Kayako has been a familiar name in customer support for years.
But at $79 per user per month with no lower-tier options, many teams are asking: is there something better out there?
The short answer is yes. Whether you are a small team looking for affordable help desk software or an enterprise needing advanced AI features, there are solid alternatives that offer more flexibility and better value.
In this guide, we will break down seven of the best Kayako alternatives.
Each one brings something different to the table, from free tiers and flat pricing to AI-powered phone support. By the end, you will know exactly which tool fits your team's needs and budget.
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Why teams switch from Kayako
Kayako's pricing model is the biggest sticking point for most teams. A flat $79 per user per month puts it out of reach for small businesses and startups. There is no entry-level tier, no free trial that lets you test the waters without commitment.
The AI features also cost extra. Kayako charges $1 per AI resolution, which adds up quickly if you are handling hundreds of tickets daily. Compare that to competitors who bundle AI into their standard plans or offer it at a flat rate.
Integration limitations are another pain point. While Kayako connects to popular tools, its ecosystem is smaller than platforms like Zendesk with 1,500+ integrations. For teams running complex tech stacks, this can be a dealbreaker.
There is also the legacy issue. Kayako Classic runs on older PHP versions that are approaching end-of-life. Teams still on Classic face migration headaches, and some find it easier to switch platforms entirely rather than upgrade.
Finally, the learning curve. Advanced features require significant setup time and training. For teams that need to get up and running quickly, simpler alternatives are more appealing.
Quick comparison of Kayako alternatives
Here is how the top alternatives stack up at a glance:
Top 7 Kayako alternatives reviewed
1. Zendesk
Zendesk is the 800-pound gorilla of help desk software. Trusted by companies like Uber, Siemens, and Lush, it offers the most comprehensive feature set on the market.
The platform boasts over 1,500 apps and integrations, making it ideal for teams with complex tech stacks. The Omnichannel Agent Workspace unifies email, chat, phone, and social media into a single interface. Advanced reporting and analytics give managers deep visibility into team performance.
But the pricing reflects this comprehensiveness. While plans start at $19 per user per month for basic ticketing, you will need Suite Team at $55 per user per month to get AI agents. The AI Copilot add-on costs an additional $50 per agent monthly. Enterprise plans run up to $219 per user per month.
Pros:
- Scalable from startup to enterprise
- 1,500+ integrations
- Advanced reporting and customization
- Industry-standard reliability
Cons:
- Expensive AI add-ons
- Complex setup and configuration
- Can be overkill for small teams
Best for: Large teams needing extensive customization and enterprise-grade features.
2. Freshdesk
Freshdesk by Freshworks serves over 74,000 businesses worldwide, including Pearson, Bridgestone, and Decathlon. It strikes a balance between features and affordability that many teams find appealing.
The free tier supports up to two agents for six months, making it one of the most generous entry points available. Paid plans start at $19 per agent per month for the Growth tier, which includes ticketing, customer portal, and basic automations. The Pro plan at $55 per agent per month adds Freddy AI, custom portals, and advanced ticketing.
Freddy AI is Freshdesk's standout feature. The suite includes an AI Agent for automated resolutions, a Copilot for agent assistance, and Insights for analytics. Pro and Enterprise plans include 500 free AI sessions, with additional sessions at $49 per 100.
Pros:
- Generous free tier
- Built-in AI without high add-on costs
- Easy setup and intuitive interface
- Strong omnichannel capabilities
Cons:
- Limited customization on lower tiers
- Advanced features require higher plans
Best for: SMBs wanting value and teams that need solid AI features without breaking the bank.
3. Help Scout
Help Scout takes a different approach. Instead of trying to be everything to everyone, it focuses on doing email-based support exceptionally well. Companies like Buffer, Vimeo, and Gusto use it for its simplicity.
The platform centers around a shared inbox design that feels familiar to anyone who has used email. There is no ticket number system or complex routing rules. Just clean, collaborative email management with built-in knowledge base and live chat through Beacon.
Pricing starts with a free plan for up to five users, though it is limited to one inbox and 100 contacts per month. The Standard plan at $25 per user per month unlocks multiple inboxes, AI assistance, and workflows. Plus at $45 and Pro at $75 add more advanced features and integrations.
The trade-off is in channel coverage. Help Scout does not offer built-in phone support, only integrating with Aircall for voice. The 100+ integrations are also fewer than competitors like Zendesk.
