B2B AI workflow automation platform

AI agents for emails, tenders, documents and proposals.

Kaptila turns incoming business information into structured summaries, alerts, reports and action lists - so your team can respond faster, find opportunities earlier and reduce manual administrative work.

Choose one real workflow. We configure it, process real examples and show useful results within one week.

Email summary with suggested reply Tender opportunity brief with deadlines Document risk and obligation report Proposal response checklist and draft outline
📧 Email summaryUrgent
Fromprocurement@acme-corp.com
CategoryRFQ - new opportunity
Deadline2026-07-14
Suggested actionCreate lead + draft reply
📝 Proposal packBid: Go
TenderOff-grid solar EPC
Required docsCompliance matrix + outline
Submission2026-08-15
The problem

Business information is everywhere. Processing it manually slows teams down.

Companies receive important information through emails, tender portals, PDFs, Word files, spreadsheets and shared folders. The problem is not a lack of data - it is the time required to read, understand, compare, summarize and act on it. Kaptila helps teams turn scattered business information into structured outputs: summaries, alerts, checklists, reports, deadlines and recommended next actions.

Important emails are missed or answered too late
Tender opportunities are discovered too late
Long documents take too much time to review
Proposal requirements are hard to organize
Deadlines, risks and obligations are manually tracked
Teams copy information between emails, PDFs, spreadsheets and reports
Services

Four AI workflows for business information processing

Each service can be subscribed to separately, with Basic, Business and Enterprise plans. Need more than one? Combine all four with the Kaptila Suite bundle.

✉️
Email Processing

Automatic Email Processing

Turn incoming emails into summaries, categories, tasks and draft replies - with human approval where it matters.

Learn more
📡
Tender Monitoring

AI Tender Monitoring & Summarization

Monitor tender sources and receive structured opportunity summaries with deadlines and requirements.

Learn more
📄
Document Processing

Document Processing & Reporting

Extract key information, risks, obligations and deadlines from business documents.

Learn more
📝
Bid / Proposal Response

Bid / Proposal Response Assistant

Turn tender requirements into proposal checklists, response outlines and bid preparation packs.

Learn more
Email Processing

Turn incoming emails into summaries, categories, tasks and draft replies.

Kaptila processes incoming business emails and converts them into structured outputs. It can summarize messages, classify requests, extract key information, identify required actions and prepare draft replies for human review.

  • Summarizing incoming customer or partner emails
  • Classifying requests by type, urgency or department
  • Creating draft replies for human review
  • Extracting names, companies, dates, amounts and requested actions
  • Creating daily or weekly inbox reports
  • Turning RFQs or inquiries into structured lead summaries

Kaptila does not automatically send important emails without human approval. The default workflow creates draft replies or reviewable outputs.

Start a free 1-week pilot
New RFQ receivedSample output
SummaryPricing for 500 kW solar
ExtractedLocation, capacity, deadline
ContactProcurement lead
Suggested actionQuote + request site data
Draft replyGenerated for review
Tender Monitoring & Summarization

Monitor tender sources and receive structured opportunity summaries.

Kaptila monitors selected tender sources, portals, websites or document feeds and identifies relevant opportunities based on your business profile. It summarizes tenders, extracts deadlines, eligibility requirements, submission rules and key documents, then sends structured alerts and reports.

  • Monitoring public procurement websites
  • Tracking international development tenders
  • Finding energy, solar, construction, IT or infrastructure opportunities
  • Extracting submission deadlines
  • Creating bid / no-bid notes
  • Preparing weekly tender opportunity reports

Useful for companies active in energy and solar EPC, construction, IT and infrastructure, public procurement, healthcare and education projects, and international development projects. Sources are configured per client.

Start a free 1-week pilot
Tender foundRelevance: High
TitleOff-grid solarization project
Deadline15 August
Key requirementsExperience, tech + financial offer
Also requiredBid security
Suggested actionReview eligibility, start bid
Document Processing & Reporting

Extract key information, risks, obligations and deadlines from business documents.

Kaptila processes business documents such as contracts, project documents, technical annexes, reports, specifications, spreadsheets and PDF packages. It extracts important information and creates structured reports, action lists and management summaries.

  • Contract review support
  • Extracting deadlines, payment terms and obligations
  • Identifying risks and unclear clauses
  • Creating management summaries from long documents
  • Turning technical or project documents into checklists
  • Generating PDF or Excel reports

Kaptila is not just a PDF summarizer. It creates repeatable business workflows with structured outputs, review steps, source references and exportable reports.

