Client tax and financial records stay on hardware in your office. Your team gets an AI assistant that works from the firm’s own files, and no outside AI company ever receives them.
At a glance
See it work
A real recording, shown in real time: a private assistant answering three questions from four sample documents on one desktop PC. Nothing was sent to an outside AI service. Recorded with Open WebUI, an open-source chat interface, and a small open model. Client systems run larger models on a workstation built for the job.
The problem
Treasury regulations under Internal Revenue Code section 7216 say a tax return preparer may not disclose a taxpayer’s tax return information without the taxpayer’s written consent, unless a specific exception authorizes it. Entering it into an outside AI service hands it to a third party.
Sources: 26 CFR 301.7216-3; 26 U.S.C. 7216
Under the FTC Safeguards Rule, tax preparation firms must keep a written information security program and oversee the service providers that handle client data. Every outside AI tool your staff uses is one more provider to oversee.
Source: Federal Trade Commission: what the Safeguards Rule requires
The share of employees using AI tools on work devices rose from 15% to 45% in a year, and 67% of those users reach AI services through personal, non-company accounts.
Source: Verizon 2026 Data Breach Investigations Report, summarised by Kiteworks
Day to day
Ask across a client’s documents, prior-year workpapers and emails, and get the answer with the file it came from.
Drafted from your firm’s own templates, for a preparer to review.
Questions answered from your firm’s own procedures and checklists, without interrupting a senior.
What you get
A chat assistant that answers from your own documents and shows which file each answer came from.
We connect it to your shared files, email, CRM, accounting and phones, so there is one place to ask about a client, a job or a document.
It runs on a workstation built by Spectre Computers in Nashville and installed in your office. You buy it once and you own it.
We set it up, connect your systems, train your team and keep it updated under a monthly care plan.
How it works
A 20-minute call. We look at how your team uses AI today and where company data is going.
One price for setup, one for hardware and one for the monthly care plan. No hourly billing.
We build and configure the machine, then connect it to your systems. On site within about two hours of Nashville; shipped and finished remotely anywhere else in the United States.
Updates, monitoring and changes as your business changes. Month to month.
Packages and prices
Up to about 10 staff
10 to 40 staff
More than 40 staff, or several offices
On the Company Brain package, at the lowest hardware price.
Every year after that: $15,000 for the care plan. The hardware is already yours.
Hardware is a workstation built by Spectre Computers in Nashville, at its published price. You buy it once and you own it. See the machines.
Founding client offer: the first three clients get 30% off the setup fee in exchange for a published case study.
Prices last updated .
The arrangement
It is your machine from the day it is paid for.
It stays on that machine, in your office.
The care plan is month to month. If you stop it, the system keeps working. Only updates and support stop.
If it isn’t answering questions from your own documents within 30 days of install, we refund the setup fee.
Questions
Yes. A private AI system runs the model on a workstation in the firm’s office, so client tax and financial records are read on that machine and are not sent to an outside AI company. Your team asks it questions and gets draft letters and emails from the firm’s own files, and a preparer reviews what it produces.
No single tool does. Keeping client data on hardware you control means no outside AI company receives it. Your written security plan and your other obligations still apply. This page is general information, not legal or tax advice.
No. It works from your firm’s own files: finding documents, answering questions about a client’s history and drafting letters and emails for a preparer to review.
For answering questions from your own documents, drafting, summarising and pulling information out of files, it does the job well. For long, complicated multi-step reasoning, the largest cloud models are still ahead, and we will tell you plainly on the exposure check if your work needs one.
They say they do not train on business customers’ data, and for many companies that is enough. A private system is for firms that don’t want client data on any outside company’s servers at all, that want one system connected to everything, or whose staff are quietly using personal accounts anyway.
Three packages. Private Assistant: $5,000 setup and $500 a month. Company Brain: $12,000 setup and $1,250 a month. Brain + Operations: from $25,000 setup and $2,500 a month. Hardware is extra and bought once: $9,999 to $23,499 depending on the size of the team. For example, a 20-person firm on Company Brain pays from $36,999 in the first year ($12,000 setup, hardware from $9,999 and $15,000 for the care plan) and $15,000 a year after that. You get a fixed quote after the exposure check.
You do. The hardware is yours and your data stays on it. The software framework is ours and you get a permanent licence to the version we install, so the system keeps working if you ever cancel the care plan. Only updates and support stop.
Within about two hours of Nashville, Tennessee we install on site. Anywhere else in the United States the machine arrives configured and we finish the setup remotely.
Shared files and email in Microsoft 365 or Google Workspace, your CRM, your accounting system and your phones. We confirm exactly which of your systems can be connected on the exposure check, before you pay anything.
The first three clients get 30% off the setup fee. In return we ask to publish a case study with your firm’s name once the system is running.
If it isn’t answering questions from your own documents within 30 days of install, we refund the setup fee. The hardware is yours either way.
The exposure check is free and takes 20 minutes. If a private system makes sense, you get a fixed quote.
Get a free AI exposure checkor call (615) 551-2836