Kayako alternative with no base fee on top of the resolution price
Compare Kayako with Intake if your team keeps answering the same questions and the answer depends on each customer's data.
In short
Intake or Kayako?
Kayako fits if you were already a customer: its model change does not force a tool migration, and that is worth money. Intake fits if you are starting fresh: Kayako charges a base fee plus each resolution, around $79 a month and $1 per ticket per third-party listings, and you have to ask; we publish ours, from 49 EUR a month on annual billing.
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Three reasons to look for a Kayako alternative
They weigh most when the team is small and the answers depend on each customer’s data.
A whole suite before you need it
Channels, portals, reports, roles. A three-person team pays for and maintains a support center to answer the same questions as always.
The AI answers from the documentation
It replies with articles. The order, plan or booking of whoever asks, which decides many of the answers, stays out of reach.
Repeated questions still reach the team
If the tool cannot see your systems, the same question about an order or an invoice comes in every week and a person answers it.
Receiving the question is easy. The hard part
is resolving it.
How do I invite someone to the team?
Where can I change the billing details?
Can someone help me set this up?
I cannot access the dashboard.
Why do I not have permission for this?
The integration is throwing errors.
Is this included in my current plan?
How do I connect this to Slack?
Can you explain how this flow works?
Can I change the billing contact?
The difference is in the questions that repeat. With Kayako, the ones that depend on each customer’s data usually end up with someone on your team. Intake answers them by checking that data and passes to a person only what it cannot resolve.
Having your conversations organized helps, but it does not close them. What matters is how many a person still has to answer.
01
Checks the account before answering
Before replying, the agent looks at that customer’s plan, settings, usage and history, as well as your documentation.
See the inbox
02
Gets the task done in the conversation
Connected to your API, the agent does what the customer asks, like extending a trial or changing a plan, instead of explaining how.
See actions03
Passes to a person what it cannot resolve
The conversation reaches your team with the history, the account data and an internal note on what has already been tried.
See the handoff
The decision
When switching pays off
It pays off if your team answers the same questions every week and the answer depends on each customer's data: their plan, their invoice, their order. If that is not you, Kayako still does the job and there is no reason to replace a tool that works. To find out, look at how much of your queue repeats. A ten-day trial with no card is enough to see it.
See pricing
Comparison
Intake and Kayako, point by point
Row by row, from what Kayako publishes on its own site. Each row is a sentence, because a yes or no rarely tells you enough.
| Criterio |  Intake | |
|---|---|---|
| What model they run today | Sí: One from the start: the conversation. | No: They moved to Kayako One and dropped the per-agent plans. It is now a base fee plus a charge per resolution by their Kay agent. |
| What resolving costs | Sí: Flat plans from 49 EUR a month on annual billing, with the conversations inside. | No: Per third-party listings, around $79 a month base and $1 per ticket the AI resolves. Their site prints no rate. |
| The bill at 500 conversations | Sí: 129 EUR a month on Pro (800 conversations), with nothing on top. | No: The $500 of resolutions, plus the base fee above it. |
| How you buy it | Sí: You sign up and try it for ten days with no card. | No: Through a sales conversation, not a checkout. |
| When the other is the better fit | — | Sí: If you were already a Kayako customer, the model change does not force a tool migration and that is worth money. For someone starting fresh the maths is awkward to defend: paying per resolution, plus a base fee, and you have to ask for the price. |
Based on what each product publishes, as of October 2026. The row with no Intake mark is the case where Kayako is the better fit.
Depending on your case
Situation by situation, which one fits
It depends on the size of your team and the kind of question you get most. These are the usual situations, including the ones that do not favor us.
You want AI to resolve repeated questions by checking your product data.
Intake Intake checks the data and gets the task done in the conversation itself.You already have a large support team with established ticketing processes.
Kayako Kayako may fit better at that stage.Support volume is growing fast and you want to delay hiring.
Intake Intake resolves the repetitive part before it reaches a person.Your team will grow this year and you do not want the support bill to grow with it.
Intake We charge for conversations, not per person, so adding people does not raise the bill.Your customers write in several languages and your documentation is in one.
Intake The agent answers in the language of the question even when the article is written in another.
Step by step
How to move from Kayako
You do not have to switch everything at once. Start with the questions that repeat most, connect the account data needed to answer them and decide when a person should step in.
See how Intake fits SaaS teams
Your customers’ data,
in the EU and under your control.
Intake runs on AWS in the European Union and complies with GDPR. The agent only reads and does in your systems what you allow, and your team can review every answer.
- GDPR
- Data in the EU
- AWS with SOC 2
Questions about Intake and Kayako
How much does Intake cost?
A flat plan by conversations: 200 a month for EUR 49 on annual billing (EUR 59 monthly), 800 for EUR 129 and 2,000 for EUR 289. Month to month, EUR 59, 159 and 359. VAT excluded, and there is no per-seat charge.
What counts as a conversation?
One conversation thread, however many messages it takes. A customer who asks three follow-up questions in the same thread counts once.
What happens if I go over the limit?
The agent pauses until the next cycle and your team keeps answering. There is no overage charge or service cut, and the invoice does not change.
What data does the agent read?
Your documentation and the account data you expose through your API: plan, settings, usage and whatever else you decide. You choose which lookups it can make and how far it goes.
Which languages does it answer in?
It answers in the language of the question, even when the article is written in another one.
How long does it take to get running?
You connect the help center you already have and it starts answering from there. Actions against your API take a little longer because you choose what the agent can do, but nothing needs rewriting to start.
Why choose Intake instead of Kayako?
Because when your customers ask about their invoice or their permissions, a generic article does not solve it. Intake checks the data, takes the action and passes to your team what it cannot resolve.
Do I have to drop Kayako to try Intake?
No. The usual way is to keep Kayako and start Intake on the questions that repeat most. If it does not resolve them, you have lost ten days and no money.
Is there any case where Kayako is the better choice?
Yes, and the table above says which. It is usually a team with settled processes and few repeated questions. If yours is the opposite, with the same question twenty times a month and answers that depend on each customer's plan, Intake is the better fit, and the ten-day trial lets you check.
