---
title: "Caya Software Pricing, Alternatives & More 2026 | Capterra"
description: "With the help of Capterra, learn about Caya Software - reviews, pricing plans, popular comparisons to other Text Mining products and more."
source_url: "https://www.capterra.com/p/238544/Caya/"
page_type: "product"
language: "en"
---

# 

 Caya Software Review 2026: Features, Integrations, Pros & Cons

Last updated on September 17, 2026

Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team.

[Description](#description)[Use cases](#use-cases)[Alternatives](#alternatives)[FAQs](#faqs)[Features](#features)[Pricing](#pricing)[Integrations](#integrations)[Support](#support)[Reviews](#reviews)

Caya

## What is Caya?

The Caya Document Automation Suite is an end-to-end platform for intelligent document processing (IDP). Postal mail, email attachments and uploads all arrive in one inbox, where they are read out and passed on according to defined rules. The suite consists of three products: Post Scan: digitisation of physical mail in scan centres in Germany. Document Extractions: extraction of content from documents using AI and deep OCR. Document Automations: rule-based routing of documents and extracted data to people, departments, folders and more than 130 connected systems, including DATEV and SAP. All documents are processed and stored in Germany. Caya is GoBD and GDPR compliant and certified to ISO 27001.

## What is Caya used for?

[Document Management](https://www.capterra.com/document-management-software/)[Text Mining](https://www.capterra.com/text-mining-software/)[Data Entry](https://www.capterra.com/data-entry-software/)

Overall rating

Based on 24 user reviews

Reviews sentiment

Positive

100%

Neutral

0%

Negative

0%

Starting price

€9.99

Per User, Per Month

Free trial  
not available

Free version not included

Capterra Shortlist charts the highest-rated and most popular products...

Our "Best of" badge program showcases products with the highest ratings...

Our "Best of" badge program showcases products with the highest ratings...

Do you work for Caya?[Manage this product listing](https://www.g2.com/products/caya/claim_requests/new?auto=true)

## Compare with a popular alternative

Capterra selects software alternatives based on relevant features, verified user reviews and user interactions. Placement may be influenced by client status.

### Caya

4.6 (24)

VS.

[### Jotform](https://www.capterra.com/p/158456/JotForm-4-0/)

[4.7 (2,926)](https://www.capterra.com/p/158456/JotForm-4-0/reviews/)

Starting Price

€9.99

Per User

Starting Price

$39

Flat Rate, Per Month

Free Trial

Free Version

Pricing Options

Free Trial

Free Version

Ease Of Use

4.7 (24)

Ease Of Use

4.7 (2,902)

Value For Money

4.5 (23)

Value For Money

4.5 (2,333)

Customer Service

4.9 (20)

Customer Service

4.5 (2,161)

## Caya alternatives

[GoCanvas](https://www.capterra.com/p/139882/Canvas-Mobile-Forms/)

[4.4 (209)](https://www.capterra.com/p/139882/Canvas-Mobile-Forms/reviews/)

Starting price

$39.00

Per User, Per Month

Pricing Options

Free Trial

Free Version

User Rating

90%

of reviewers

rated it above 4 stars

[Learn More](https://www.capterra.com/p/139882/Canvas-Mobile-Forms/)

[Whitevision](https://www.capterra.com/p/197301/WhiteVision/)

[0.0](https://www.capterra.com/p/197301/WhiteVision/#reviews)

Starting price

Contact vendor for pricing

Pricing Options

Free Trial

Free Version

User Rating

0%

of reviewers

rated it above 4 stars

[Learn More](https://www.capterra.com/p/197301/WhiteVision/)

[MPS IntelliVector](https://www.capterra.com/p/159812/MPS-IntelliVector/)

[4.5 (2)](https://www.capterra.com/p/159812/MPS-IntelliVector/#reviews)

Starting price

$1000.00

Per User, Per Month

Pricing Options

Free Trial

Free Version

User Rating

100%

of reviewers

rated it above 4 stars

[Learn More](https://www.capterra.com/p/159812/MPS-IntelliVector/)

Highest Rated

[Fluix](https://www.capterra.com/p/141488/fluix/)

[4.8 (69)](https://www.capterra.com/p/141488/fluix/reviews/)

Starting price

$49.00

Per User, Per Month

Pricing Options

Free Trial

Free Version

User Rating

99%

of reviewers

rated it above 4 stars

[Learn More](https://www.capterra.com/p/141488/fluix/)

## FAQs about Caya

Overview

### Which roles and teams benefit most from Caya?

Caya is most used by business owners, CEOs, and managing directors who need centralized mail digitization and document workflows. HR leaders, consultants, and finance or insurance professionals benefit from faster document access, easier record organization, and more efficient administrative processes across distributed or busy service-based teams.

