# AI toolkit audit — example memo
**Status:** EXAMPLE ONLY — not a client case. Fictional company, tools, and numbers for format demonstration.  
**Offer this models:** $99 AI toolkit audit (async keep / cut / replace memo)  
**Brand:** aiproduct.reviews · Pricing lens dated September 2026 (public list prices; always re-check vendor pages)

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## Intake (fictional)

| Field | Example input |
|--------|----------------|
| Company | Northline Ops LLC (fictional) |
| Owner | Ops lead + part-time finance |
| Team size | 8 people · ~12 AI-related seats |
| Approx AI spend | ~$410 / month |
| Pain | Overlapping writing tools; meeting notes lost; wasting human hours on manual app-to-app busywork (copy-paste between tools) |
| Constraints | No annual lock-in this quarter; must keep Notion as wiki |
| Must-keeps | Notion (wiki), company Gmail |

**Tools listed by buyer (fictional):** Notion AI, Copy.ai, ChatGPT Team, Fireflies, Zapier, Make, AdCreative.ai, Semrush, Systeme.io (trial)

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## Executive summary

**Cut ~$78–$128/mo of clear overlap**, **keep four seats that have a written payback thesis**, **replace Zapier→Make** for the three named workflows, and **wait on Semrush** until there is a content owner shipping weekly.

Net: fewer tools, clearer owners, same jobs done.

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## Decisions

### KEEP — Fireflies (~$18/seat/mo public Pro list, Sep 2026)
**Payback:** Two recurring meetings (Mon pipeline, Thu ops) currently lose action items. One recovered decision or avoided rework hour per week clears the seat.  
**Owner:** Ops lead.  
**Skip later if:** Meetings drop below 2/week with decisions, or notes habit moves fully into Notion without loss.

### KEEP — Notion AI (bundled with Business-class Notion; confirm on notion.com/pricing)
**Payback:** Wiki already lives in Notion; AI is incremental on an owned system of record. Replacing Notion would cost more than the AI add-on.  
**Constraint honored:** Must-keep wiki.  
**Skip later if:** Team stops writing docs in Notion (>30 days of empty AI usage).

### KEEP — Systeme.io (free or Startup ~$17/mo public list)
**Payback:** Replaces separate email + funnel + course host if/when you sell a digital offer. On free tier while list is small — keep the account, don’t pay up until there is a paid funnel.  
**Skip if:** You standardize on Kit/ConvertKit + a site and never sell digital products.

### KEEP (cheap complement) — ChatGPT Team *or* Claude seats (pick one writing LLM)
**Payback:** Internal drafts and analysis. One general LLM is enough.  
**Action:** Keep **one** primary LLM workspace; do not renew a second “AI writer” SaaS for the same job.

### CUT — Copy.ai (~$29/mo Chat-class public list)
**Why:** Overlaps ChatGPT/Claude for drafts. No unique GTM workflow or distribution channel named in intake.  
**Save:** ~$29/mo.  
**Revisit if:** You run weekly outbound sequences with a documented Copy.ai workflow and measurable reply rate.

### CUT — AdCreative.ai (~$39/mo Starter-class public list)
**Why:** Intake shows no paid ads budget this quarter. Creative AI without ad spend is shelfware.  
**Save:** ~$39/mo.  
**Revisit if:** You start paid social with ≥$1k/mo spend and need variation volume.

### REPLACE — Zapier → Make (Core often ~$10–11/mo credit-based; verify make.com/pricing)
**Why:** Three named glue jobs (CRM stage sync, invoice ping, onboarding checklist) are credit-friendly scenarios. Make’s public free/Core pricing is usually cheaper than stacked Zapier tasks at this volume — confirm credit math on your runs.  
**Owner required:** Name one person for failed scenarios (unowned automations = silent risk).  
**Skip Make if:** Native HubSpot/Notion integrations already cover all three end to end after you check.

### WAIT — Semrush (~$140/mo SEO toolkit class; verify semrush.com/pricing)
**Why:** No content owner shipping weekly. Annual-ish lock-in risk before the channel is real.  
**Revisit after:** First 10 published pages with a named owner. Until then, Sheets + manual Search Console is enough.

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## Overlap map (same job → one winner)

| Job | Tools fighting | Winner |
|-----|----------------|--------|
| Draft / rewrite | Copy.ai vs ChatGPT/Claude | One LLM only → **CUT Copy.ai** |
| Meeting decisions | Fireflies vs “someone types notes” | **KEEP Fireflies** |
| Cross-app glue | Zapier vs Make | **REPLACE → Make** (owner required) |
| SEO research | Semrush vs nothing | **WAIT** |
| Ad creatives | AdCreative.ai vs Canva | **CUT** until ads spend exists |
| Wiki + light AI | Notion AI | **KEEP** |

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## 30-day action list

1. Cancel Copy.ai and AdCreative.ai at period end (confirm no annual).  
2. Pick one LLM workspace; document it in Notion.  
3. Port three Zapier zaps → Make scenarios; assign owner.  
4. Leave Semrush off the card until 10 posts ship.  
5. Optional: buy/fill the AI toolkit spreadsheet and paste updated rows into next quarter’s review.

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## Scope reminder (what this sample represents)

**In:** tools you list, public pricing, payback logic.  
**Out:** SSO forensics, procurement packets, workshops, implementation.

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*End of SAMPLE memo. Real audits are written from the buyer’s intake only. aiproduct.reviews*