hi ai
A browser-based email client that drafts customer service replies with your choice of ChatGPT, Claude, Gemini or DeepSeek, pulling order and product data from a connected spreadsheet. You always review and send the message yourself.
What is hi ai?
hi ai is a web-based email client built around one job: writing customer service replies. It is not a helpdesk. You connect Gmail, Outlook or any SMTP/IMAP mailbox, your recent messages load into the dashboard with their full conversation threads and attachments, you open one, and the AI drafts an answer. You edit it, add your own touch, and send — the message leaves through your real email account and appears in your own sent folder, exactly like any other reply.
What makes the drafts specific rather than generic is the data you plug in. A Google Sheet or an Excel Online file can be connected as a live database of customers, orders, tracking numbers, stock levels and prices; since version 1.8 the tool detects the structure of those sheets on its own. When a customer asks where their parcel is or whether a product is back in stock, the reply is written from the actual row rather than from guesswork, and the 17Track integration can add the current shipping status.
You also choose the engine. Four models are offered — ChatGPT, Claude, Gemini and DeepSeek — and you can move between them message by message, using a cheap one for routine questions and a stronger one for a difficult complaint. A per-account system prompt fixes the tone and the house rules, and power users can fine-tune their own ChatGPT model, which the site calls a Custom GPT.
The deliberate omissions matter as much as the features. There is no ticketing system, no live chat widget, no knowledge base builder, no team collaboration and no SLA tracking — and no automatic sending at all. Every draft passes through a human before it goes out, which the vendor presents as a safety principle rather than a missing feature.
Five extra tools are free and need no account: an email writer, a subject line generator, an email improver, a voice-to-email dictation tool and a customer support reply generator. Everything runs in the browser, on desktop and mobile alike, in ten languages, with nothing to install. The service is published by HI AI LIMITED and has shipped ten versions since its launch on 1 September 2025.
What it does
- Draft a complete customer service reply from the message you have just opened
- Switch between ChatGPT, Claude, Gemini and DeepSeek for each individual reply
- Look up the customer's order, tracking number, stock level or price in a connected spreadsheet
- Report real-time shipping status through the 17Track integration
- Compose a brand-new email, subject line included, from a few notes
- Rewrite and tighten a draft you have already written
- Dictate an email out loud and get a formatted message back
When to use hi ai / When not to
A quick filter to help you decide if hi ai is the right fit.
When to use hi ai
- Online shop owners who answer order, shipping and returns emails themselves
- Solo founders and one-person businesses without a dedicated support desk
- Small teams of two to five people sharing a handful of customer inboxes
- Retailers who already track orders, stock and tracking numbers in Google Sheets or Excel
- Businesses replying to customers in several of the ten supported languages
When not to use hi ai
- Support teams that need ticketing, SLAs, queues or agent performance reporting
- Companies whose customers reach them by live chat, phone, WhatsApp or social media
- Organisations wanting fully automated replies sent without a human reading them first
- Developers looking for an API to embed reply generation in their own product
- Regulated buyers who require a signed DPA, a named EU representative or an audited SOC 2 report
How to use hi ai
A typical end-to-end flow, from setup to results.
- Create an account with an email address, or sign in with Google, Facebook or X
- Connect your mailbox: Gmail and Outlook through OAuth, or any other provider over SMTP/IMAP
- Answer the short onboarding questions so the AI understands your business, or skip them
- Write your AI system prompt: tone, style, and the rules the AI must never break
- Connect a Google Sheet or Excel Online file with your customers, orders and products
- Set up the email signature that will be appended to your replies
- Open a message in the dashboard and read the full thread
- Add a short note giving the AI any context it cannot see
- Pick a model and generate the reply
- Read it, correct it, add your personal touch, then send it
Pros & Cons
Pros
- Flat monthly price with no per-agent billing, however many replies you send
- Permanent free plan of three replies a day, with no card required
- Set-up takes minutes in the browser, with nothing to install and no consultant needed
- Four models to choose from, so cost and quality can be matched to each message
- Replies are written from your real order and product data rather than from guesswork
- Nothing is sent automatically, and emails are never stored permanently on the vendor's servers
- Documented encryption, 24-hour account deletion, and a 30-day money-back guarantee
Cons
- Email only: no live chat, no phone, no social channels and no ticketing
- No public API and no native iOS or Android app
- The free plan is very tight at three replies a day on a single mailbox
- The legal picture is scattered: a Hong Kong address, UK governing law and UK processing, and a US country code in the homepage structured data
- No Data Processing Agreement, no Article 27 EU representative and no formal subprocessor register
- SOC 2 compliance and independent audits are claimed as badges, with no auditor, type, date or report
- The advertised price is a first-month promotion; the standing monthly rate is two and a half times higher
Pricing & Plans
A permanent free plan is available at no cost, limited to three AI replies a day on a single email account. The cheapest paid entry point is the Business plan at 25.00 USD per month, currently advertised at 10 USD for the first month under an Early Access promotion. An annual Enterprise plan is offered at 240 USD per year, equivalent to 20 USD per month. There are no set-up fees, subscriptions can be cancelled at any time, and a 30-day money-back guarantee applies.
- 3 emails per day
- 1 email account
- Google Sheets integration
- ChatGPT fine-tuning
- Tracking API integration
- unlimited emails
- up to 5 email accounts
- connected sheets
- Tracking API
- ChatGPT model training and fine-tuning
- unlimited emails
- up to 50 email accounts
- connected sheets
- Tracking API
- ChatGPT model training and fine-tuning
Data, GDPR & hosting
A consolidated view of how hi ai handles your data.
