Free calculator · for ops and finance · client-side
Map overlapping AI subscriptions by job
You are not hunting “best tools.” You are walking into a renewal with a list. Give each subscription one job, pick the winner when two share a job, and mark unused seats as shelfware. The math stays in your browser.
Who this is for: ops leads and finance/founders on a team of ~5–50 who can name the stack from memory or last month’s card. Not for: enterprise procurement, SSO reviews, or anyone who wants a ranked directory.
Renewal snapshot
- Monthly stack
- $0
- Annual (×12)
- $0
- Overlap waste
- $0
- Unused / shelfware
- $0
- Deferred
- $0
- Potential savings
- $0
overlap = duplicated in-use jobs; unused seats with spend are potential savings. Deferred spend is not included.
Add tools or load the example
About $0/yr in seats you may not need. The $9 spreadsheet puts every AI subscription on one page with cost, usage, and payback, so you can decide what to drop before renewal.
Pick the winner on each overlapping job
Default: required subscriptions first, otherwise the highest in-use spend. Change it if the cheaper tool owns the real workflow.
| Tool | Job | Status | Monthly | Decision | Why |
|---|---|---|---|---|---|
| Nothing to show yet. | |||||
How an ops lead should use this
Vendors sell categories. You buy jobs. If two tools both “draft / rewrite,” one of them is usually a second writer you do not need. If a tool has a unique job but nobody used it this quarter, that is shelfware — 100% of that invoice, not a partial overlap.
Three buckets, on purpose:
- IN USE — a distinct job is active, or this is the tool you named for an overlap.
- UNUSED — no current job, or an overlap has another tool doing the same work. Check renewal terms.
- DEFERRED — paused on purpose (no content owner yet, no ads this quarter). It remains on the card.
The old “always choose the cheaper one” rule is wrong for finance. Sometimes the more expensive tool owns the real workflow. That is why you name the job and owner.
Use this only when you can name jobs from memory — otherwise start from last month’s card instead of guessing. Not a ranking. Not financial advice. Numbers come from your inputs; we do not store them.
The EXAMPLE button loads a fictional 8-person shop (Northline Ops) so you can see a finished list: two writers, Zapier + Make on glue, unused ads, parked SEO. It is labeled example-only, not a client case.
After the math: read overlap stories on Overlapping AI subscriptions (Otter vs Fireflies, Fathom Free vs paid, Frase vs Surfer), then open the matching pages in the reviews hub.
Save the grid after the meeting: the $9 AI toolkit spreadsheet adds seats, hours, payback months, owner, and cancel-by. Written memo: $19 AI toolkit audit. Longer write-up: Overlapping AI subscriptions.
Checkout is live via Stripe. After you pay, we email delivery (spreadsheet) or intake next steps (audit). Questions: hello@aiproduct.reviews.