General
Pricing and Plans
Knowledge Layer
Automation Layer
KAI Chat
AI-Replies
Security
Company information
KAI is the core platform by AI Replies. It stands for Knowledge, Automation, Insights. It connects your SaaS tools, centralises company knowledge and automates routine work in a secure, EU-hosted environment. The knowledge and automation layers are available now. We are currently developing the insights layer.
AI Replies is the Amsterdam-based company building KAI. We focus on secure European AI infrastructure. We help teams eliminate software chaos and increase productivity, without compromising on usability, privacy or compliance.
A standard AI chatbot operates in isolation. KAI acts as a platform layer across all your tools. It connects to systems like Microsoft 365 and Google Workspace, enforces role-based access control (RBAC), uses data encryption and guarantees strict EU hosting and GDPR compliance. On top of that, it provides enterprise-level automation and control—features that public AI models simply do not offer.
We engineered KAI specifically for mid-market companies and scale-ups in Europe, though it’s available for teams worldwide. The platform delivers the highest value to organisations with over 10 employees that lose time navigating fragmented SaaS tools, internal processes and scattered information.
KAI is most lucrative when your organisation:
KAI doesn't replace your tech stack. It connects your tools and cuts the noise, helping your team to:
KAI acts as an AI layer on top of your existing tech stack. It connects to widely used systems (such as Microsoft 365, Google Workspace, Drive, SharePoint, email and communication tools) and adds:
Most teams are operational on the same day. You create an account, connect your primary systems (like email and Drive), invite your team and immediately run your first searches and automated actions. Total setup time depends on the number of connected tools and your required level of governance.
No. We designed KAI for admins without a heavy IT background. The setup process guides you through connecting integrations and assigning team permissions in a few simple steps. For advanced IT configurations (like SSO or specific compliance rules), we provide dedicated support depending on your plan.
KAI supports English and all major European languages. The available languages depend on the tools you connect and the specific tasks you run. If your team requires a specific language, we configure this during onboarding or your trial period.
We built KAI in Amsterdam for European organisations, with EU hosting and a European privacy foundation (GDPR). Despite this European base, global teams use the platform to enforce European security standards and controlled AI access across borders.
KAI delivers immediate results in work environments with high knowledge sharing and coordination overhead. This includes professional services, tech and SaaS companies, creative agencies and businesses with large internal departments like HR, IT or Finance. If your team loses hours each week answering recurring questions and tracking down fragmented data, KAI is the right fit.
Yes. We engineered KAI around the stringent security expectations of European organisations. This means strict EU hosting, GDPR compliance, data encryption and robust role-based access control (RBAC). For highly regulated industries such as finance or healthcare, we offer Enterprise features like advanced audit logging. We gladly discuss specific legal requirements during a security review.
Week one is about setting up your operational foundation:
The goal in week one is simple: we immediately cut the time you lose to searching and routine tasks.
Yes. We built KAI for multi-departmental organisations. Administrators easily separate and manage knowledge and access rights per department (such as HR, IT or Sales). This shields data from unauthorised users while providing a single, consistent experience for the entire company.
Yes. Remote and hybrid teams see major benefits because KAI cuts down endless internal email chains, improves access to knowledge and standardises answers. KAI specifically accelerates onboarding and resolves internal queries instantly.
Yes. You can invite colleagues during your 14-day free trial. This allows you to test knowledge sharing, permissions and team workflows in a realistic setup.
Yes. Start individually and easily scale to a team plan as your organisation grows. We transfer your configuration and connected tools, depending on your plan and governance needs.
You get full access to the platform for 14 days. This includes the knowledge layer, all automation features, company-wide AI chat, as well as integrations with Microsoft 365 and Google Workspace. Our secure EU hosting and strict GDPR compliance also apply to trial periods.
Yes, the free trial gives you complete functional access. Your team can test knowledge bases, automation, AI chat and integrations in a live environment. A fair use policy applies to prevent abuse.
No. You do not need a credit card to start your 14-day free trial.
At the end of the 14 days, you choose a paid plan (Starter, Professional or Enterprise). If you do not select a plan, we pause your access. We keep your data securely stored in line with our privacy and retention policies.
Yes. We offer trial extensions for large teams and extensive Enterprise plans. Contact our sales team to discuss the options.
Starter
Built for small teams that want to automate emails, meetings and routine tasks, but do not require a central knowledge base.
Professional
Engineered for growing teams that need company-wide AI search, knowledge bases, integrations and RBAC controls. This is our most popular plan.
Enterprise
Designed for organisations that demand advanced governance, audit logging, custom compliance configurations, dedicated infrastructure or procurement support.