Start a free 1-week pilot
Document review reportExecutive summary
Key datesCompletion + milestones
Payment milestonesExtracted
ObligationsClient + contractor
Risks & red flagsPenalty clause §12
Next actionsRecommended list
Bid / Proposal Response Assistant

Turn tender requirements into proposal checklists, outlines and bid prep packs.

Kaptila helps companies prepare structured responses to tenders, RFPs, RFQs and proposal requests. After a tender or request is identified, the Bid / Proposal Response Assistant analyzes the requirements and creates a practical bid preparation pack. This is the natural next step after tender monitoring: monitoring helps you find the opportunity, the assistant helps you organize the response.

  • Preparing responses to tenders and RFPs
  • Creating compliance matrices
  • Listing required submission documents
  • Extracting technical and commercial requirements
  • Creating proposal outlines and draft cover letters
  • Building internal task lists and flagging missing information before submission

The assistant does not replace legal, technical or commercial review. It organizes the tender response process and prepares reviewable materials for the team.

Start a free 1-week pilot
Tender response pack11 sections
1-2Summary + bid / no-bid
3-5Eligibility, documents, compliance
6-7Technical + commercial outline
8-9Open questions + task list
10-11Cover letter + timeline
How it works

How Kaptila works

1

Choose a workflow

Select email processing, tender monitoring, document reporting or proposal response assistance.

2

Connect or upload sources

Use email forwarding, tender sources, uploaded documents, PDFs, spreadsheets or shared folders.

3

Define the output

Choose what Kaptila should produce: summary, alert, report, checklist, draft reply, compliance matrix or action list.

4

Kaptila processes the information

The AI agent extracts key details, identifies risks, structures the information and prepares the requested output.

5

Human review

Important outputs can be reviewed, edited, approved or ignored before being used.

6

Reports, tasks and alerts

The final output can become a dashboard item, PDF report, Excel checklist, email summary, deadline reminder or internal action list.

Built for business workflows, with human control

Important outputs can be reviewed before action is taken, workflows can be configured per company, and processing logs help teams understand what happened and why. For sensitive use cases, custom security and deployment options can be discussed.

Human reviewWorkflow logsPer-company configStructured outputs
Free pilot

Start with a free 1-week pilot

Choose one real workflow and let Kaptila process real examples from your business. We configure a focused pilot, process a limited data set and show practical results within one week. The free pilot covers one workflow, limited data volume and reviewable outputs. No production automation or automatic external communication is enabled without approval.

Email Processing Pilot

  • 1 mailbox or forwarding address
  • Up to 100 emails
  • Categorization, summaries and draft replies

Tender Monitoring Pilot

  • Up to 5 tender sources
  • Up to 10 tender summaries
  • Deadline and eligibility extraction

Document Processing Pilot

  • Up to 10 business documents
  • Summary, risk overview and obligations
  • Action list output

Bid / Proposal Response Pilot

  • 1 tender or RFP package
  • Tender summary + required document list
  • Compliance checklist and proposal outline

No long-term commitment. Start with one workflow and scale only if the results are useful.

Start a free 1-week pilot
Pricing

Pricing

Start with one workflow or choose the full Kaptila Suite. Each service can be subscribed to separately, and every service has three plan levels: Basic, Business and Enterprise. Start with a free 1-week pilot before choosing a paid plan.

Start with one servicePick a single workflow with Basic, Business or Enterprise pricing.
Or choose Kaptila SuiteAll four workflows in one combined package. Best value for teams using multiple workflows.
Save 20% with annual billing — 2 months free
Basic
€49/mo€39/mobilled annually

Best for small teams that want to summarize and organize incoming emails.

See what's included
  • 1 mailbox or forwarding address
  • Up to 500 processed emails / month
  • Email summaries
  • Basic categorization
  • Draft replies for review
  • Weekly inbox report
  • 1 user
  • Standard email templates
Start free pilot
Business
€149/mo€119/mobilled annually

Best for companies handling regular business inquiries, RFQs or support emails.

See what's included
  • Up to 3 mailboxes or forwarding addresses
  • Up to 2,500 processed emails / month
  • Advanced categorization
  • Draft replies
  • Action extraction
  • Daily or weekly reports
  • 5 users
  • Custom categories
  • Basic integrations
  • Priority email support
Start free pilot
Enterprise
€399/mo€319/mobilled annually

Best for high-volume teams that want structured email workflows across multiple departments.

