Guide
Three specialised AI tools instead of ten subscriptions
For this guide and its prompts we recommend:
- Typeform asks your team the same three questions about repeat tasks. Free plan · 14-day free trial (source)
- Granola keeps call notes for you, a good first test of a tool built for one job. Free plan (source)
Offers checked 21 Oct 2026 More tools below ↓
You can now choose three tools instead of ten.
A list of your repeat tasks with minutes per week, one specialised tool tested on each real task, a cost-per-result table and a one-page decision: what to keep, what to cancel.
What you need
- A rough note of your working week
- Your current tool subscriptions and what each costs you
- Any AI chat assistant
- A spreadsheet, for the cost-per-result table
Recommended AI tools
TypeformYou see where the time really goesFree plan GranolaA tool built for the job beats a general oneFree plan FotorA tool built for the job beats a general oneFree plan GammaThe team uses the same few toolsFree plan
Steps
List the tasks you repeat every week
Before you look at any tool, write down the work itself: the task, how many minutes it takes and how often it comes back. Ask your team the same three questions in a short form, so the list is not only your guess.
WeakWe need more AI tools.
BetterCall notes take 40 minutes a week, product photo clean-up 90 minutes, a weekly short video two hours.
Test one specialised tool per task on real work
Pick the three tasks that take the most time. For each, write what a good result looks like, then run one real piece of work through a tool built for exactly that job: call notes in a meeting notes tool, photo clean-up in a photo tool, a short video in a video tool. A tool made for one job usually needs less fixing than a general one that does everything a little.
Compare cost per finished result
Price per month says little. Divide what each tool costs by the finished results it gave you, and add the minutes it saved or cost you in fixing. A spreadsheet with an AI formula helper, or any chat assistant that builds the table from your numbers, is enough here.
Write the stack decision on one page
Turn the table into one page the team can follow: keep, cancel, try later, each with the reason. Fewer tools that the whole team knows well is the point: everyone learns faster and the results look the same.
WeakLet's keep everything for now, just in case.
BetterKeep the notes tool and the photo tool. Cancel the two general writing apps. Try the video tool again in March on one real video.
The full instruction
Copy it into any AI chat assistant and change only the first line.
Change only this line: BUSINESS = [an online bakery selling custom cakes] You help me, the owner of my BUSINESS, choose a few specialised AI tools instead of many overlapping subscriptions. Below I paste my repeat tasks (task, minutes per week, how often), the tools I pay for now with what each costs me per month, and what a good result looks like for my three biggest tasks. Ask me for my team size before you start. Do four things: 1. Rank my tasks by minutes per week and mark the three that are worth testing a specialised tool on. 2. For each of the three, describe the kind of tool built for that job and one real test I can run this week. 3. Build a table: tool, monthly cost, finished results per month, minutes saved, minutes spent fixing, cost per finished result. Use only my numbers; leave a cell empty if I did not give it. 4. Draft a one-page decision: keep, cancel, try later, each with one reason. Do not promise savings or income. Start with the ranked task list. Paste your material below this line:
What you end up with
A short, tested stack: a few specialised tools, each doing one job well, a table that shows what each finished result really costs, and a one-page decision your team can follow. You stop paying for tools that only start work, and spend less time fixing what a general tool got almost right.
Common mistakes
- Choosing tools from feature lists instead of testing them on your own real work.
- Comparing monthly prices instead of the cost per finished result.
- Keeping every subscription just in case, so nobody learns any tool well.
Processes that need more than one tool
Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.
List the tasks you repeat every week
Tools, in order: any AI chat assistant → Typeform
- Write your own week as tasks, minutes and how often.
- Send your team a three-question form in Typeform with the same questions.
- Merge both lists and sort by minutes per week.
Recommended for this step: Typeform
Learning: you see where the time really goes
The prompt for this process
I want a clear list of the tasks my team repeats every week, before I choose any AI tools. I will send the questions as a short Typeform form. My own week, roughly: [paste] Team size and roles: [paste] Do two things: 1. Write 3 form questions that ask each person: which tasks they repeat every week, how many minutes each takes, and which one they would most like to finish faster. Keep each question under 20 words. 2. Write a short intro line for the form that says why I ask and that answers are only used to choose tools. Start with question 1.
Test one specialised tool per task on real work
Tools, in order: Granola → Fotor → Fliki
- Write what a good result looks like for each of the three biggest tasks.
- Run one real piece of work in a tool built for that job: call notes in Granola, photo clean-up in Fotor, a short video in Fliki.
- Time each test, including the minutes you spent fixing the result.