The Starter plan includes the automation layer and essential AI productivity features:
The Starter plan does not include:
The Professional plan includes the complete KAI platform:
The Professional plan is recommended for companies with over 20 employees managing multiple SaaS tools.
The Enterprise plan includes everything in Professional, plus:
The Enterprise plan supports organisations with strict governance and regulatory requirements.
For the Enterprise plan, we build a custom proposal based on your exact needs. We factor in user count, infrastructure requirements, target service levels (SLA) and specific legal or compliance demands.
The minimum user count depends on your infrastructure and compliance requirements. Enterprise is typically suited for mid-market or larger teams. We provide exact calculations upon request.
A user is a single, named account with secure login access to KAI.
Yes. We often configure mixed plans for larger organisations under an Enterprise agreement. This ensures specific teams get the exact access they need, eliminating unnecessary costs.
Yes. You can adjust your plan at any time. Upgrades take effect immediately. Downgrades apply at the start of your next billing cycle, depending on your plan terms.
Yes. You can add new users whenever you need them. Removing licences depends on your specific subscription terms.
Yes. We offer annual billing, which typically includes a discount compared to monthly payments. We determine exact discount rates when drafting your agreement.
Yes. We support monthly billing for the Starter and Professional plans.
Yes. Volume pricing applies as your user count grows. Enterprise clients receive tailored pricing structures.
Yes. Educational institutions and non-profit organisations qualify for special rates. Contact us for details.
No. All listed rates exclude VAT. We calculate and specify VAT on your invoice in accordance with current EU regulations.
Yes. We provide standard invoices. We also support Purchase Order (PO) workflows for eligible clients, particularly under Enterprise agreements.
Yes. We actively support Enterprise clients through procurement workflows, security assessments and vendor approval processes.
Depending on your plan, you can pay via invoice or credit card. Additional payment options are available upon request.
Refunds depend on your specific subscription terms. We review every refund request individually.
You can cancel your subscription according to your plan's terms. Your access remains active until the end of your paid billing cycle, unless agreed otherwise.
Subscriptions renew automatically unless cancelled before the renewal date. You can manage your renewal settings directly in your account or through our service team.
Depending on your plan and contract, you may be able to pause your subscription. Contact our service team or your account manager to discuss the options.
This depends on your plan. Our Starter plan includes standard email and ticket support. Professional users get priority support for faster answers. Enterprise clients receive custom support, including a dedicated account manager and a tailored SLA.
Enterprise clients receive tailored governance support, including:
The knowledge layer connects all your company data in one secure environment. KAI turns internal documents and systems into an instantly searchable database. Every AI answer includes a direct source link. The system strictly enforces your existing access permissions.
Connect folders, files, HR policies, project documentation, shared drives, internal guidelines and templates. You can also include email threads by configuring the appropriate access rights.
Yes. KAI integrates directly with:
Yes. You can build separate knowledge bases for specific departments (like HR, IT or Finance) or temporary project teams. Admins then use role-based access control (RBAC) to determine exactly who can search or view specific content.
Yes. KAI strictly enforces your existing permissions from Microsoft 365, Google Workspace and other integrations. Users only see content they are authorised to view.
Yes. KAI attaches direct links to the original source files alongside its answers. This allows you to verify the response and open the relevant document immediately.
KAI continuously syncs with your source systems. When you update a document in Drive or SharePoint, KAI automatically processes the changes in its index. Your answers are always based on the latest version of a file.
Yes. You decide which content KAI indexes and who manages specific knowledge bases. This setup aligns completely with your internal policies and integration structure.
Yes. Admins decide exactly which integrations, folders and data sources KAI indexes. Only approved sources enter the searchable knowledge environment.
Yes. Admins select exactly which folders, accounts or labels KAI is allowed to search. Sensitive data can be excluded when configuring your integrations.
Yes. We offer data export options. You retain full control over your data and can request an export in line with your agreement terms.
KAI uses structured indexing to detect similarities across documents and prioritises authoritative sources. When duplicates exist, the system ranks results based on relevance, user permissions and source authority.
No. KAI only reads your data. Your original platform (like SharePoint or Google Drive) manages all version control. KAI simply points you to the latest version.
No, KAI never copies your files. It simply builds a secure, EU-hosted reference index so the AI knows exactly where to look. Your original files and version histories remain securely stored in your own cloud environment, such as SharePoint or Drive.
This depends on how much data you connect. KAI reads small environments in a few hours. Larger systems take more time. After this first sweep, KAI spots new documents immediately.
