Frequently Asked Questions
Clear answers about enforcement, billing, teams, and how your data is handled.
Product & Features
What does ReplyKit actually do?
ReplyKit detects intent in client messages, evaluates them against your predefined rules, and generates a contract-aligned response. If a request exceeds your agreed scope, the system applies the relevant rate from your Knowledge Base automatically — no manual judgement required.
Is ReplyKit just an AI writing tool?
No. ReplyKit is an enforcement layer. It does not optimize for friendliness or conversational tone. It enforces scope, pricing, and communication rules consistently based on your configuration. The tone you choose is applied after scope and pricing are locked — not before.
What are the 7 response tones?
Professional (neutral McKinsey style), Firm (law-partner enforcement), Diplomatic (soft no without concession), Direct (executive brevity, bottom-line-up-front), Concise (Slack/text format with bullet points), Consultative (value first, price second), Persuasive (outcome-focused upsell closer). The Scope Guard can override your selected tone to Firm or Diplomatic if revenue is at risk — enforcement always wins.
What is the Scope Guard?
The Scope Guard scans every incoming message for scope-creep language — phrases like 'can you also', 'quick change', 'by Friday', 'shouldn't take long', 'one more thing'. When a match is found, it overrides your selected tone, classifies the request as new billable scope, and references your rate card. It cannot be disabled — it is always active.
What are Custom Scope Guard Keywords?
In addition to the built-in scope-creep phrases, you can add your own trigger keywords in Dashboard → Knowledge Base → Custom Scope Guard Keywords. Any phrase you add is treated the same as the default triggers — when it appears in a client message, scope creep is flagged automatically. Useful for industry-specific language or phrases a recurring client tends to use. Available on all plans.
What is the Knowledge Base?
The Knowledge Base (called "My Rate Card" on Solo, "Agency Brain" on Agency Pro) is a freeform text area where you define your rates, services, working hours, and rules. The AI treats this as the authoritative source of truth on every reply. Agency Pro teams get a two-layer brain: the owner's global rules plus each member's private client-specific notes, merged automatically at generation time.
What is the Proposal Generator?
A dedicated tool that generates a complete formal project proposal from your inputs — project title, client name, description, deliverables, and timeline. The AI uses your Knowledge Base rates to build a Pricing Breakdown table, and produces six sections: Executive Summary, Scope of Work, Project Timeline, Pricing Breakdown, Payment Terms, and Exclusions & Assumptions. You can copy the output or export it as a PDF directly from the dashboard.
How does Voice Dictation work?
You speak the client message instead of typing it. The Web Speech API transcribes your speech into the input field. Enforcement logic is identical — voice only changes the input method, not how rules are applied. Voice Dictation requires Chrome or Edge; it is not supported in Safari or Firefox due to browser API limitations.
What is Reply History?
Every generated reply is saved to your private account history (up to 200 entries). Search and browse in the History tab, click any entry to see the original email and generated output side by side — each preview shows the reply word count. Delete individual entries with the trash icon that appears on hover. Pin any reply directly to your Template Library from the preview panel.
Is there a usage activity chart?
Yes. The Dashboard home includes a 30-day activity chart showing your daily reply volume as a bar chart. It covers the previous 30 days and updates each time you generate a reply — useful for spotting busy periods or tracking usage trends without exporting data.
What is the Scope Change Log?
A running log (Solo and Agency Pro) of every reply where scope creep was detected. Use the month navigation controls (prev/next arrows) to browse past months — the log is not limited to the current month. Each entry shows the original email and generated response. Mark items as billed, export as CSV, or click Invoice on any entry to generate a print-ready invoice pre-filled with amounts detected in the reply. The Revenue at Risk counter uses an adjustable per-detection rate (default $150) you can change inline.
Can I generate an invoice from the Scope Change Log?
Yes. Click the Invoice button on any Scope Change Log entry to open a modal pre-filled with the client name and any dollar amounts detected in the scope-creep reply. Confirm the description, amount, and due date, then click Generate — a print-ready styled invoice opens in a new browser window with an automatic print dialog. No external invoicing tool required. Available on Solo and Agency Pro.
