Free AI Tools, Automation Templates & Cost Calculators

AI prompt library for business (30 free prompts)

Support

• Support email triage

  Sorts incoming email into categories and flags anything a person must read.

  You are a support triage assistant for [COMPANY]. Read the email below and return JSON only, with these keys:
  - category: billing, bug, how-to, sales, spam or other
  - urgency: low, normal or high
  - summary: at most 25 words
  - needs_human: true or false
  
  Set needs_human to true if the email mentions legal action, a refund above [AMOUNT], account deletion, a safety issue, or anything you are unsure about. Do not invent facts about our product.
  
  Email:
  {{email_body}}

  Copy prompt
• Reply draft for human approval

  Drafts a reply that a person reviews before anything is sent.

  Draft a reply to the customer message below. A person will review it before it is sent.
  Tone: [TONE, for example friendly and direct].
  Use only facts from the knowledge snippets. If the answer is not in them, write NEEDS ANSWER: followed by the question for the team instead of guessing.
  Keep it under 120 words.
  
  Customer message:
  {{message}}
  
  Knowledge snippets:
  {{snippets}}

  Copy prompt
• FAQ draft from repeated questions

  Turns a batch of real customer questions into FAQ entries.

  Below are real customer questions from the last [PERIOD]. Group the ones that mean the same thing. For each group write one FAQ entry: a short question in the customers own words, and an answer of at most 60 words using only the facts in the notes.
  If the notes do not answer a group, write NEEDS ANSWER: and the question for the team.
  
  Questions:
  {{questions}}
  
  Notes:
  {{notes}}

  Copy prompt
• Escalation handoff summary

  Summarises a long support thread for the teammate taking over.

  Summarise the support thread below for a teammate who has not seen it. Write: what the customer wants, what has been tried, how the customer feels (one line, based only on their words), and the next step you recommend.
  Do not add facts that are not in the thread. If something is unclear, list it under Questions.
  
  Thread:
  {{thread}}

  Copy prompt
• Calm reply to an upset customer

  Drafts a steady reply for a person to review before sending.

  A customer is upset. Draft a reply that a person will review before it is sent.
  Acknowledge the specific problem in one sentence without admitting fault we have not confirmed. Do not promise a refund, date or fix unless it appears in the confirmed facts. Offer one clear next step. Keep it under 120 words.
  
  Customer message:
  {{message}}
  
  Confirmed facts:
  {{facts}}

  Copy prompt

Sales

• Lead qualification from form text

  Rates an enquiry against your ideal customer and lists what is missing.

  Read the enquiry below and return JSON only with: fit (strong, possible or poor), budget_signal (stated, implied or none), urgency (low, normal or high), reason (at most 20 words), and missing_info (a list of questions to ask).
  Our ideal customer: [DESCRIBE IDEAL CUSTOMER]. Base the answer only on the text. If it is unclear, use possible and say what is missing.
  
  Enquiry:
  {{enquiry}}

  Copy prompt
• Follow-up email after a call

  Drafts a short follow-up for a person to edit.

  Write a follow-up email after a sales call. A person will edit it before sending.
  Include: a one-line thanks, a recap of the three needs the prospect mentioned, the agreed next step with its date if one was given, and one question. Use only the call notes. Keep it under 150 words, plain and friendly.
  
  Call notes:
  {{notes}}

  Copy prompt
• Objection answers from product facts

  Prepares honest answers to the objections buyers raise most.

  List the five objections a buyer is most likely to raise about [PRODUCT OR SERVICE]. For each, write a two-sentence answer using only the facts below. If the facts do not support a good answer, say so and suggest what we would need to find out.
  
  Facts:
  {{facts}}

  Copy prompt
• Proposal outline from discovery notes

  Builds the structure of a proposal, not the final text.

  Turn the discovery notes below into a proposal outline with these headings: Goal, Current situation, Proposed approach, Scope (included and not included), Timeline, Price (leave as [PRICE]), Risks and assumptions.
  Use only what the notes say. Mark every gap with ASK CLIENT: and the question to ask.
  
  Notes:
  {{notes}}

  Copy prompt

Marketing

• Content brief

  Gives a writer a clear brief before drafting.

  Create a content brief for an article on [TOPIC] for [AUDIENCE]. Include: the one question the article must answer, a suggested title and three alternatives, an outline of H2 headings, what the reader should be able to do afterwards, and a list of facts or figures that need a source before publishing.
  Do not state any statistic yourself.

  Copy prompt
• Turn an article into social posts

  Creates short posts from an article you wrote.

  Using only the article below, write [N] social posts for [PLATFORM]. Each must make one point from the article, stay under [LIMIT] characters, and avoid hype words. Do not add claims or numbers that are not in the article. End each with a plain call to read it.
  
  Article:
  {{article}}

  Copy prompt
• Email subject line variants

  Gives options to test, not a promise of results.