GDPR overview
The site displays a GDPR Ready badge and the help centre repeats it as "European data protection compliance for handling personal information". Concrete mentions do exist: the privacy policy, effective 1 September 2025, lists rights of access, rectification, erasure, restriction and portability, and the help centre adds the right to object and routes all requests to privacy@hiaireply.com. International transfers are addressed, with processing stated to take place in the United Kingdom. Beyond that the file is thin: no data protection officer is named, no Article 27 EU representative is designated, no Data Processing Agreement is offered anywhere on the site, no legal basis for processing is spelled out, and no standard contractual clauses are mentioned.
Who owns the data?
The terms state that you keep ownership of everything you put into the service, and that hi ai receives only a limited, non-exclusive licence to use that content for the sole purpose of delivering its AI assistance. The platform itself and its features remain the property of HI AI LIMITED. The privacy policy says personal information is never sold, traded or transferred, and that sharing is limited to service providers, legal obligations, defence of the company's rights, and cases where you consent. The named third parties are OpenAI, Google AI and DeepSeek for reply generation, Stripe for payments, an unnamed cloud host, and your own email provider.
Reuse rights
Generated replies are yours to send, edit and reuse: they leave through your own mailbox and land in your own sent folder, and the vendor states they are neither logged nor kept once displayed. No clause in the terms restricts commercial use of the text you produce. What the terms do forbid is the surrounding behaviour: no spam, no fraudulent or misleading content, no reverse engineering, and no using the service to build a competing product. Training data you create for your own fine-tuned model can be downloaded and reviewed at any time, and access to a connected Google Sheet can be revoked from your Google account without asking anyone.
Data retention & training
Hosting summary
The privacy policy is the only source on hosting: it states that information is transferred to and processed in the United Kingdom, "and possibly other jurisdictions", and that data may be held on computers outside your own country. The help centre adds only that the service runs on "enterprise-grade cloud infrastructure", without naming a provider, a region or a data centre. The site sits behind Cloudflare, so the resolved IP address says nothing about where anything is actually stored. Encryption is documented: AES-256 at rest, TLS 1.3 in transit, encrypted OAuth tokens and encrypted sheet content. One point limits the exposure: your emails are not hosted here at all. They stay with Gmail, Outlook or your own IMAP server and are fetched on demand while you are signed in. What the vendor holds is account data, encrypted tokens and temporarily cached spreadsheet content. The jurisdictional picture is inconsistent. The publisher, HI AI LIMITED, gives a Hong Kong postal address, the terms place governing law and arbitration in the United Kingdom, and the homepage structured data declares a US country. Only the UK statement concerns processing.
Things to keep in mind
Risks and trade-offs to weigh before adopting hi ai.
- Generic-sounding replies: the vendor admits AI can sound robotic and makes quality depend on the system prompt you write
- A confidently wrong answer sent under your company signature if you stop reading drafts carefully
- Customer names, addresses, orders and emails are passed to third-party models — OpenAI, Google AI and DeepSeek — whose jurisdictions the site does not discuss
- A stale spreadsheet row produces a precise-sounding but false answer about stock or shipping
- Gradual loss of your own voice with customers if every reply starts as machine output
- No DPA and no EU representative, which leaves a European data controller without a contractual framework to rely on
- Stored OAuth tokens grant access to your mailbox, so account security becomes mailbox security
Setup & Integrations
Technical difficulty
Low. Nothing is installed and no development work is involved: you sign up, connect Gmail or Outlook through OAuth, and start. Other providers need SMTP/IMAP details typed in manually, which is the only fiddly step. Connecting a spreadsheet is a matter of authorising the file, and its structure is detected automatically. The real effort is editorial rather than technical: writing a good system prompt, which the vendor calls the single most important step and expects to take about ten minutes of trial and error.
Deployment
Integrations
Supported languages
Behind hi ai
Social
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement hi ai.
Frequently asked questions
Who is hi ai built for?
Which mailboxes and AI models does it work with?
Does the AI send emails on its own?
Is there a free plan, and what does the paid version cost?
Are my emails stored on hi ai's servers?
Is my data used to train AI models?
Which languages are supported?
Is there a mobile app?
What happens if I delete my account?
How do I get support or a refund?
Should you pick hi ai?
hi ai does one thing and refuses to do the rest. It is an email client that writes customer service replies, and it deliberately leaves out ticketing, live chat, knowledge bases, SLA tracking and, most notably, automatic sending. For an online shop owner or a solo founder who answers order and shipping questions personally, that narrowness is the appeal: a flat monthly price instead of per-agent billing, ten minutes of set-up instead of weeks, and replies written from the real rows of a connected spreadsheet rather than from generic phrasing. The choice of four models, the per-account system prompt and the optional fine-tuning give more control over tone than most assistants of this size offer.
The reservations sit on the governance side rather than the product side. Security is documented in unusual detail — bcrypt hashing, AES-256 at rest, TLS 1.3 in transit, two-factor authentication, deletion within 24 hours — but SOC 2 compliance and independent auditing are asserted as badges, with no auditor, no report and no type. There is no Data Processing Agreement, no Article 27 EU representative and no formal subprocessor register, only a help centre paragraph naming OpenAI, Google AI, DeepSeek and Stripe. The company's own identity is scattered across three jurisdictions: a Hong Kong postal address, UK governing law and UK processing, and US country data in the homepage markup. No founder or team member is named anywhere.
The service is also young — domain registered in November 2024, first release in September 2025 — though it has shipped ten versions since. For a small retailer buying a 25 USD monthly tool, the trade is reasonable. For anyone with a compliance checklist, several boxes will stay empty.
- Choosing a selection results in a full page refresh.
- Opens in a new window.