Does ReplyKit send Slack notifications?
Yes, on Agency Pro. You can connect an incoming Slack webhook URL in Dashboard → Settings. When scope creep is detected in a generated reply, a notification is automatically posted to your Slack channel with a preview of the client message.
What is the Change Order Generator?
When scope creep is detected in a reply, a 'Generate Change Order' button appears below your output. Clicking it produces a formal change order document — written on your letterhead voice — that itemises the additional work, references your rate card, and proposes a price. It costs 1 credit and uses the current reply (including any edits you've made) as context. Available on Solo and Agency Pro.
What is the Negotiation Counter?
After scope creep is detected and you've generated a reply, a 'Client Pushed Back?' button appears. Enter the client's objection or counter-offer, and ReplyKit generates a professional rebuttal that holds your position, restates the value, and keeps the conversation moving forward. It costs 1 credit. Available on Solo and Agency Pro.
What is the Negotiation Simulator?
The Negotiation Simulator is a standalone practice mode in the Dashboard (Simulate tab). Pick one of 4 client archetypes — Scope Creep Client, Late Payment Avoider, Price Haggler, or Rush Delivery Pusher — and run a live back-and-forth roleplay with an AI playing that client. After 3 or more exchanges, a 'Get Coaching Debrief' button appears: a separate AI pass that reviews your conversation, identifies where you gave ground unnecessarily, and suggests stronger positions. Available on Solo and Agency Pro.
What is the Pre-send Draft Audit?
A 'Check My Draft' button is always available once a reply is generated. Paste any draft you've written yourself — or the AI reply after your edits — and the audit scans it for scope concessions, vague commitments, weak language, and anything that could be misused by a client later. It returns specific flags with suggested rewrites. The Pre-send Audit costs 1 credit. Available on Solo and Agency Pro.
What is Email Thread Mode?
Toggle 'Thread' in the toolbar before pasting. In Thread Mode, ReplyKit reads the entire email chain — not just the latest message — to detect cumulative scope creep patterns across multiple exchanges. This is useful when a client has been adding small requests across several emails that individually seem reasonable but collectively exceed your scope.
What languages does ReplyKit support?
ReplyKit can generate replies, proposals, and all assist-mode outputs in 12 languages: English, Spanish, French, German, Portuguese, Italian, Dutch, Hindi, Arabic, Japanese, Chinese (Simplified), and Korean. Select your language from the dropdown in the toolbar — every word of the output, including greetings and sign-offs, will be written in the chosen language.
What is the Client Directory?
The Client Directory lets you save client profiles with a name, company, email, and per-client rate. When you select a saved client before generating, their details are passed to the AI so replies reference them accurately. The rate badge is also shown in the toolbar so you always see the correct billing rate before responding.
Can I track payment status for each client?
Yes. Each client in the Client Directory has a payment status field with four states: UNPAID, INVOICED, PAID, and OVERDUE. Updating the status automatically records timestamps — invoicedAt when marked INVOICED, paidAt when marked PAID — giving you a lightweight payment history without a separate accounting tool. Available on all plans.
What is the Template Library?
You can save any generated reply as a named template from the History tab (click a past reply → 'Save' button). Templates are stored in the Templates tab and can be loaded into the dashboard with one click — useful for recurring situations like scope refusals, project kickoff confirmations, or invoice follow-ups. Available on Solo and Agency Pro.
What is the Weekly Performance Digest?
On Solo and Agency Pro, ReplyKit sends a weekly summary to your account email every Monday. It covers: total replies generated that week, number of scope-creep detections, estimated revenue protected, and usage versus your monthly limit. The estimated revenue figure is based on a per-detection rate you can configure in Dashboard → Settings → Revenue Per Scope Detection (default $150). No setup required — the digest runs automatically. If you generate no replies in a given week, no email is sent.
What is Reply Length Control?
The S / M / L buttons in the toolbar set the target length before you generate. Short (S) keeps the reply under ~100 words for quick acknowledgements and one-liner scope refusals. Medium (M, default) produces a standard professional reply of 150–250 words. Long (L) generates a detailed response covering all angles, rationale, and next steps — useful for complex or sensitive negotiations.
