficiently per licence as teams grow – and we pass that saving on directly. (3) We want larger non-desk operations to roll Kibi out to every employee on the shop floor, construction site or depot – not only to supervisors. The scale discount makes that commercially viable.

Yes. You can try Kibi Connect for free and see for yourself. For productive use, we recommend our onboarding package – we structurally roll out Kibi Connect in your company within 4 weeks.

Data is hosted exclusively in Germany (Hetzner Cloud). Kibi Connect is GDPR-compliant; the AI agents also run in the EU – no US cloud. That is a key trust anchor for public administration, hospitals, and regulated industries.

We work with flexible annual contracts. Billing is monthly or annually; the notice period is stated in your individual offer. Other contract terms are available on request. You can upgrade your package at any time as you grow.

Every employee licence includes 10 OCR pages per month as a free quota – pooled across your organisation. With 50 employees you share 500 pages/month. Text recognition (OCR), automatic document classification and automatic filing are all part of the same feature. Each additional page costs €0.02 – charged per page, not per document. Example: 50 employees with 2,000 pages/month pay €30.00 for 1,500 additional pages. Credits are valid for 12 months from purchase. Every page of the documents you create in the DMS is charged – regardless of file type. All prices excl. VAT.

Kibi Connect is the digital hub for companies with non-desk workers – employees who do not work at a PC. That applies to around 80% of all workers in Europe: manufacturing, skilled trades, contract catering, public administration, and field service. It is a particularly good fit for organisations that want digital sovereignty: operated in Germany and the EU, GDPR compliant, without dependencies on providers outside the EU – relevant for public sector clients, critical infrastructure, and anyone who has to meet NIS-2 requirements.