# One partner for all your AI tools, instead of subscription chaos. > We manage your AI subscriptions, configure them around your processes, keep data secure under GDPR and train your team. One partner, one invoice instead of subscription chaos. - **Canonical URL:** https://appwave.dev/en/services/ai-administration - **Language:** en --- AI tools in a company usually grow in chaos: a few subscriptions, no configuration, half the team not using them. We take over licences, access, security and training - you use them, we mind the rest. - One invoice - GDPR compliant - Team support You pay for what you actually use - unused subscriptions disappear from the invoice. ## What AI and IT administration for business is AI and IT administration hands one supplier the layer that usually has no owner in a small company: licences, accounts, access rights, backups and security basics. It does not replace the person who looks after hardware - it takes over the layer where a company pays for subscriptions it forgot about and cannot say who still has access after someone leaves. AppWave runs this for companies with no IT department, on one invoice and one phone number. ## AI tools grow in chaos. You pay more and use less. Every team bought its own thing. Nobody knows who has access to what, what it costs, or whether the data is safe. The chaos costs every single month. ### Five subscriptions, zero order The company pays for several tools nobody configured - and nobody even knows who actually uses them. ### Half the team can't use them Access without training is wasted money - the tool sits idle and the value you pay for never shows up. ### Data leaks where it shouldn't With no policy or configuration, company data ends up in public models. That's a GDPR breach risk and lost customer trust. That chaos has a price - in licences nobody tracks and hours lost hunting for access. Estimate your cost in the calculator → ## Full AI tool administration, from invoice to training. The four areas we take over so all you have to do is use them. ### Subscription management One point of contact instead of five logins and five invoices. - Accounts, licences and renewals in one place - Access granted and revoked as needed ### Configured for your processes Tools set up so they actually help in day-to-day work. - Settings tailored to teams - Ready templates and workflows ### Data security control We make sure data doesn't leak into public AI models. - A policy on what may be entered - Privacy settings under the EU AI Act ### Team support and training We teach your team to use the tools you're already paying for. - Hands-on training, not theory - Ongoing contact when something breaks ## Numbers you can check before you ever contact us. No savings percentages pulled out of thin air. What stands below is only what you can verify in the calculator and in the contract. | Value | What it is | How we know | | --- | --- | --- | | from 3,875 PLN/mo | Start with no setup fee | Build, care and fixes in one monthly figure, with no setup fee. Custom implementations on the Polish market typically start at 8,000-30,000 PLN of setup alone, paid upfront, with maintenance billed separately. | | 1 | Invoice and one phone number | Instead of five subscriptions renewing from five inboxes and vendors who refer you back to each other. | | within 16 h | Failure fixed, included | Response within 8 hours, fix within 16 hours on business days. Included in the package, with no separate service contract. | Prices and response times come from the calculator and the standing service agreement, so you can verify them before we ever speak. We publish no savings percentages here because they depend on the process; we calculate them for you during the audit. ## From a review to ongoing care of your tools. A transparent process that turns chaos into order. ### Step 1 — AI tools review We check what you already pay for, what's used, what wastes money and where data is exposed. ### Step 2 — Order and configuration We pick the right set, configure it around your processes and roll out a data-security policy. ### Step 3 — Team onboarding We train people and show how to really use Claude, ChatGPT and the other tools in daily work. ### Ongoing — Administration and care We take over invoices, access, renewals and support. You use them, we mind the rest. ## We know these tools technically and legally. Three reasons to put AI administration in one set of hands. ### Technical and legal know-how We know which tools to choose and how to configure them under GDPR, to avoid data leaking into public models. ### One partner, one invoice Instead of juggling five vendors, you have one point of contact handling licences, access and costs. ### You pay for what you use We cut unused subscriptions and configure tools so the team actually uses them. ## The risk sits with us, not with you. The Working Implementation Guarantee If something stops working through our fault after we take over administration, we fix it at no extra cost - no new quote, no cap on revisions. We can promise this because we start with a process audit and turn down projects where we cannot see a return. Saying no before we start costs both sides less than fixing things afterwards. - The code and the repository are yours from day one, copyright included. - Scope and price are agreed before we start. We do not add line items along the way. - After the rollout you keep the same person you talked to at the beginning. ## Common questions about AI administration for business. ### Which AI tools do you handle? Claude, ChatGPT and other AI platforms used in companies. The choice depends on your processes - we help pick the ones that actually help and switch off the ones that only generate cost. ### Is using AI tools GDPR compliant? Yes, when configured well. We set tools up so company data doesn't reach public models, introduce a usage policy, and ensure GDPR and EU AI Act compliance. ### Does AI administration include team training? Yes. We run hands-on training tailored to your team's real work, and afterwards we stay in ongoing contact whenever something breaks or a new tool appears. ### How much does AI administration cost? We set the scope and price after the tools review. The service often pays for itself quickly - mainly by cutting unused subscriptions and better configuring what you already pay for. ### We already have an IT person. Are you replacing them? No. That person usually owns hardware, the network, and the people who walk up with a problem. We take the layer above: licences, accounts, access, backups and a clear record of who can do what. They are two different jobs, and in most companies the second one currently has no owner. ### What happens to access when someone leaves? In most companies that come to us, nothing - and that is the problem. Accounts stay live for months because nobody keeps a list. Once we take over, someone leaving is a single procedure: access revoked, data moved, and a trail left behind that you can show during an audit. ### Is this an AI service at all? Largely it is not, and we would rather say so plainly. It is administration, with AI doing specific jobs inside it: watching renewals, catching accounts with no owner, and summarising what changed during the month. The rest is ordinary, careful administrative work. ## Let's review your AI tools. We'll show what works and what wastes money. We'll check what you pay for, what's used and where data is exposed. No obligation to go further. 45 minutes · free · no obligation --- ## About AppWave AI software house from Łódź, Poland. We build custom AI software, automation agents and web applications. We co-create them with the client and guarantee every system we deliver. - **Legal name:** AppWave sp. z o.o. - **Address:** ul. Kolumny 147E/1, 93-611 Łódź, Poland - **Phone:** +48 538 441 413 - **Email:** office@appwave.dev - **Business hours:** Monday-Friday, 09:00-17:00 - [Free consultation](https://appwave.dev/en/appointment)