What is the Change Order Approval Portal?
After the Change Order Generator produces your document, click 'Send for Approval' to create a unique client-facing approval link. Your client opens the link — no account required — reviews the change order, types their name, and clicks Approve or Decline. You receive an instant email notification when they respond. Approved orders are stored in your account with the signed name and timestamp. This turns a copy-paste document into a lightweight e-signature workflow without any external tool. Available on Solo and Agency Pro.
What is the Rate Card Setup Wizard?
The Setup Wizard (Knowledge Base tab → 'Setup with Wizard' button) is a 5-step guided form that builds a complete, structured Knowledge Base for you. Step 1: choose Freelancer or Agency. Step 2: pick an industry template or build from scratch. Step 3: enter your hourly rate, project minimum, and services. Step 4: set policies (rush fee %, revisions, deposit %, payment terms, late fee). Step 5: preview and apply. The generated text replaces your Knowledge Base textarea and the AI starts enforcing it immediately.
What are the Industry Reply Packs?
Industry packs are 7 pre-built Knowledge Base templates tuned for specific freelance industries: Web Agency, Copywriter, Video Editor, Marketing Consultant, Graphic Designer, Software Developer, and Social Media Manager. Each pack includes industry-standard service lists, example rate ranges, revision policies, and scope-protection language written specifically for that profession. Select a pack in Step 2 of the Setup Wizard and the entire template is loaded into your Knowledge Base — you only need to edit the rate placeholders before saving.
What is Client Behavior Risk Scoring?
Every client in your Client Directory receives an automatic risk score based on their scope-creep history: None (no history yet), Low (replies tracked but no scope creep detected), Medium (1–2 scope-creep attempts detected), or High (3 or more attempts). A coloured risk badge appears next to the client in the directory and in the compact client selector on the workstation. The score updates automatically as you generate more replies — no manual action needed. Available on Solo and Agency Pro.
What is the Contract Clause Library?
The Clause Library is a collapsible panel at the bottom of the Knowledge Base tab. It contains 18 pre-written, professional-grade contract clauses across 6 categories: Scope Definition, Revisions & Changes, Timeline & Deadlines, Payment Terms, Ownership & Deliverables, and Communication. Click 'Insert' on any clause to append it to your Knowledge Base textarea. The clauses use bracketed placeholders (e.g. [X revisions]) which you edit to match your actual terms. These clauses are part of the Knowledge Base and are not a legal document — consult a lawyer for contracts.
Plans, Billing & Refunds
What plans are available?
Free (10 replies/month, trial only — core generation and Scope Guard only; no Change Orders, Negotiation Counter, Pre-send Audit, Compare Mode, Risk Scoring, Knowledge Base, Proposals, or Templates). Solo Operator ($29/month or $290/year — 500 replies/month, all features except team seats, Slack, and Agency Brain, including Change Orders, Approval Portal, Negotiation Counter, Pre-send Audit, Compare Mode, Client Risk Scoring, Knowledge Base, Rate Card Wizard, Industry Packs, Clause Library, Proposals, Negotiation Simulator, and Weekly Digest). Agency Pro ($99/month or $990/year — 5,000 replies/month, everything in Solo plus 5 team seats, Agency Brain two-layer global + member rules, and Slack notifications). Annual billing saves approximately 17% on both plans.
Is there a free plan?
Yes. The Free plan gives you 10 replies per month with no credit card required. It includes core reply generation, Scope Guard detection, Reply History, and Client Directory. Change Order generation, Scope Change Log, Negotiation Counter, Negotiation Simulator, Pre-send Draft Audit, Compare Mode, Client Risk Scoring, Knowledge Base, Proposals, and Templates all require a Solo or Agency Pro plan. The free tier is a trial to evaluate the core enforcement logic before upgrading.
What counts as a reply?
One click of Generate counts as one credit. This applies to email replies, Proposal Generator outputs, Change Order generation, Negotiation Counter responses, Pre-send Draft Audits, and Negotiation Simulator turns. The Simulator charges 1 credit per conversational exchange (including the opening client message) plus 1 credit for the coaching debrief at the end. Drafts you type but never generate do not count. If generation fails due to a server error, the credit is not consumed.
