Questions we get asked

A one-off $1,200 setup fee applies to new accounts. This covers platform configuration, data setup, and three hours of onboarding with your team. Organisation packages include dedicated implementation support at no additional cost.

All of our plans include base cover for the number of cases your funeral business will manage annually: Essentials → 100 cases, Professional → 200 cases, Organisation → 500+ cases.

For lower-volume operators, additional cases are available on a per-case basis: $20 per case for 1–20 cases, $15 per case for 21–50 cases, $9 per case for 50–200 cases.

Yes you can! Every module is designed to work standalone and integrates seamlessly with the others. Start with what you need today, and add modules as your funeral business grows.

Yes. Gaia was built specifically for the Australian and New Zealand market. Our state forms library is maintained in line with each jurisdiction's BDM requirements, and we monitor regulatory changes as they occur.

Most new customers are live within two to four weeks. Timeline depends on your current systems and data migration requirements. Our team manages the process end-to-end.

No, families don't have access to the online portal. They can access memorial and upcoming funeral pages once they've been published and linked with your website.

Any form submission that requires input from the informant is shared with them via email, included in your plan at no charge to the families you serve.

We can help you set up an AI system that works to better support your team behind the scenes, without replacing the human touch families rely on.

Gaia AI will help simplify everyday tasks, reduce manual inputs, and jump-start information gathering.

Yes, you can cancel at any time with our Essentials and Professional plans. These plans don't have any lock-in contracts. Your data is always exportable in full — you own it.

Organisation plans are custom-tailored to your business' specific needs, so there is a 2 year minimum commitment. If you choose to cancel, we require 30 days to migrate and hand off your data safely.

All our plans include a full-service data migration from your existing software. We import all case records and validate every field before you go live.

Yes. Even local families look online first, and a clear digital presence helps build trust before the first conversation.

We integrate with tools such as Xero, MYOB, Stripe, and a range of HR, inventory, and operational systems.

Where integrations are required, our team will organise an in-person or online session to capture key requirements and understand your processes thoroughly.

Not always. Many funeral homes have already invested in a rebuild, only to find the underlying platform still limits performance, security, or ease of use.

We start with a free digital audit of your platform, then recommend the least disruptive option.

No. We build your new website on our own service using a placeholder domain, allowing us to constantly test and refine everything ahead of launch.

As we approach the go-live date, we migrate the website to your existing domain during off-peak hours, so there's no disruption to enquiries or daily operations.

Yes. In a digital-first world, families rely on online information to guide early decisions. SEO helps ensure your services are visible and trusted when families are searching for support.

Yes. We have over a decade of experience designing and building mobile apps for commercial and internal business needs.

Funeral live streaming is a service that allows you to broadcast a funeral or memorial service over the internet in real time, enabling friends and family who are unable to attend in person to participate remotely.

Our team sets up professional audio and video equipment at the funeral location. The service is then live streamed over a secure and private link that you can share with your loved ones.

No — viewers simply need a device with internet access (such as a smartphone, tablet or computer) and the provided link to view the live stream.

We offer a recording service. The video of the service can be made available for viewing later, allowing those who missed the live event to pay their respects at a time that suits them.

Yes — the live stream can be accessed from anywhere in the world, as long as the viewer has a stable internet connection.

We prioritise your privacy and security. The live stream link is private (optional) and can only be accessed by individuals you share the link with.

Full HD live streaming filmed by a professional videographer, an exclusive memorial webpage with a personal photo and online guest book, a downloadable Full HD recording, a private link to share with family and friends, optional password protection, and support 7 days a week.

Live streaming packages start at $900 (Enhanced Tribute) and $1,500 (Premium Celebration). Memorial videos are $700 and slideshow tributes $400. All streaming packages include up to two hours of coverage and travel within the Sydney Metro area. See our packages.

Yes — you can secure your booking with a 25% deposit and settle the balance before the service, or pay in full online. Payments are processed securely by Stripe.

Cancel more than 48 hours before the service and we refund everything you've paid, including the deposit. Within 48 hours of the service we may retain the 25% deposit to cover costs already committed. Rescheduling to a new date is free, subject to availability.

Each memorial video is a professionally edited 3–5 minute film.

Up to 50 photos and 3 video clips.

