These are the AI tools, automations, and systems we use daily to streamline operations and save hours every week. Each one is featured in our tactical newsletter, where we break down how to use these tools in real-world workflows — from client onboarding to automated lead follow-up. If it’s listed here, it’s part of an actual business system we rely on. No hype. No filler. Just tools that work for solo operators, agency leads, and lean teams.

ChatGPT

The foundation of our AI stack. We use ChatGPT to write SOPs, automate replies, and generate structured data that flows into Notion, Google Docs, and Zapier.
Custom GPTs let us train it to behave like an ops assistant—not a copywriter.
→ chatgpt.com

Perplexity AI

When we need fast, accurate answers or a quick research brief, we use Perplexity.
It combines search and synthesis better than anything else, and gives cited answers that outperform most Google results.
→ perplexity.ai

Grok by xAI

A newer AI model we’re testing for reasoning and exploratory logic.
It’s best used alongside ChatGPT to approach a problem from a different angle.
→ x.ai

Claude

Claude is a high-context AI model we use for long-form strategy, deep thinking, and refining workflows.
It’s especially good at staying on-topic across large documents, which makes it ideal for SOPs and operational planning.
→ claude.ai

Zapier

Zapier moves data between apps like Notion, Gmail, Airtable, and Slack—without code.
Most of our workflows rely on it to trigger actions after GPT responses, form submissions, or CRM updates.
→ zapier.com

Make (formerly Integromat)

Make handles more complex automations than Zapier. It’s ideal for visual logic, multi-step flows, and bulk data processing.
We use it when workflows outgrow simple zaps.
→ make.com

Airtable

Airtable is our lightweight CRM, lead tracker, and SOP database.
It’s easier to automate than spreadsheets and more flexible than most SaaS CRMs.
→ airtable.com

Notion

Every workflow, SOP, dashboard, and content system lives here.
We use Notion as a tactical command center to organize everything we automate or publish.
→ notion.so

Gmail

Gmail becomes more powerful when paired with ChatGPT and Zapier.
We use it to tag, sort, summarize, and trigger automation based on inbound leads or client messages.
→ gmail.com

Google Docs

This is where AI-generated SOPs, scripts, and shareable templates often begin.
It’s still the fastest way to collaborate on content before moving to more structured tools.
→ docs.google.com

Want to see how we actually use these tools?
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