Audit Your AI Tools and Subscriptions
List the AI tools you are paying for, who uses them, and what for. Get a clear verdict on each one (keep, cut, consolidate, replace) plus the higher-value work you should be automating instead.
The prompt
--- SCOPE --- SITUATION: I am a [DESCRIBE YOUR ROLE — e.g. business owner, office manager, operations lead] running a small or medium UK business with [NUMBER] staff in the [INDUSTRY] sector. We have signed up for several AI tools and subscriptions over the past 12-18 months, and I am no longer sure which are earning their keep. CHALLENGE: I want an honest review of every AI tool we are paying for, what it is actually being used for, and whether the spend is justified. I also want to know what important work we are NOT automating, because the answer is rarely "buy another tool" — it is usually "use what we have properly, or replace it with something better suited." Here is the inventory. For each AI tool you pay for, fill in the placeholders below. Copy the block as many times as you need. - Tool name: [TOOL NAME — e.g. ChatGPT Plus, Microsoft Copilot, Claude Pro, Gemini Advanced] - Monthly cost: [MONTHLY COST IN £] - Number of seats / users: [NUMBER OF SEATS] - Who uses it: [ROLES, NOT NAMES — e.g. business owner, marketing lead, operations] - What it is used for: [SPECIFIC TASKS — e.g. drafting client emails, summarising meeting notes, writing social posts] - How often it is used: [DAILY / WEEKLY / MONTHLY / RARELY] - Configuration: [YES OR NO — custom instructions set, custom GPTs or agents built, connected to your data] Also tell me: - Top time-eating repetitive tasks: [LIST 3-5 REPETITIVE TASKS THAT EAT THE MOST TIME EACH WEEK] - Manual copy-paste work: [ANY TASKS WHERE SOMEONE IS COPYING DATA FROM ONE SYSTEM TO ANOTHER BY HAND] - Tools requested but not bought: [ANY TOOLS YOUR TEAM HAS ASKED FOR BUT YOU HAVE NOT BOUGHT] EVALUATE: Go through the inventory and give me: 1. TOOL-BY-TOOL VERDICT — For each tool listed, give a one-line verdict: KEEP, CUT, CONSOLIDATE, or REPLACE. Explain in one short paragraph why. Be direct. If a tool is being used as a glorified spell-checker, say so. 2. DUPLICATE CAPABILITY — Flag any cases where two or more tools are doing the same job. ChatGPT and Copilot both writing emails is duplicate. ChatGPT for drafting and Copilot for inside-Microsoft work is not. Be precise about the distinction. 3. CONFIGURATION GAP — For any tool the team is using "out of the box" with no custom instructions, no custom GPT or agent, and no connection to the business's own data, flag it. Vanilla AI is wasted AI. Tell me specifically what to set up to get more value from each tool we keep. 4. THE BIGGER MISS — Look at the repetitive tasks and the manual copy-paste work I described. Identify the 3-5 highest-impact things in this business that should be automated, ranked by hours saved per month. Be honest about which need AI and which are better solved by a non-AI workflow (data moving between systems, scheduled reports, form-to-database, etc.). For each one, give a one-line description of what the workflow would do. 5. ONE-PAGE ACTION PLAN — Pull it all together into a single page I can act on this week, structured as: - Cancel: which tools to cancel - Keep and configure properly: which tools to keep, and the specific configuration to do for each - Replace: which tools to swap out, and the alternative to use instead - Build or commission: workflows worth investing in - Estimated monthly cost saved and estimated hours per week reclaimed if all actions are completed Keep the whole response practical and direct. I do not need a tutorial on what AI is. I need a verdict and a list of next steps. If you do not have enough information to judge a tool, ask me one focused question rather than guessing.