KAI reads all standard business formats, including PDF, DOCX (Word), XLSX (Excel), PPTX (PowerPoint), TXT and Markdown. We review additional file types upon request.
The KAI automation layer eliminates repetitive admin tasks across your connected SaaS tools. It summarises communication, drafts replies, triggers workflows, sets reminders and routes requests. All within a secure, EU-hosted infrastructure.
The Starter plan covers standard automations, including:
The Starter plan eliminates routine tasks that take 15 minutes or less. It does not include access to company-wide knowledge bases.
The Professional plan includes all Starter automations, plus:
The Professional plan enables large-scale, cross-departmental automation.
Yes. KAI instantly extracts minutes and action items from meetings. It also boils down long email threads to the core decisions and next steps.
Yes. KAI pulls action items from emails and meetings and suggests the logical next steps. You can configure KAI to require human approval before it executes any action.
Yes, you can ask KAI to set a reminder or extract a task from a conversation. KAI pushes these directly to your connected task manager, provided your company permissions allow it.
Yes. KAI initiates defined workflows and approval chains. Examples include access requests, document approvals or internal IT tickets. The scope depends on your plan and setup.
Yes. KAI routes requests to the correct department, team or individual, based on pre-defined logic and access control settings (RBAC).
Yes. KAI accelerates employee onboarding by:
Yes. KAI provides instant, consistent answers to internal questions using your own knowledge bases. This eliminates repetitive email requests and constant interruptions.
Yes. You can configure structured workflows for content updates and approvals. The exact options depend on your setup and plan.
Yes. Admins decide exactly which automation features are active, which integrations connect to KAI, and which users or roles can execute specific actions.
Yes. You can configure custom automation flows based on your integrations and plan. Enterprise clients can setup highly advanced workflows and cross-system triggers.
Yes. You can enforce human approval for critical actions like sending emails, triggering workflows or updating records. This keeps you in full control of your processes and ensures compliance with internal and external regulations.
Yes. We provide advanced audit logging and detailed admin activity logs for Enterprise clients.
This depends on your connected systems, but our core integrations always include:
Future automation updates focus on:
KAI Insights is currently being developed. This analytics layer will give you hard data on the exact ROI of your automations.
KAI Chat is the trusted AI assistant for in- and external use. It connects directly to your knowledge bases, and also draws information from approved external models. Employees find work-related and general information in one controlled, EU-hosted environment. Unlike public AI tools, KAI strictly enforces your role-based access controls and company policies.
Yes. KAI answers specific questions using your company data, but handles general knowledge queries just as easily. All within your own secure company environment.
Yes. KAI replaces public AI tools for most daily tasks. Good to know: we never use your company data to train external AI models.
KAI works for every department. From HR and Legal to IT and Marketing, teams get secure answers based strictly on their existing file permissions.
We integrate leading models from providers like OpenAI inside our isolated infrastructure. We explain the exact setup and options during onboarding (for Enterprise customers).
No. We never use your data to train public or third-party AI models.
Yes. KAI strictly prevents third parties from using your content for model training. We enforce this through hard technical and contractual safeguards.
Yes, if admins allow it. Admins control whether users can browse the web or only search internal files.
Yes. Admins enable, restrict or completely disable web access. You decide exactly when and how external browsing happens.
Yes. Users and admins can force KAI to answer exclusively using your internal knowledge bases.
Yes. KAI always includes citations and direct links to your original internal documents.
Yes. You can configure KAI to refuse an answer if it lacks sufficient internal sources.
No. KAI only shows information a user has permission to see. The system strictly mirrors your existing access controls.
KAI copies the exact permissions from systems like Microsoft 365 or Google Workspace. Users only retrieve files they explicitly have access to.
Yes. You can set the tone, guidelines and behaviour policies so that KAI communicates according to your company standards.
Yes. Admins configure strict usage rules and content restrictions. This prevents misuse and ensures KAI complies exactly with your internal standards.
Yes. You can restrict web browsing, automation triggers or tool access for specific teams or roles.
Usage insights depend on your plan. Enterprise clients get extensive metrics and detailed monitoring options.
Yes. You decide when KAI permanently deletes chat histories. This ensures your data storage complies with GDPR and internal legal requirements.
Yes, if you enable this option. However, company retention policies override manual deletion if required for compliance.
Yes. We offer export options, specifically tailored for Enterprise clients running compliance audits.
Yes, you can set internal guardrails to prevent employees from sharing sensitive data. Strict access controls and audit logs help admins actively enforce these rules.
KAI supports English and all major European languages. It is fully equipped for multilingual teams operating across the EU.
