If you run a small business, you know how fast your to-do list can grow. Emails. Scheduling. Writing. Marketing. Meetings. It all adds up. But with the right tools, you can take a big chunk of that work off your plate—and free yourself to focus on what really matters. AI isn’t just for big companies or tech experts anymore. It’s a powerful, time-saving assistant that’s now accessible to anyone. Here are five AI tools we use every single week to save time, reduce stress, and help our business run smoother—plus the exact ways we use them to get results.

1. DallowryFlow: Your All-In-One Operations Hub

We like to call DallowryFlow the brain of our business. It’s more than a tool—it’s our full operating system. Instead of bouncing between a dozen apps, we run nearly everything through one platform. That includes forms, emails, scheduling, lead follow-up, automations, client onboarding, and even reporting.

But the real power is in how DallowryFlow thinks ahead for us. When someone fills out a form, it automatically tags them, sends a custom message, adds a task to our list, and drops them into a nurturing email sequence. When someone books a call, they get auto-reminders, thank-you messages, and follow-ups—without us lifting a finger.

This saves us hours of manual work every single week and prevents small details from falling through the cracks. We’ve helped clients using DallowryFlow increase their lead response time by over 70%, cut back-and-forth emails in half, and close deals faster—just by using the built-in systems.

Bonus: It’s also the home of our AI chatbot, email templates, and dashboards. It gives us everything we need in one place so we don’t waste time switching tabs.

2. ChatGPT: Your AI Writing Assistant

Writing takes time—especially when you want to sound clear, helpful, and consistent. That’s where ChatGPT comes in. We use it to brainstorm headlines, draft social media captions, write thoughtful emails, and plan blog posts. It’s not about letting AI write for you. It’s about letting AI write with you.

We treat it like a creative partner. It gives us a rough draft. We edit, adjust, and polish. We ask follow-up questions. We use it to simplify complicated ideas. The result? We get content out the door faster, and it sounds more like us.

We’ve used ChatGPT to:

• Outline new service offers

• Create welcome emails for new clients

• Brainstorm subject lines for email campaigns

• Write FAQs and customer responses that sound human

• Turn voice notes into full blog drafts

Clients who adopt ChatGPT for weekly content creation often report cutting content prep time by 40–60%.

3. NotebookLM: Your Smart Second Brain

NotebookLM is like a search engine for your own documents. When you upload notes, transcripts, drafts, or client files, you can then ask it questions like: “What did we decide in last month’s meeting?” or “What were our brand values again?”

Instead of digging through five folders and rereading files, you get a direct answer—along with the source, so you can double-check. This tool is especially helpful during launches, course creation, or preparing for meetings. We use it to:

• Quickly reference past client notes

• Pull up old blog snippets for reuse

• Answer questions from workshop transcripts

• Find stats or phrases we’ve used before

It helps us move faster without having to remember everything ourselves.

4. OpusClip: Turn Long Videos Into Shareable Reels

Creating content is hard enough—repurposing it shouldn’t be. OpusClip takes your longer videos and finds the most interesting or helpful parts, then clips them into ready-to-post shorts. It adds subtitles, zooms in at the right time, highlights key phrases, and formats them for platforms like Instagram, TikTok, and YouTube Shorts.

We use OpusClip after every podcast episode, workshop, or training video. Instead of rewatching everything to find one good quote, OpusClip does the hard part. We edit it slightly if needed, but most of the time, it’s ready to go.

Our content reach has grown by over 300% since adding short-form clips into our weekly posting schedule. This tool made that growth sustainable.

5. Buzzsprout: Easy Podcast Publishing With Built-In AI

Buzzsprout is our podcast home. It hosts the show, distributes it to platforms like Spotify and Apple, and uses AI to save time at every step. Its AI features clean up audio, generate transcripts, and even write episode summaries and titles.

We also love the Buzzsprout social sharing tools. It turns a snippet of your podcast into a short video with captions—perfect for posting on social media or in emails. It helps us:

• Upload new episodes in minutes

• Keep audio clear and professional

• Stay consistent with episode descriptions

• Share bite-sized podcast content easily

Since using Buzzsprout’s full feature set, we’ve cut production time in half and seen more steady listeners because our process is now repeatable.

Together, these five tools save us more than 20 hours every week. But more than that—they give us clarity. We know what’s happening, what needs to happen next, and what’s working.

If you’re just getting started with AI, don’t try to adopt everything at once. Start with one tool. Use it for one task. Learn how it fits into your day. Then grow from there. AI is not here to replace the work you do—it’s here to make the boring stuff faster and help you stay focused on what you do best.

Want a system that brings your tools together under one roof? Try DallowryFlow. It’s the only platform built with real solopreneurs in mind—so you can automate, grow, and lead without the tech overwhelm.