amaiko vs Microsoft 365 Copilot: German Hosting, Company Knowledge, Real Cost (2026)

Hosted in Germany, for every customer

amaiko is hosted in Germany on amaiko’s own infrastructure, outside the Microsoft cloud, and its AI processing stays in the EU. That holds for every customer at the list price: there is no add-on to buy and no admin setting to check. Details are on the security page.

Copilot runs in Microsoft’s EU Data Boundary. Microsoft’s own documentation says the commitment is “subject to limited circumstances” in which customer data and personal data “will continue to be transferred outside the EU Data Boundary”. On top of that comes flex routing: at peak load, Copilot’s AI processing “may occur in the United States, Canada, or Australia”. Microsoft writes that flex routing “is on by default for eligible tenants that were created after March 25, 2026”; older tenants have to look up their default in the Message Center. The model choice Copilot advertises includes Anthropic’s Claude models, which Microsoft’s admin documentation says “are currently excluded from the EU Data Boundary”. In Word, Excel and PowerPoint, a separate setting lets Copilot use them, and Microsoft switches it on by default for EU tenants created after 25 March 2026. Data residency in Germany is available through the Advanced Data Residency add-on, and Microsoft requires it on 100% of the paid licences in your tenant.

For your data protection officer that means a Copilot rollout comes with settings to audit and an add-on to price. We cover what this means for a GDPR assessment of Copilot in detail. With amaiko the answer is the same for every customer and every feature.

Company knowledge that stays when people leave

amaiko learns how each person works and consolidates your team’s conversations into lasting company knowledge every night: projects, customers, decisions and who knows what. Knowledge can be personal, team-wide or company-wide, and team knowledge is checked against live Teams membership on every access. When an employee leaves, what they taught amaiko stays. amaiko teams spend 35% less time searching, and new hires get up to speed 57% faster.

Copilot’s memory is in preview. It holds saved memories, details inferred from chat history and custom instructions, and Microsoft stores them “in the user’s Exchange mailbox in a hidden folder”. It remembers for one person, in that person’s mailbox.

For your company that means Copilot gets to know each user, and amaiko builds knowledge the whole team can draw on. We compared both in a day-in-the-life breakdown.

Briefings and inbox triage in the seat price

amaiko prepares a morning briefing before your team starts its day, and Active Inbox reads incoming email and flags what needs attention. Flagged emails become to-dos. Both are part of the plan, with unlimited tokens, and nobody has to set up an automation first. Behind them runs a network of specialist agents, and the marketplace adds HubSpot, Dynamics 365 Business Central, Personio, Jira, Confluence, DATEV and more.

Copilot’s work without a prompt runs in Copilot Cowork: scheduled prompts such as a daily briefing, and tasks that start when a matching email arrives. Microsoft’s pricing page lists Cowork as metered, and its FAQ says “your organization is charged based on how much your users do with Cowork”, with model responses, tool and skill calls, image generation and browser tasks counting toward consumption. Admins set spending limits per user or group.

For your budget that means Copilot’s proactive work is a second bill that grows with use, managed by your admins. With amaiko it is in the seat.

Price: what the seat includes

amaiko costs €41.58 per user per month billed annually (€499 per user per year), or €49.90 billed monthly, with unlimited tokens. See pricing.

Microsoft’s German price page lists Microsoft 365 Copilot Business, for up to 300 users, at €18.20 per user per month billed annually, or €21.84 monthly. A first-year price of €15.60 applies to annual subscriptions bought between 1 July and 31 December 2026. In the US it costs $21. Microsoft 365 Copilot for enterprise plans costs €26.00, or $30. A Copilot seat costs less than an amaiko seat.

What that price does not include: Copilot is an add-on. Microsoft’s licensing page lists the plans it can be added to, from Business Basic to E5, and you need one of them. Cowork is billed by usage. German data residency needs the Advanced Data Residency add-on on every paid licence. amaiko is bought on its own, and a company without Microsoft 365 uses it in the web app with Google Workspace or Box.

Two companies, list prices billed annually, all prices net. The Copilot column assumes you already pay for an eligible Microsoft 365 plan, and it contains no Cowork usage.

For your budget that means the Copilot figure is the floor of the bill: briefings and scheduled tasks through Cowork add a usage line, and hosting in Germany adds an add-on line. With amaiko the seat price is the whole bill. If your team wants meeting notes from amaiko, the Meeting Notetaker add-on brings the seat to €61.57 per user per month billed annually.

Questions to ask Microsoft before you sign

Get the answers in writing. Ours is under each one.

1. Are flex routing and Anthropic’s models switched on in our tenant, and who checks both settings after each change Microsoft makes? amaiko: AI processing stays in the EU for every customer.
2. What will Cowork cost per month if every person on our team gets a daily briefing and email-triggered tasks? amaiko: Briefings and Active Inbox are in the plan, with unlimited tokens.
3. What does the Advanced Data Residency add-on cost for all our paid licences? amaiko: Hosted in Germany on amaiko’s own infrastructure, at the list price.
4. What happens to an employee’s Copilot memory when they leave and their mailbox is removed? amaiko: What they taught amaiko stays in the company knowledge consolidated every night.
5. What will our Copilot seats cost from the second year, once the introductory price ends? amaiko: Users × €499 a year with annual billing, every year.

See it for yourself

Book a demo and ask amaiko the questions your team asks every day, in your own Teams. Our guide to GDPR and AI compliance covers what to check with any AI vendor, and our Microsoft 365 Copilot alternatives cover the rest of the field.