KAI generates secure message drafts for your emails and internal chats. It reads the conversation history and uses your company data to write highly relevant replies. You review the draft, tweak it if needed and hit send.
Yes. You decide the tone: formal, concise or friendly. Admins can also set company-wide tone guidelines to keep cross-team communication consistent.
Yes, KAI can instantly restructure your text. It can shorten lengthy emails, clarify confusing paragraphs, or professionalise informal drafts. You remain the final editor.
Yes. KAI drafts responses in seconds while strictly preserving your original intent. You always review the draft before approving it.
Yes. KAI reads the email context, writes clear subject lines, extracts key points and proposes logical next steps.
Yes. KAI generates:
This saves your teams hours of repetitive admin work every week.
Yes. Once connected to your company data, KAI drafts replies to customer queries using your internal policies and documentation. It includes direct source links to guarantee accuracy and compliance.
Yes. KAI helps your sales team draft outreach and follow-up emails. Admins configure strict rules and brand guidelines. This ensures every outbound message meets your internal standards. The user always holds the final responsibility before sending.
Yes. KAI never sends messages automatically. A human must review, approve and send every AI-generated draft.
Yes. Admins easily enable or disable AI drafting per team or role. These options depend on your specific setup and plan.
No. KAI strictly generates drafts and suggestions. It never sends an email without explicit user approval.
KAI can drafts messages and create reminders based on your connected tools. Scheduling capabilities depend entirely on your email provider and your KAI plan.
KAI integrates directly with:
We regularly add new integrations.
Yes. If your email provider allows it, KAI helps you manage shared inboxes. This depends strictly on your configured access rights and admin settings.
Yes. KAI spots missing information, such as:
You remain responsible for the final check.
We host KAI exclusively within the European Union. We process and store all customer data on EU-based infrastructure, fully compliant with GDPR and European data protection standards.
Yes, EU hosting is standard for all European clients.
Yes, we can arrange specific regional hosting—such as infrastructure located in Amsterdam—for Enterprise clients, depending on your requirements.
Yes. We built KAI on 'privacy by design' and 'privacy by default' principles. We provide a comprehensive Data Processing Agreement (DPA) for clients who require formal GDPR documentation.
In most cases, your organisation is the data controller and AI Replies acts as the data processor. We explicitly define these roles in your contract.
KAI uses select infrastructure and service providers for hosting, security and model access. We provide a subprocessor list upon request.
Yes. We share an up-to-date list of subprocessors and communicate any updates according to our contractual terms.
Yes. We encrypt all data in transit and at rest using industry-standard encryption protocols.
We use modern standards, such as TLS for data traffic and strong encryption mechanisms for storage. We gladly share the exact technical details during a security review.
Yes. We designed KAI using Zero Trust principles. The system continuously verifies access and never assumes trust.
Yes. KAI strictly enforces least privilege. Users only get the access they need, because we strictly copy the existing permissions from your connected systems.
Yes. KAI uses strict role-based access control. This allows your organisation to manage exactly which team or employee can access specific knowledge bases, chat features and automations.
Yes. KAI directly copies the login rules from your own IT systems (like Microsoft or Google). If employees need an app or code to log in there (MFA), this automatically applies to KAI as well.
Yes. We support Single Sign-On (SSO) and direct integrations with identity providers on our Enterprise plans.
Our authentication follows strict security standards. We secure sessions with timeout controls, token-based authentication and secure traffic encryption.
KAI continuously monitors system events, login attempts and operational logs. This active security monitoring is a standard part of our daily platform management.
Yes. We provide full visibility into admin activities through audit logs. Advanced and detailed logging features are included by default in our Enterprise plans.
AI Replies operates under strict incident response procedures. In the event of a security incident involving client data, we act and notify you immediately in accordance with GDPR and our contractual agreements.
Yes. To support Enterprise evaluations, we share all necessary security documents, technical overviews and privacy reports upon request.
Yes. We designed KAI specifically to support the strict requirements of the NIS2 directive. In practice, this means we ensure maximum system resilience, strict audit logging and precise admin controls, so you retain full ownership of your data and access rights.
We designed our processes and platform to align fully with ISO 27001 standards. We gladly discuss our exact certification status and roadmap with you during an Enterprise consultation.
This means we built the platform and processes to comply with ISO 27001 principles. Enterprise clients can include this formal structure in their agreement to support their own certification. It does not mean the software or every client is automatically certified
Yes. Periodic security testing (penetration tests) and active vulnerability management are standard parts of our daily operations. Results and details will be shared during your security review.
KAI blocks prompt injections and unauthorised data access through hard guardrails and strict retrieval controls. The AI only consults data that the specific employee already has explicit permission to read.