Answer based on 24 reviews

Overview

### What company size and specific industries is Caya built for?

Caya is designed for mid-sized and large businesses that need to automate document handling across invoices, contracts, forms, and official mail. It is suited to organizations with high document volumes and internal systems that require structured data processing, rather than to small businesses with limited workflow needs.

Features and Usability

### What are the key features of Caya?

Caya offers document management features including document capture, document classification, document storage, and archiving & retention, plus OCR and full text search for retrieval. It also includes workflow management, configurable workflow, access controls/permissions, audit management, electronic signature, file sharing, and third-party integrations for document handling and collaboration.

Integrations

### Which third-party tools and platforms does Caya integrate with?

Caya integrates with over 70 third-party tools and platforms, including Asana, Box, ClickUp, Confluence, Copper, Amazon S3, ADP Workforce Now, and BILL. It also connects with BambooHR, Databricks, Domo, Drift, ContractHero, Candis, CenterDevice, and BuchhaltungsButler for document, finance, HR, and analytics workflows.

Answer based on 2 reviews

Getting Started and Support

### What training and onboarding options does Caya offer?

Caya provides webinars, documentation, and videos to help teams get started. Webinars support guided, live instruction, documentation offers written reference material for setup and feature review, and videos provide visual walkthroughs that users can revisit as needed.

Getting Started and Support

### What customer support options does Caya offer?

Caya provides email/help desk, FAQ/forum, knowledge base, and phone support. These channels give users multiple ways to get help with setup and day-to-day use, but no reviewer feedback is available here to describe response times, helpfulness, or common support frustrations.

## Features

AI summary

Based on 32,025 Text Mining reviews

Capterra data shows that buyers of document management software rank the following features as their top priorities:

-   **Secure Data Storage** (**56%** of reviewers rated this feature as critical)
-   **Document Storage** (**51%**)
-   **File Sharing** (**49%**)

CAYA supports all three of the features reviewers rate highest: **Secure Data Storage**, **Document Storage**, and **File Sharing**. Together, these capabilities help businesses protect sensitive information, keep files organized in one place, and share documents efficiently across teams, allowing teams to manage records with more control and speed.

Secure Data Storage

5.0 (1)

100.00% of 1 reviewers that rated this feature as important or highly important

Securely stores data to prevent data loss or breaches

Document Storage

5.0 (5)

60.00% of 5 reviewers that rated this feature as important or highly important

Store and organize documents in a centralized system

File Sharing

3.3 (3)

33.33% of 3 reviewers that rated this feature as important or highly important

Public or private sharing of digital files such as documents, audio/video, images, and more

Full Text Search

4.7 (3)

0.00% of 3 reviewers that rated this feature as important or highly important

Search for specific words or phrases within a document or database

Access Controls/Permissions

5.0 (2)

100.00% of 2 reviewers that rated this feature as important or highly important

Define levels of authorization for access to specific files or systems

Archiving & Retention

5.0 (2)

50.00% of 2 reviewers that rated this feature as important or highly important

Moving and separately storing data that is not actively used or continuous storage of data for compliance purposes