See what's included
  • Up to 10 mailboxes or forwarding addresses
  • Up to 10,000 processed emails / month
  • Multiple teams
  • Advanced routing
  • Custom extraction fields
  • Approval workflows
  • Advanced reporting
  • Up to 20 users
  • Integration support
  • Priority support
Start free pilot
Basic
€99/mo€79/mobilled annually

Best for companies that want to monitor a small number of tender sources.

See what's included
  • Up to 5 tender sources
  • Up to 20 tender summaries / month
  • Keyword and profile-based matching
  • Deadline extraction
  • Basic eligibility summary
  • Weekly tender report
  • 1 user
Start free pilot
Business
€249/mo€199/mobilled annually

Best for companies that regularly search for new tender opportunities.

See what's included
  • Up to 20 tender sources
  • Up to 100 tender summaries / month
  • Advanced relevance filtering
  • Deadline and eligibility extraction
  • Bid / no-bid notes
  • Daily or weekly alerts
  • 5 users
  • Custom opportunity profile
  • PDF report export
  • Priority email support
Start free pilot
Enterprise
€599/mo€479/mobilled annually

Best for companies with frequent tender activity across multiple sectors or regions.

See what's included
  • Up to 50 tender sources
  • Up to 300 tender summaries / month
  • Multiple opportunity profiles
  • Multiple regions or sectors
  • Advanced filtering
  • Team access
  • Custom reports
  • PDF and Excel exports
  • Up to 20 users
  • Integration support
  • Priority support
Start free pilot
Basic
€79/mo€63/mobilled annually

Best for small teams that need structured summaries from business documents.

See what's included
  • Up to 50 processed documents / month
  • PDF, Word and Excel support
  • Executive summaries
  • Key data extraction
  • Basic risk and obligation overview
  • PDF report export
  • 1 user
  • Standard report templates
Start free pilot
Business
€249/mo€199/mobilled annually

Best for companies that regularly review contracts, project files or technical documents.

See what's included
  • Up to 250 processed documents / month
  • Advanced extraction fields
  • Deadlines, payment terms and obligation extraction
  • Risk and red flag reports
  • Action lists
  • PDF and Excel exports
  • 5 users
  • Custom report templates
  • Priority email support
Start free pilot
Enterprise
€699/mo€559/mobilled annually

Best for document-heavy teams that need advanced reporting, review and tracking.

See what's included
  • Up to 1,000 processed documents / month
  • Advanced document types
  • Custom extraction fields
  • Version comparison
  • Multiple team views
  • Advanced permission management
  • Advanced reports
  • PDF and Excel exports
  • Up to 20 users
  • Integration support
  • Priority support
Start free pilot
Basic
€149/mo€119/mobilled annually

Best for small teams preparing occasional tender or RFP responses.

See what's included
  • Up to 2 proposal response packs / month
  • Tender or RFP summary
  • Required document list
  • Basic eligibility checklist
  • Proposal response outline
  • Open questions list
  • 1 user
  • Standard templates
Start free pilot
Business
€399/mo€319/mobilled annually

Best for companies that regularly prepare tenders, RFPs or commercial proposals.

See what's included
  • Up to 8 proposal response packs / month
  • Compliance matrix
  • Technical response outline
  • Commercial response outline
  • Draft cover letter or expression of interest
  • Internal task list
  • Submission timeline
  • 5 users
  • Custom proposal templates
  • Priority email support
Start free pilot
Enterprise
€899/mo€719/mobilled annually

Best for active bid teams preparing frequent or complex proposal responses.

See what's included
  • Up to 25 proposal response packs / month
  • Advanced compliance matrices
  • Response library support
  • Multiple bid teams
  • Custom proposal structures
  • Multi-document tender package processing
  • Advanced reporting
  • Up to 20 users
  • Integration support
  • Priority support
Start free pilot
Best value

Kaptila Suite includes all four Kaptila services in one combined package. Designed for companies that want to automate multiple workflows across emails, tenders, documents and proposals.

Suite Basic
€299/mo€239/mobilled annually

Best for small teams that want to use multiple Kaptila workflows at a lower volume.

See what's included
  • All four Kaptila services
  • Up to 1,000 processed emails / month
  • Up to 30 tender summaries / month
  • Up to 100 processed documents / month
  • Up to 3 proposal response packs / month
  • Up to 3 users
  • Up to 4 active workflows
  • Dashboard access
  • Email summaries
  • PDF exports
  • Standard templates
  • Human review workflow
Start free pilot
Recommended
Suite Business
€699/mo€559/mobilled annually

Best for companies that want regular automation across all four Kaptila workflows.