We restrict document access using:
Users cannot access documents without their granted permissions.
KAI securely processes standard business data, ranging from project files and internal manuals to HR policies and operational data. For highly sensitive or strictly regulated data, we work with you to configure the setup according to your specific compliance needs.
Yes. We built our Enterprise features (like audit logs, local EU hosting, strict RBAC and heavy encryption) specifically for regulated environments. We discuss your exact legal requirements during onboarding.
KAI only builds a secure search index and never touches the source file. Your original platform (like SharePoint or Google Drive) maintains 100% control over file security, version history and integrity.
Our infrastructure includes backup and recovery procedures aligned with modern cloud reliability practices. We share full details in our security documentation.
Retention periods depend on your plan and contract settings. Enterprise clients configure the data retention policy entirely themselves based on their internal guidelines.
Yes. Depending on your plan, admins decide exactly how long specific data remains stored within KAI.
Yes. You can request data deletion at any time. We process this immediately, strictly following GDPR rules and our agreement.
Yes. We provide export options for clients who need to transfer their data or store it locally for audits.
No. We never use customer data to train public or third-party AI models.
No. Any analytics related to product improvements strictly follow privacy and contractual terms.
Yes. We provide opt-out options for analytics. We discuss this when setting up your subscription.
Yes. Admins pinpoint exactly which folders, labels or mailboxes KAI is allowed to read. This keeps you in complete control of what becomes searchable knowledge and what stays hidden.
Yes. Dedicated infrastructure options are available for Enterprise clients who require additional security or compliance measures.
Yes. We include Service Level Agreements (SLAs) within the Enterprise plan.
AI Replies built KAI to solve three major workspace frustrations: software bloat, scattered information and constant workflow interruptions. We created a secure European AI platform that connects your tools, centralises company knowledge and cuts out repetitive admin work.
AI Replies is based in Amsterdam. The company stems from a direct partnership between digital agency The Brink Agency (handling UX and product strategy) and Capisoft (responsible for security architecture and infrastructure).
The Brink Agency
Manages branding, positioning, User Experience (UX), visual systems and overall product design.
Capisoft
Handles platform engineering, infrastructure, integrations, security architecture and technical execution.
AI Replies operates from Amsterdam, the Netherlands.
We built KAI in Amsterdam to provide a local, European AI foundation. This allowed us to align the platform with GDPR and strict European privacy regulations. Europe enforces the toughest data protection rules globally, and KAI meets them without compromise.
Our mission is simply to 'make work flow'. We eliminate administrative noise and restore focus by connecting scattered software, automating routine tasks and centralising company knowledge.
We aim to establish KAI as the secure, European AI infrastructure for organisations worldwide. We do not treat AI as a standalone tool, but as a built-in, dependable operational layer that spans your entire software stack.
KAI stands for Knowledge, Automation and Insights. Knowledge: Centralises your entire company database.Automation: Takes over repetitive operational tasks.Insights: Our upcoming module that delivers clear metrics and management overviews.
Our long-term development focuses on:
Yes. Every future update strictly adheres to our core security principles:
Security and governance form the foundation of KAI; they are never optional add-ons.
We are currently developing KAI Insights. The Knowledge and Automation layers are fully operational and ready to use.
Available now:
Coming soon in KAI Insights:
Customer feedback directly dictates our development priorities. Enterprise clients participate in structured feedback loops, beta testing groups and roadmap sessions. AI Replies always prioritises features that measurably improve security, governance and team productivity.
We provide comprehensive security whitepapers, DPAs and compliance reports upon request. We share these standard documentation packages with any organisation undergoing a procurement or security review.
You can reach our sales team directly through the website form to:
We fully support formal procurement processes and security assessments for our Enterprise clients.
Every plan gives your team instant access to our secure AI workspace. Start with smart automation for your emails and meetings. As your organisation grows, simply expand by adding the knowledge layer.
Monthly
Annual
Save 10%
Free
Starter
Pro
Enterprise
July 29, 2026
The Hidden Cost of Micro-Tasks: Why Small Work Slows Big Companies
In most organizations, productivity problems are rarely caused by large projects or strategic decisions. Instead, they emerge from something far smaller: the countless minor tasks that fill the space between meaningful work.
July 29, 2026
AI Becomes the Interface to Work
For decades, software has shaped how people interact with their work. Employees open applications, navigate menus, locate information, and trigger actions manually. Every task requires navigating the interface of a specific tool. This model has defined workplace technology since the earliest days of personal computing. Today, however, a quiet shift is underway.