Caya 31 features

### All Features
- Access Controls/Permissions: Define levels of authorization for access to specific files or systems
- Activity Dashboard: Dashboard to view the status of ongoing processes, identify current incidents and track past activities
- Alerts/Notifications: Alerts or notifications of various types such as pop-up messages, sounds, banners, or badges
- Archiving & Retention: Moving and separately storing data that is not actively used or continuous storage of data for compliance purposes
- Audit Management: Plan, schedule, and execute organization's accounts and assets to ensure compliance with policies and laws
- Collaboration Tools: Provides a channel for team members to share AI models, media files, communicate, and work together
- Commenting/Notes: Leave comments and notes on documents for others to view
- Configurable Workflow: Configure existing workflows to meet your organization's needs
- Data Capture and Transfer: Import, collect, and capture data from multiple sources
- Data Import/Export: Import and export data to and from software applications
- Data Retrieval: Search and find data in a structured format
- Digital Signature: Electronic signing method that validates the authenticity and integrity of a digital document
- Document Automation: Automated or logic-based workflows that assist in the creation of electronic documents
- Document Capture: Scan, move or upload electronic files within the software's repository
- Document Classification: Assign categories, labels, tags, or attributes to documents for organization, search and storage
- Document Management: Store, manage, and track all electronic documents in a centralized location
- Document Storage: Store and organize documents in a centralized system
- Drag & Drop: Assemble applications and processes by dragging over and arranging pre-built components
- Electronic Signature: Digitally sign online documents
- Email Management: Manage, store and organize emails within the system or via third-party apps
- File Management: Create, save, and store files
- File Recovery: Recover lost, deleted, or damaged files
- File Sharing: Public or private sharing of digital files such as documents, audio/video, images, and more
- Full Text Search: Search for specific words or phrases within a document or database
- Optical Character Recognition: Ability to recognize printed or written text within digital images or scanned documents
- Search/Filter: Search and filter data across systems to locate required information by entering keywords or certain criteria
- Secure Data Storage: Securely stores data to prevent data loss or breaches
- SSL Security: Security protocol that ensures secure, encrypted communication over the internet, safeguarding sensitive data from unauthorized access
- Tagging: Attach digital tags to documents and assets for identification, search, or monitoring purposes
- Third-Party Integrations: Set up connections to third-party platforms to improve business processes
- Workflow Management: Create, design and manage workflows for repetitive tasks

---

Get Advice

We can help you find the software with the features you need.

Features

4.7 (24)

4.7

Based on 24 reviews

## Pricing

Value for money

4.5 (23)

Essentials

€9.99

Per User,

Standard

€24.99

Per User,

Professional

€79.99

Per User,

Value for money

4.5 (23)

4.5

Based on 23 reviews

## Integrations

[

Google Drive](https://www.capterra.com/p/161425/Drive/)[

Dropbox](https://www.capterra.com/p/143068/Dropbox-Business/)[

Jira](https://www.capterra.com/p/19319/JIRA/)[

Asana](https://www.capterra.com/p/184581/Asana-PM/)[

Google Sheets](https://www.capterra.com/p/169718/Google-Sheets/)[

OneDrive](https://www.capterra.com/p/161304/OneDrive/)[

Microsoft Teams](https://www.capterra.com/p/168668/Microsoft-Teams/)[

QuickBooks Online](https://www.capterra.com/p/190778/QuickBooks-Online/)

Connect with a Capterra advisor for a free 15-minute consultation

Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs.

## Support, customer service and training options

Customer Service

4.9 (20)

Support

-   Email/Help Desk
-   FAQs/Forum
-   Knowledge Base
-   Phone Support
-   24/7 (Live rep)
-   Chat

Training

-   In Person
-   Live Online
-   Webinars
-   Documentation
-   Videos

Deployment

-   Web
-   Android
-   iPhone/iPad

Typical users

-   Freelancers
-   Small businesses
-   Mid size businesses
-   Enterprises

Customer Service

4.9 (20)

4.9

Based on 20 reviews

## User reviews

Overall rating

4.6

Based on 24 reviews

Filter by rating

5(15)

4(9)

3(0)

2(0)

1(0)

Mentioned topic

Sorted by most recent

Christian W.

Owner

Insurance

### "Caya User Experience"

4.0

Overall Rating

4.0

4.0

Ease of Use

4.0

4.0

Features

4.0

4.0

Customer Service

5.0

5.0

Likelihood to Recommend

9/10

February 27, 2023

Scan service for mail. Automated workflows for document processing via Zapier and Make

Pros

Scan service for physical Mail. You can access the scans worldwide

Cons

Not enough workflows, with workflows (and without it's a quite dumb service, so you really need them) rarter expensive

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

Hans Henning G.

CFP

Financial Services

### "Beste Postapp ever!"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

5.0

5.0

Likelihood to Recommend

10/10

January 20, 2023

Sehr angenehm und komfortable.

Pros

Einfach keine physische Adresse mehr zu haben, befreit ungemein. Sehr einfach zu bedienen!

Cons

Nichts. Ich bin 100% zufrieden! Keine Einschränkungen

Reasons for choosing Caya

nein

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

SB

Stefan B.

Self-employed

Real Estate

### "Great solution for managing your physical mail from anywhere on the world"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

3.0

3.0

Likelihood to Recommend

9/10

November 27, 2022

Caya helps to manage my physical mail and I no longer miss payments, etc. It helps in sorting and categorising the mail and you can decide in advance which documents are really necessary in physical form.

Pros

All mail is digitized and made available to me as a document in my inbox. This allows me to sort and file my physical documents directly in an OCR-optimised way.