See what's included
  • All four Kaptila services
  • Up to 2,500 processed emails / month
  • Up to 100 tender summaries / month
  • Up to 250 processed documents / month
  • Up to 8 proposal response packs / month
  • Up to 10 users
  • Up to 8 active workflows
  • Dashboard access
  • PDF and Excel exports
  • Deadline tracking + action lists
  • Custom report templates
  • Basic integrations
  • Priority email support
Start free pilot
Suite Enterprise
€1,499/mo€1,199/mobilled annually

Best for teams that use Kaptila as a central business information processing platform.

See what's included
  • All four Kaptila services
  • Up to 10,000 processed emails / month
  • Up to 300 tender summaries / month
  • Up to 1,000 processed documents / month
  • Up to 25 proposal response packs / month
  • Up to 30 users
  • Up to 20 active workflows
  • Advanced dashboard
  • PDF and Excel exports
  • Deadline tracking + action lists
  • Advanced reporting
  • Custom extraction fields
  • Compliance matrices
  • Version comparison for selected documents
  • Multiple team views
  • Integration support
  • Priority support
  • Monthly workflow review
Start free pilot

All prices exclude VAT where applicable. Annual plans are billed upfront.

Start with a free 1-week pilot before choosing a monthly or annual plan.

Kaptila Suite is recommended when your company wants to use two or more Kaptila services regularly. Individual service plans are recommended when you want to start with one specific workflow.

For usage above Enterprise limits, contact us to discuss the best setup. Standard setup is included in most Business and Suite plans; complex custom workflows, special integrations or non-standard data sources may require a one-time setup fee.

Common use cases

Common workflows Kaptila can automate

Summarize every incoming RFQ and prepare a draft reply
Monitor tender portals and alert your team about matching opportunities
Extract deadlines, payment terms and risks from contracts
Create a weekly management report from emails and documents
Turn tender documents into a bid preparation checklist
Generate compliance matrices for RFP responses
Track open questions and required documents before submission
Convert long PDF packages into executive summaries and action lists
Create internal reports for management, legal, finance or project teams
Outputs

From information to usable outputs

Kaptila outputs are designed to be reviewable and actionable. The goal is not only to summarize information, but to help teams decide, assign, track and respond.

Email summaries and draft replies
Tender opportunity briefs
Bid / no-bid notes
Document review reports
Risk and obligation summaries
Compliance matrices
Proposal response outlines
Action lists and deadline trackers
Weekly management reports (PDF and Excel exports)
Security & control

AI assistance with human control

Kaptila is designed for business workflows where accuracy, review and control matter. Important outputs can be reviewed before they are used. Email replies, proposal content and external communication remain under human approval unless the client explicitly configures otherwise. Kaptila can be configured to support secure and controlled business workflows.

Human review by defaultSource-aware outputs where possibleNo automatic external communication without approvalWorkflow logsControlled accessExportable reportsConfigurable data sources
FAQ

Frequently asked questions

Yes. Each Kaptila service can be subscribed to separately. You can start with email processing, tender monitoring, document processing or proposal response assistance, then add more services later.

Kaptila Suite is the combined package that includes all four Kaptila services: email processing, tender monitoring, document processing and bid / proposal response assistance.

Kaptila Suite is recommended if your team wants to use two or more Kaptila workflows regularly. Individual plans are better if you want to start with one specific workflow.

The pilot covers one selected workflow with limited data volume. We process real examples and provide reviewable outputs such as summaries, reports, checklists or draft responses.

No. Kaptila is designed around repeatable business workflows. Instead of asking one-off questions, clients configure workflows that process emails, tenders, documents or proposal requirements and produce structured outputs.

By default, no. Kaptila prepares reviewable outputs. Important external communication should be reviewed and approved by a human before sending or submission.

Kaptila can process common business documents such as PDFs, Word documents, Excel files, contracts, technical annexes, reports, tender documents and project documentation.

Yes, selected tender sources can be monitored depending on technical access, source structure and client requirements.

No. Kaptila supports review by extracting information, structuring requirements and highlighting risks. Final decisions should remain with the responsible professionals.

Yes. Reports can be exported in formats such as PDF or Excel depending on the workflow and plan.

Start free pilot

Start your free 1-week pilot

Tell us which workflow you would like to test. We will start with one focused use case and show practical results using real examples from your business.

No obligationOne workflowLimited data volumeHuman review by default
No obligation. One workflow. Limited data volume. Human review by default.

Turn incoming business information into action.

Start with one real workflow. Kaptila will process a limited set of emails, tender sources, documents or proposal requirements and show practical results within one week.

Start a free 1-week pilot Contact us