Recommended for this step: Granola + Fotor + Fliki
Time: a tool built for the job beats a general one
The prompt for this process
I will test one specialised AI tool on each of my three biggest repeat tasks, using real work: call notes in Granola, photo light and background clean-up in Fotor, a short video in Fliki. Task 1 and what a good result looks like: [paste] Task 2 and what a good result looks like: [paste] Task 3 and what a good result looks like: [paste] For each task, write: 1. One real test I can run this week, with what to prepare. 2. A checklist of 4 points to judge the result against my definition of good. 3. A simple log line to fill in: minutes used, minutes spent fixing, result usable yes or no. Start with task 1.
Compare cost per finished result
Tools, in order: any AI chat assistant → a spreadsheet
- Put each tool, its monthly cost and the finished results it gave into a spreadsheet.
- Ask a chat assistant to write the formulas for cost per finished result and minutes saved.
- Sort the table by cost per finished result.
Recommended approach for this step: any AI chat assistant → a spreadsheet
Money: you pay only for tools that finish work
The prompt for this process
Help me build a simple spreadsheet table that compares my AI tools by cost per finished result. I will paste your formulas into my spreadsheet. My data per tool: name, monthly cost, finished results per month, minutes saved per result, minutes spent fixing per result: [paste] My time value per hour, if I want it counted: [number or "leave out"] Do three things: 1. Give the column layout, one column per item above plus: cost per finished result, net minutes saved per month. 2. Write the formulas in plain spreadsheet syntax, with the cell references for row 2. 3. Explain in 3 sentences how to read the table and which number matters most. Use only my numbers. Start with the column layout.
Write the stack decision on one page
Tools, in order: any AI chat assistant → Gamma
- Paste the finished table into a chat assistant and ask for keep, cancel and try later.
- Lay the decision out as one page in Gamma.
- Share it with the team and set a date to review it.
Recommended for this step: Gamma
Quality: the team uses the same few tools
The prompt for this process
Turn my tool comparison into a one-page decision that I will lay out in Gamma and share with my team. My table (tool, cost per finished result, minutes saved, notes): [paste] Tasks each tool covers: [paste] Write the page in four parts: keep (with one reason each), cancel (with one reason each), try later (with what to test and when), and who uses which tool for which task. At most 200 words, plain language, no promises of savings beyond my own numbers. Start with the keep list.
For this result we recommend these tools
This guide describes a result. These tools are one way to get there faster. Whether one pays for itself depends on your work, and we promise no result.
Typeform
An online form and survey builder with AI form creation.
From €25 per month (Basic, billed yearly; 100 responses a month) (source, checked 2026-10-16)
Typeform builds conversational online forms and surveys that show one question at a time. In this guide it is used in “List the tasks you repeat every week”. It is used for quizzes, feedback and lead forms, and its logic skips questions that do not apply, so more people finish.
Free plan · 14-day free trial (source, checked 21 Oct 2026)
Granola
An AI notepad that turns your meetings into clean notes without a meeting bot.
From $14 per user per month (Business) (source, checked 2026-10-16)
Granola is an AI notepad for meetings that writes up your notes from the call audio, without a bot joining the call. In this guide it is used in “Test one specialised tool per task on real work”. It is used for client calls, interviews and team meetings, and it merges your own rough notes and the transcript into one clean summary.
Free plan (source, checked 21 Oct 2026)
Fotor
AI photo clean-up: background removal, light and sharpness.
From €2.83 per month (Pro, €33.99 billed yearly) (source, checked 2026-10-16)
Fotor is a browser photo editor with AI tools for background removal, light and sharpness. In this guide it is used in “Test one specialised tool per task on real work”. Shops and creators use it to make product and post photos look clean without a studio, and one click fixes light and background while the product stays as it is.
Free plan (source, checked 21 Oct 2026)
From Ema’s story: Ema designs invitations that spell correctly
ToolGamma
AI tool for creating presentations, documents and simple websites from prompts.
From $9 per seat per month, $108 per seat billed annually (Plus) (source, checked 2026-10-07)
Gamma is an AI tool that builds slide decks, one-page documents and simple web pages from an outline. In this guide it is used in “Write the stack decision on one page”. People use it for proposals, lesson slides and reports, and it stands out because the result is shared as a link that reads well on a phone.
Free plan (source, checked 21 Oct 2026)
We recommend a specialised tool for each process rather than one tool that does everything. Tools that try to do everything rarely do any one job really well, because no single function gets perfected. It is the same in life, in business and in relationships: spread your attention over ten places and nothing gets done properly.
Forward, without brakes
Now that the Kailiniai Heroes exist, you can have your own. Create one hero or several, and use them for goals that used to need a whole team or a big budget.