Pros:
- Clean, intuitive interface
- Email-first approach feels natural
- Predictable per-user pricing
- Quick to set up and learn
Cons:
- No built-in phone support
- Limited integrations compared to competitors
- Not ideal for complex routing needs
Best for: Small teams prioritizing simplicity and email-first support workflows.
4. Intercom
Intercom pioneered the modern business messenger and remains the go-to choice for SaaS companies wanting messaging-first support. Its Fin AI Agent is widely regarded as one of the most capable AI support agents available.
The platform excels at in-app engagement. Product tours, onboarding flows, and proactive messages help companies guide users through their products. The shared inbox brings together conversations from multiple channels into one place.
Pricing starts at $29 per seat per month for the Essential plan, which includes Fin AI Agent at $0.99 per resolution. Advanced at $85 adds multiple inboxes and workflows. Expert at $132 includes SSO, HIPAA compliance, and multibrand support.
The resolution-based AI pricing is both a strength and weakness. Teams with straightforward queries benefit from Fin's high automation rates. But complex support scenarios can drive costs up quickly.
Pros:
- Best-in-class AI agent
- Excellent for SaaS onboarding
- Modern, polished interface
- Strong in-app messaging capabilities
Cons:
- AI costs scale with usage
- Messaging-centric (less strong on traditional ticketing)
- Can get expensive for high-volume teams
Best for: SaaS companies and teams wanting messaging-first support with powerful AI automation.
5. Zoho Desk
Zoho Desk serves over 100,000 companies and 33 million people daily. As part of the broader Zoho ecosystem, it offers tight integration with Zoho CRM, Zoho Books, and other business tools.
The free tier supports three users with email ticketing and basic workflows, making it genuinely useful for tiny teams. Paid plans start at just $7 per user per month for Express, which adds social media and web forms. Standard at $14 includes live chat, WhatsApp, and knowledge base. Enterprise at $40 unlocks AI agents and Zia assistant.
Zia is Zoho's AI assistant, offering sentiment analysis, auto-tagging, and reply suggestions. The AI Agents feature enables autonomous support bots that can handle tasks without human intervention. Blueprints provide a visual automation builder for complex workflows.
Pros:
- Excellent value, especially for Zoho users
- Generous free tier
- AI features included at reasonable prices
- Visual workflow builder
Cons:
- Interface can feel cluttered
- Best features require Zoho ecosystem adoption
- Less polished than some competitors
Best for: Existing Zoho ecosystem users and teams wanting affordable AI features.
6. Crisp
Crisp offers something rare in the help desk world: flat pricing per workspace instead of per user. For teams tired of watching costs climb with every new hire, this is a breath of fresh air.
The platform includes shared inbox for email, chat, social, and WhatsApp. AI Agent and AI Copilot are built in. Unique features like co-browsing (MagicBrowse), video chat, and LiveTranslate for 50+ languages set it apart from traditional help desks.
The free plan supports two agents with basic chat and CRM. Mini at $45 per month adds four agents and shared email. Essentials at $95 includes ten agents and omnichannel features. Plus at $295 supports 20+ agents with the full AI-first suite and 100+ integrations.
Unlimited conversations on all plans mean no surprise overages. Additional agents on Plus cost just $10 per month each.
Pros:
- Predictable flat pricing
- Unlimited conversations
- Co-browsing and video chat included
- Real-time translation across channels
Cons:
- Less established than Zendesk or Freshdesk
- Fewer enterprise-grade features
- Smaller integration ecosystem
Best for: Startups wanting predictable pricing and teams needing co-browsing or multilingual support.
7. Ringly.io
Ringly.io takes a completely different approach from the others on this list. While most help desks focus on tickets and chat, Ringly specializes in AI-powered phone support for e-commerce businesses.
The platform's Seth AI agent handles inbound calls 24/7, answering questions, looking up orders, processing returns, and escalating to humans only when necessary. It integrates deeply with Shopify, pulling real-time order data to answer "where is my order" calls instantly.
Pricing starts at $99 per month for the Start plan with 250 minutes. The Grow plan at $349 includes 1,000 minutes, self-learning AI, and full Shopify integration. Scale at $1,099+ adds 3,000+ minutes, custom integrations, and a private Slack channel.
Seth currently resolves approximately 73% of calls without human intervention across 2,100+ Shopify stores. The platform supports 40 languages, making it viable for global e-commerce operations.
Pros:
- 24/7 phone support automation
- Deep Shopify integration
- Multilingual support (40 languages)
- Transparent pricing with trial guarantee
Cons:
- Phone-focused (not for chat/ticket teams)
- E-commerce centric
- Higher starting price than some alternatives
Best for: E-commerce stores needing phone support automation and teams wanting to offload repetitive call handling.