Yes — a custom music selection or a favourite song of your choice, for both memorial videos and slideshow tributes.

As a digital file for easy sharing and playback.

Up to 50 photos.

As a high-quality digital file for easy display and sharing.

At funerals, memorials or family gatherings.

Yes — we offer a custom-made memorial video package that can be integrated into the live streaming service, letting you share a personalised tribute during the service.

Yes, every memorial is free for the first 6 months and includes tributes, virtual candles and up to 20 photos. After that, you can continue with Memorial Plus for $2.59 per month or choose a Lifetime Memorial for a one-time payment.

Because everyone deserves a valid will, not just people who can afford a solicitor. The Individual and Couple's Wills builders are free forever, no catch, no account needed, and no card details required.

Gaia earns from the optional add-ons families choose when they want extra certainty: a solicitor review of your DIY will, or a fully bespoke will drafted by a partnered solicitor for complex estates.

A partnered estate solicitor reads your completed will, checks the wording and execution requirements, and flags anything ambiguous or risky.

You receive personalised feedback within 5 business days, plus 12 months of unlimited updates and secure digital storage with trusted-contact access.

Because everyone deserves access to a properly structured trust, not just people who can afford a solicitor. The Individual and Couples Trust builders are free forever, no catch, no account needed, and no card details required.

Gaia earns from the optional add-ons families choose when they want extra certainty: a solicitor-drafted trust, or a fully bespoke trust for complex estates.

The free tier stays free, and the paid plan can be cancelled from your billing page. Your plan runs to the end of the access period you've paid, with no sudden loss of access.

We don't believe in locking people in or pulling the rug out from under their plans.

Anyone you share the link with and anyone who scans the plaque.

Memorials aren't listed in a public directory, and you can remove any tribute. If you ever want a memorial taken down, one email to us and it's done.

Each plaque ships with industrial outdoor adhesive, suitable for polished granite and most stone. You can screw-mount holes for masonry fixing. Check your cemetery's monument guidelines first, most permit small plaques, but rules vary between cemeteries.

Memorials matter precisely because they outlast us, so we take stewardship seriously. Your content is always yours, you can request a full export at any time, and our commitment is that memorial pages remain online and free for their lifetime.

Yes, add your Funerals Live stream link to the service section. After the service, we host the video on the memorial page for your family and friends to watch and leave their tributes in the same place.

Go to gaiaapp.net/my-memorial and sign in with the email you published with — no password, we email you a secure link. From there you can update the story, add photos, change service details and remove tributes at any time.

Absolutely, many families prefer it that way. The Online Memorials add-on (from $72 per month) gives your practice 100 hosted memorial pages, connection to your Funerals Live streams, and bulk plaque pricing. Book a demo and we'll walk you through it.

Start with who you are to the person and one clear memory or quality that captures them.

Gaia's writer prompts you for a few memories and details first, then builds an opening from there — so you're never facing a blank page.

Most eulogies run 3–5 minutes when read aloud, roughly 500–750 words. Gaia lets you adjust the length and tone until it feels right for the service.

A short introduction, a few honest stories or memories, the qualities that made them who they were, and a closing thought or goodbye.

You don't need to cover their whole life — a handful of real moments says more.

That's exactly what Gaia is for. Share a few memories and details about your loved one and gentle prompts guide you the rest of the way — there are no wrong answers.

Yes, if it feels true to them. A lot of the most memorable eulogies mix warmth, honesty and a little humour alongside the sadness.

Gaia helps you find a tone that sounds like it came from you.

Usually a close family member or friend — most often a partner, child, sibling or close friend — chosen by the family or requested by the person beforehand. Gaia helps whoever is asked find the words, even under time pressure.

Their name, age, and the date they passed, along with key relationships (survived by...) and funeral or memorial details if you want to share them.

Gaia's generator asks for these details and drafts a respectful notice around them, ready for newspaper, social media or email.

No. A death notice is a short announcement — the who, when and what — while an obituary is a longer tribute covering someone's life story. Gaia focuses on the short-form notice, ready to share in minutes.

Typically 2–4 short paragraphs — enough to share the news clearly without needing to cover a whole life story.

Newspaper versions are usually the shortest; social media and email versions can run a little longer.