Do unused replies roll over to the next month?
No. Credits reset on your billing anniversary — the same date you first subscribed. For example, a user who subscribes on the 25th gets a fresh credit pool on the 25th of each following month. Free-plan users reset on the monthly anniversary of their account creation. Unused credits do not carry forward.
Can I cancel at any time?
Yes. Go to Dashboard → Settings → Subscription → "Cancel Subscription". Cancellation takes effect at the end of your current billing period — your access continues in full until then, and no further charges are made. Only the account owner can cancel; team members on someone else's Agency plan cannot cancel it.
What happens to my team members if I cancel?
When an Agency Pro subscription ends, all team members linked to that account are also downgraded to the Free tier (10 replies/month) and lose access to the shared reply pool and Agency Brain. Their own accounts remain active — only the paid features are removed.
What is the refund policy?
We offer a 7-day money-back guarantee for first-time subscribers. Eligibility requires the request within 7 days of the initial charge and usage under 25 replies (Solo) or 50 replies (Agency) during that window. Email support@replykitai.com to request a refund. Refunds are typically processed within 24-48 hours; funds return to your original payment method within 5-10 business days. A refund ends access immediately, unlike cancellation which keeps access until the period ends.
View full refund policy →How do I request a refund?
Email support@replykitai.com with your account email and reason. Do not use the contact form for refund requests — email directly ensures faster processing. See the refund policy for eligibility conditions.
Teams & Agency
How do team seats work?
Agency Pro includes 5 seats — the owner plus up to 4 members. The owner invites teammates by email from Dashboard → Team Access. The invitee receives an email with an invite code they use to join at login. All 5 members share the owner's 5,000 reply/month pool.
What is the two-layer Agency Brain?
Agency owners write global rules in their Knowledge Base (rates, policies, working hours that apply to all clients). Each team member can also maintain their own private notes for specific clients. At generation time, both layers are merged — global rules as the constitution, member notes as the local amendment. Members cannot see the owner's global rules directly, but they are always applied.
Can team members cancel the subscription?
No. Only the account owner (the person who paid) can cancel from Dashboard → Settings → Subscription. Team members do not have access to billing controls.
Privacy & Data
Do you store my client messages and replies?
Yes — generated replies and the original input are stored in your private Reply History so you can review past work. This data is visible only to your account and is never shared with or sold to third parties. You can search and filter up to 200 replies in the History tab.
Does ReplyKit use my data to train AI models?
No. ReplyKit uses the Anthropic API for generation (Claude). Under Anthropic's API usage policy, data submitted via the API is not used to train their models. Your client communications and Knowledge Base content are never used to train or improve any model.
Who can see my stored replies?
Only you. Reply history is scoped to your individual user account. On Agency teams, members can only see their own replies — not replies generated by other team members or the owner.
Is payment information secure?
Yes. All payments are processed by Razorpay. ReplyKit never sees, stores, or has access to your card or banking details. Payment data is handled entirely by Razorpay's PCI-compliant infrastructure.
Do I need to verify my email address after registering?
Yes. After creating your account, you'll receive a verification email. Click the link inside to activate your account — the link expires after 24 hours. If you don't receive it, check your spam folder. If it has expired, email support@replykitai.com and we'll resend it.
Can I change my password from the dashboard?
Yes. Go to Dashboard → Settings → Account → Change Password. Enter your current password, your new password (minimum 8 characters), and confirm the new password. The change takes effect immediately — no email reset required. If you've forgotten your current password, use the Forgot Password link on the login page instead.
How do I send feedback about ReplyKit?
There is a feedback form in the Dashboard. Submissions are saved to our system and emailed to the product team — no separate email client needed. For bugs or urgent issues, email support@replykitai.com directly.
How do I delete my data?
You can permanently delete your account and all data directly from Dashboard → Settings → Delete Account. You will be asked to confirm with your password. This is immediate and cannot be undone. Alternatively, email support@replykitai.com and we will process your request within 7 business days.
View Privacy Policy →Still have a question not answered here?
Email support@replykitai.com