If phone support is a gap in your current setup, you can start a free trial with Ringly.io and see how Seth handles your call volume.
How to choose the right Kayako alternative
Picking the right help desk comes down to understanding your team's specific needs. Here is how to narrow it down:
Team size and budget matter most. Small teams should lean toward Freshdesk or Zoho Desk for their generous free tiers. Growing teams might prefer Crisp's flat pricing to avoid per-user cost creep. Enterprises with complex needs will find Zendesk's scalability worth the premium.
Must-have features should drive your shortlist. Need AI out of the box? Freshdesk and Intercom lead here. Require phone support? Ringly.io is purpose-built for it. Running on Zoho already? Zoho Desk is the obvious choice.
Migration complexity is often underestimated. Moving from Kayako to a similar ticket-based system like Zendesk or Freshdesk is relatively straightforward. Switching to a conversation-based platform like Intercom requires more process changes.
Total cost of ownership goes beyond the base price. Factor in AI usage costs, add-on fees, and implementation time. A cheaper base plan with expensive per-resolution AI charges can exceed a pricier all-inclusive option.
Test during the trial period with real workflows. Most platforms offer 14-15 day trials. Use this time to evaluate setup difficulty, agent adoption, and actual feature utility for your use cases.
Start automating your customer support today
Kayako's one-size-fits-all pricing does not work for every team. The good news is you have options. From Zendesk's enterprise power to Freshdesk's value, from Intercom's AI capabilities to Ringly.io's phone automation, there is a platform that fits your specific needs.
The key is matching the tool to your workflow, not the other way around. Consider what channels your customers actually use, what your team can realistically adopt, and what your budget can sustain long-term.
For e-commerce teams drowning in phone calls, Ringly.io offers a specialized solution that handles the bulk of routine inquiries automatically.
You only pay once Seth proves it can resolve at least 60% of your calls. Start your free trial today and see what 24/7 phone support feels like.
Frequently Asked Questions
What are the most affordable Kayako alternatives for small teams?
Freshdesk and Zoho Desk offer the best free tiers for small teams. Freshdesk supports up to two agents free for six months, while Zoho Desk allows three users indefinitely on its free plan. Both provide core ticketing functionality without requiring a credit card to start.
Which Kayako alternatives include AI features without expensive add-ons?
Freshdesk includes Freddy AI capabilities in its Pro and Enterprise plans at $55 and $89 per user per month respectively, with 500 free AI sessions included. Zoho Desk includes Zia AI assistant starting at the Standard plan for $14 per user per month. Both are significantly more affordable than Kayako's $1 per resolution AI pricing.
Can I get phone support with Kayako alternatives?
Yes, though approaches vary. Zendesk, Freshdesk, and Zoho Desk offer phone support as an add-on or included feature in higher tiers. Ringly.io specializes entirely in AI-powered phone support for e-commerce, handling calls 24/7 with deep Shopify integration. Help Scout requires a third-party integration like Aircall for voice support.
How do Kayako alternatives compare for Shopify stores?
Ringly.io is purpose-built for Shopify, with native integration that pulls order data, handles returns, and answers product questions automatically. Other platforms like Zendesk and Freshdesk offer Shopify apps, but Ringly's phone-specific focus and 73% resolution rate make it uniquely suited for stores with high call volumes.
What should I consider when migrating from Kayako to an alternative?
Start by auditing your current ticket volume, channel mix, and feature usage. Export your ticket history and knowledge base articles. Test data import capabilities during trial periods. Plan for agent retraining, especially if switching from ticket-based to conversation-based workflows. Most alternatives offer migration assistance or documentation to help with the transition.
Are there Kayako alternatives with flat pricing instead of per-user costs?
Crisp offers flat pricing per workspace starting at $45 per month for four agents, with unlimited conversations. Ringly.io also uses flat pricing based on call minutes rather than seats. These models can be more cost-effective for growing teams compared to per-user pricing that scales linearly with headcount.
Which Kayako alternative is best for enterprise teams?
Zendesk remains the enterprise standard with Suite Enterprise at $169 per user per month, offering sandbox environments, audit logs, and up to 300 help centers. Its 1,500+ integrations and extensive customization options make it suitable for complex organizational needs. However, teams already using Zoho's business suite may find Zoho Desk Enterprise at $40 per user per month provides better value with tighter CRM integration.
