How to get your business listed on Capterra

The problem: your buyer asks an assistant, not a search box

A buyer types "best field service software for small teams" into ChatGPT or Perplexity. The answer comes back as a tidy list of five products with a line of reasoning for each. Your product is not in it. Nothing in your own marketing caused that. The assistant read a handful of pages that compare products, and your product was not on them.

Capterra is one of those pages. It is a software directory owned by Gartner Digital Markets, which also runs GetApp and Software Advice (Gartner Digital Markets). Its product pages are long, structured and heavily duplicated across categories, which is exactly the shape of page a retrieval system likes. If you sell software and you are not listed, you are missing from one of the sources the assistant reads.

Being listed is not a guarantee of anything. It is a condition. This guide covers how to meet it.

Why Capterra shows up in AI answers

Three properties, all of which you can check yourself by opening any Capterra product page.

• It is structured. Every product page carries the same fields in the same order: price, free version, deployment, support, training, features, screenshots, reviews. A model can pull a comparable value for twenty products without guessing.
• It is category shaped. Capterra organises products into named software categories with a list page for each one. Buying questions are category questions, so the match is direct.
• It carries first party opinion. Reviews include a pros field and a cons field. That gives an assistant something to quote when a user asks what is wrong with a product, and quotable text gets cited more often than marketing copy.

The same logic applies to other directories. If you sell services rather than software, see #. If you want the funding and company record covered, see #.

What Capterra requires

Last verified: 14 October 2026

Capterra lists software products, not agencies, not consultants and not physical goods. Before you start, you need:

1. A software product that is generally available to buy or use today, not an announced plan.
2. A live product website with a page describing the product.
3. A business email address on the product's domain. Free webmail addresses are usually rejected at sign up.
4. A category you can honestly place the product in. Capterra will ask you to pick from its own category list.
5. Screenshots or a product video. A profile with no images reads as abandoned.

Start at the vendor portal: capterra.com/vendors/sign-up. Read the current requirements there before you fill anything in, because directories change their rules more often than they announce them.

The steps

1. Search Capterra for your product name first. Directories often create stub listings from public data. If a stub exists, you claim it rather than creating a duplicate. Duplicates split your reviews.
2. Create the vendor account at capterra.com/vendors/sign-up using your company domain email.
3. Add or claim the product. Claiming usually means proving control of the domain or the email address on it.
4. Pick one primary category and up to a small number of secondary ones. Pick the category your buyer would name out loud, not the broadest one available.
5. Fill every field. Blank fields are the most common reason a listing never gets quoted. See the table below.
6. Upload five or more screenshots showing real product screens, plus a short video if you have one.
7. Submit for review. A human at Gartner Digital Markets checks the profile.
8. Collect reviews. Send your review invitation link to customers who already use the product. Capterra verifies reviewers and rejects reviews it cannot verify.
9. Re-read the listing every quarter. Price changes and feature changes do not update themselves.

How long it takes

Three separate clocks, and people confuse them:

The honest summary: the listing is a one afternoon job. The reviews are the slow part, and the reviews are the part that gets quoted.

What to put in the listing so it gets quoted

An assistant quotes a sentence when that sentence answers a question on its own, with no surrounding context needed. Write for that.

• Description. Open with what the product does and who it is for, in one sentence, in plain words. "Scheduling and invoicing for plumbing and electrical firms with two to fifty engineers" is quotable. "Next generation operations platform" is not.
• Starting price. Put a real number with the unit and the billing period. "From 29 USD per user per month, billed annually, excluding tax." A missing price is a reason to drop you from a comparison.
• Free trial and free version. Answer yes or no. These are the two fields most often read straight into a comparison table.
• Deployment and devices. Cloud, on premise, iOS, Android. Buyers filter on these.
• Support options and training. Email, phone, chat, documentation, live onboarding. Short, factual.
• Features. Tick only what ships today. Roadmap items do not belong here, and a false tick becomes a one star review later.
• Integrations. Name the systems. "Xero, QuickBooks Online, Stripe" beats "integrates with your stack."

A worked example you can copy

Take a hypothetical product, Ledgerline, a bookkeeping tool for small accountancy practices. Not a real customer, just a model you can follow.

Weak description: "Ledgerline is a modern, powerful platform that transforms the way accounting teams work." Nothing in that sentence can be checked, compared or quoted.

Rewritten for the listing:

Ledgerline is bookkeeping and client reporting software for accountancy practices with 3 to 40 staff. It imports bank feeds, reconciles transactions and produces monthly client packs. Starting price 39 USD per user per month, billed annually, excluding tax. 14 day free trial. No free version. Cloud only, with iOS and Android apps. Integrations: Xero, QuickBooks Online, Stripe, Companies House. Support: email and live chat, 09:00 to 18:00 UK time.

Every clause is a field an assistant can lift. Then ask ten existing clients for a review, and ask them to fill the cons field honestly. A page of five star reviews with empty cons fields reads as manufactured and gets quoted less than a page with balanced detail.

Free listing versus paid placement

The basic listing is free. Capterra and the other Gartner Digital Markets sites also sell pay per click placement, where vendors bid to appear higher in category lists. Bids are set per vendor, so there is no single published rate to quote here. Check the current commercial terms on the vendor portal and with Gartner Digital Markets directly.

For AI visibility, the free listing is the part that matters most. Assistants read the page content and the reviews. Paid placement changes where you sit in Capterra's own ranked list, which is a different problem.

Where AI Knows Us fits

Getting listed is step one. Knowing whether it changed anything is step two, and most teams never close that loop.

AI Knows Us measures across ChatGPT, Gemini, Perplexity, Claude and Google AI Overviews. Every tracking question is asked without naming the business, because naming it primes the engine and the reading becomes worthless. Every rate is shown with a 95 percent range, and two numbers whose ranges overlap are reported as not having moved, which matters when you want to know if a new Capterra listing actually shifted anything. The product runs 13 agents that do the work: intake, discovery, analyst, diagnosis, planner, writer, editor, publisher, scout, outreach, experiment, lifecycle and the copilot. It is made by Clyra Labs in India. Paid plans are not open yet. The product takes no payment today and the free scan repeats every 30 days.

Who should not use AI Knows Us for this

• If you only want someone to type your profile into Capterra once and never look again, a virtual assistant is cheaper.
• If your buyers do not use AI assistants at all, measurement of AI answers will tell you very little.
• If you need a can promise it.

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