Cons

The request for physical documents sometimes takes a long time. Support is only by email, which makes it more difficult for quick solutions.

Reasons for choosing Caya

Together with my wife, we are digital nomads and travel a lot. Therefore, it was important for us to have a solution for a digital mailbox.

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

MS

Mike S.

Founder and Manager

Consumer Goods

### "Caya makes life easier"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

4.0

4.0

Likelihood to Recommend

10/10

November 24, 2022

It is possible to work more stress-free, since the walk to the mailbox is eliminated. In addition, you have all the documents in one place.

Pros

We used Caya because we often work remotely. The service is decently priced and the data processing tools are just great. From direct marking and editing of the scanned PDFs to forwarding and good archiving as well as sending the originals, everything works flawlessly. We have often recommended CAYA to our acquaintances!

Cons

Unfortunately, the direct payment function for invoices does not work for us. The connection to the bank breaks.

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

RK

Richard K.

CEO

Computer Software

### "I can easily organise my trip and have no loss in the correspondence"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

5.0

5.0

Likelihood to Recommend

9/10

November 22, 2022

I can easy manage my travels

Pros

It is easy to handle and it is web-/appbased. So I can use it everywhere.

Cons

The delivery outside of Caya is problem for me. I don't know which letter returns and which is forwarded

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

CS

Christoph S.

Makler

Insurance

### "sehr zufrieden"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

5.0

5.0

Likelihood to Recommend

10/10

August 2, 2022

durch die Digitalisierung habe ich noch mehr Freiheit bekommen

Pros

ich nutze die Software nun seit über einem Jahr und bin sehr zufrieden...

Cons

ich erkenne keine wirklichen Nachteile...

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

CM

Christian M.

Interim Managern

Professional Training & Coaching

### "Unabhängigkeit "

4.0

Overall Rating

4.0

4.0

Ease of Use

4.0

4.0

Features

4.0

4.0

Customer Service

5.0

5.0

Likelihood to Recommend

9/10

July 15, 2022

Pros

Ortsunabhängigkeit Schneller Dokumentenzugriff

Cons

Unterschiedliche Postanbieter, die nicht alle den Nachsendeservice nutzen Weitergeleitete Briefe (als Inhalt in Umschlag) werden ungeöffnet eingescannt

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

OP

Oliver P.

Kriminalist / Profiler / Coach

Research

### "Nützliche business Software"

4.0

Overall Rating

4.0

4.0

Ease of Use

4.0

4.0

Features

4.0

4.0

Customer Service

0.0

0.0

Likelihood to Recommend

8/10

June 29, 2022

CAYA ist alles in allem eine solides und kundenorientiertes Anwendungsprogramm

Pros

Es ist eine übersichtlich eingerichtete und schnell zu verstehende Navigation möglich

Cons

Die Bedienbarkeit auf dem Mobiltelefon ist etwas schwierig

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

JR

Johanna R.

Gesundheitsexperten

Management Consulting

### "Gute Software auf dem Weg zu einem digitalen Unternehmen"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

5.0

5.0

Likelihood to Recommend

10/10

June 21, 2022

Der Gesamteindruck ist sehr gut. Die Post wird direkt ins E-Mail-Postfach gescannt. Dadurch wird ein essentieller Arbeitsschritt im Unternehmensalltag eingespart.

Pros

Die Einrichtung zu Beginn hat sehr gut geklappt. Das neue Feature der E-Mail-Weiterleitung unterstützt uns sehr bei der Bearbeitung der Post, da so der Schriftverkehr in ein Postfach geleitet wird.

Cons

Die Abos für die Nachsendeaufträge funktionieren nur für die Deutsche Post. Für andere Anbieter, wie beispielsweise die Citipost muss zusätzlich ein Nachsendeauftrag eingerichtet werden.

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

NN

Nora N.

Head of People

Logistics and Supply Chain

### "Super Erleichterung in meinem Alltag"

5.0

Overall Rating

5.0

5.0

Ease of Use

5.0

5.0

Features

5.0

5.0

Customer Service

5.0

5.0

Likelihood to Recommend

10/10

June 20, 2022

Pros

\- Benutzerfreundlichkeit - Einfachheit in der Anwendung - Service

Cons

\- man sieht leider nicht, wann man eine Sendung mit einem anderen User geteilt hat - Zeitverzögerung

Review source

Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication.

[View all Reviews](https://www.capterra.com/p/238544/Caya/reviews/)

## Top-rated software of 2026

### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.