Yes — everything Gaia generates is fully editable. Review the wording, adjust names, dates or tone, and update it any time before you share or publish it.

No, and it doesn't try to be. A will is a legal document, whilst your vault is the organised, human layer that sits alongside it.

It stores the account details, documents, messages and instructions your executor and loved ones will need to act on your will. Think of it as giving your family a map, not just a destination.

Only what you choose, and only when the time is right. While you're alive, your vault is entirely private unless you deliberately share something.

After you pass, the people you've named receive access only to the specific items you assigned to them and nothing more.

Change it as often as you like. Your vault is yours to update at any time, day or night. You control who sees what, what's in it, and what's left private.

Yes, and many people find this the most useful part. You can share your will's location with your partner today, keep insurance details current for whoever needs them, or store emergency information your family can access if something happens unexpectedly.

In normal operation, no!

Strict database rules mean only you can reach your private vault. We are honest, though, this is not a zero-knowledge system, and the items you mark for release are deliberately recoverable by our approved, human-reviewed release process.

Gaia Digital Vault and Gaia Vault Plus encrypt your information at rest using bank-grade AES-256 encryption, the same standard trusted by leading financial institutions.

In everyday use, only you, via your password and an optional 2-step verification.

Nominated contacts see nothing until a formal claim has been made by providing a death certificate to our team. Once reviewed and verified, each person receives a secure access link only to the items you specifically assigned to them.

An executor must be over 18 years of age. People often appoint trusted friends or family members who are good with finances and administration. In our Will, you may appoint 1 sole executor, or 2 or 3 joint executors.

Yes. What makes a will valid isn't who typed it, it's how it's executed. You must be over 18 and of sound mind, the will must be in writing, and you must sign it in the presence of two adult witnesses who are present at the same time and who also sign it.

Your witnesses shouldn't be beneficiaries (or their spouses). Gaia includes a witness signing block and step-by-step instructions when you print your will.

Yes. Couple's Wills builds two separate, mirrored wills, one for each of you, in the same session. Most couples leave everything to each other first, then to their children, but you can each choose differently if you'd rather.

You die "intestate", and a legal formula in your state or territory decides who inherits, typically your spouse and children in fixed proportions. Unmarried partners, stepchildren, friends and charities can miss out entirely.

A court also appoints someone to administer your estate, which is usually slower, more expensive and more stressful for your family than following a will.

For a straightforward estate, like a home, savings, super and possessions left to family, a properly signed and witnessed will like the one Gaia creates is generally all you need.

If your situation is more complex, you should have a solicitor draft it from scratch — that's what our Bespoke Lawyer Will is for.

Yes, and you should, after big life events like marriage, separation, a new child or buying property. Simply create a new will (it revokes the old one), sign and witness it again, and destroy the old copy.

Wills cannot be validly signed or witnessed using electronic signatures because the Probate Office of each Supreme Court requires an original ("wet-ink") of the Will before approving a Grant of Probate.

A trustee must be over 18 years of age. People often appoint trusted friends or family members who are comfortable managing finances and administration. In our Trust builder, you may appoint 1 sole trustee, or 2 or 3 joint trustees.

Yes, provided it's properly executed. A trust is created when a valid trust deed is signed by the settlor and trustee(s) in accordance with the formalities that apply in your state or territory.

Gaia includes a signing block and step-by-step instructions when you print your trust deed.

Yes. Couples Trust builds two separate, mirrored trust deeds, one for each of you, in the same session. Married or de facto, it works the same way, and it's still free.

Your assets stay in your own name and pass according to your Will (or intestacy laws if you don't have one), rather than being held and managed on the terms you choose.

This can mean less control over how and when beneficiaries receive their inheritance, and fewer protections for complex or higher-value assets.

For a straightforward trust, holding a home, savings or simple assets for named beneficiaries, a properly signed and witnessed trust deed like the one Gaia creates is generally all you need.

If your situation is more complex, you should have a solicitor draft it from scratch, that's what our Bespoke Lawyer Trust is for.

Depending on how your trust deed is structured, you may be able to amend it, or you may need to create a new one. Review your trust deed after big life events like marriage, separation, a new child, or a significant change in assets.

To keep things straightforward, Gaia's trust deed is designed to be printed and signed with wet-ink signatures, in the presence of any witnesses your state or territory requires.

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