  Write ten subject lines for the email below: five plain and descriptive, five curiosity-led. Each under 55 characters. No clickbait that the email body does not deliver on, and no all caps.
  
  Email:
  {{email}}

  Copy prompt
• Meta title and description writer

  Drafts search snippets within the length limits.

  Write a meta title (under 60 characters) and a meta description (under 155 characters) for the page below. Put the main phrase [KEYWORD] near the start of the title, describe what the reader gets, and do not promise anything the page does not contain. Give three options and count the characters of each.
  
  Page content:
  {{content}}

  Copy prompt
• Plain-language edit

  Tightens writing without changing its meaning.

  Edit the text below for clarity. Shorten long sentences, replace jargon with plain words, and cut filler. Keep every fact, number and name exactly as written, and keep my voice. Return the edited text, then a short list of what you changed and anything you were unsure about.
  
  Text:
  {{text}}

  Copy prompt

Operations

• Receipt or invoice extraction

  Pulls structured fields out of messy receipt text.

  Extract these fields from the receipt text below: vendor, date (YYYY-MM-DD), currency, subtotal, tax, total, payment_method.
  Return JSON only. Use null for any field you cannot find. Do not guess or calculate missing values.
  
  Receipt text:
  {{text}}

  Copy prompt
• Weekly KPI summary

  Writes the wording of a weekly update from numbers you have already calculated.

  You are writing a weekly update for [AUDIENCE]. Using only the numbers below, write five bullets: what changed, by how much (absolute and percent), the likely reason only if the data supports one, and one thing to check next week.
  If a number looks like a data error, say so instead of explaining it.
  
  Data:
  {{table}}

  Copy prompt
• AI feature cost check

  A sanity check to run next to the AI API cost calculator above.

  Here is my planned AI feature: [DESCRIPTION].
  Average input tokens per request: [N]. Average output tokens per request: [N]. Requests per month: [N].
  Price per 1M input tokens: [PRICE]. Price per 1M output tokens: [PRICE].
  
  Calculate the monthly model cost step by step, list three assumptions that could make the real cost higher, and suggest one way to cut cost without hurting quality.

  Copy prompt
• Standard operating procedure from rough notes

  Turns messy notes into a numbered procedure.

  Turn the rough notes below into a standard operating procedure for [TASK]. Use numbered steps, name who does each step and which tool they use, add a check after each risky step, and end with what to do if something goes wrong.
  If a step is missing or unclear, write ASK: and the question instead of inventing it.
  
  Notes:
  {{notes}}

  Copy prompt
• Vendor quote comparison table

  Lines up quotes on the same terms.

  Compare the vendor quotes below in a table with one row per vendor and these columns: price, what is included, what costs extra, contract length, cancellation terms, and anything unclear.
  Use only the text provided. Write NOT STATED where a quote is silent. Finish with three questions to ask each vendor.
  
  Quotes:
  {{quotes}}

  Copy prompt
• Polite payment reminder

  Drafts a firm but friendly reminder for review.

  Write a polite payment reminder for invoice [NUMBER], amount [AMOUNT], due [DATE], now [N] days overdue. Tone: [TONE]. Mention how to pay and who to contact. Do not threaten, add fees or invent terms that are not listed below. Keep it under 100 words.
  
  Payment terms:
  {{terms}}

  Copy prompt

Meetings and admin

• Meeting notes to action items

  Turns a transcript into decisions, owners and open questions.

  From the transcript below, list:
  1. Decisions made
  2. Action items, each with an owner and a due date (write unassigned if either is missing)
  3. Open questions
  
  Keep dates exactly as spoken, and do not add tasks nobody mentioned. Quote nothing longer than 10 words.
  
  Transcript:
  {{transcript}}

  Copy prompt
• Meeting agenda

  Builds an agenda with time boxes.

  Create an agenda for a [LENGTH]-minute meeting about [PURPOSE] with [ATTENDEES]. For each item give the question to settle, who leads it and a time box. Put decisions first and updates last. End with five minutes for actions. Flag any item that could be an email instead.

  Copy prompt
• Long email thread summary

  Summarises a thread and pulls out what you owe.

  Summarise the email thread below in this order: the decision or question at the centre, what each person wants, what is agreed, what is still open, and anything I need to reply to or do (with who asked and any date they gave).
  Quote nothing longer than 10 words and add no facts.
  
  Thread:
  {{thread}}

  Copy prompt
• Decision log entry

  Records why a decision was made.

  From the notes below write a decision log entry with: the decision, the date, who decided, the options considered, why this one was chosen, what would make us revisit it, and the review date. Use only the notes and mark gaps with UNKNOWN.
  
  Notes:
  {{notes}}

  Copy prompt

Research

• Claims to verify

  Lists what to check before you repeat an article.

  Read the text below and list every factual claim that could be checked: numbers, dates, names, quotations and cause-and-effect statements. For each, say what kind of source would confirm it. Do not say whether it is true.
  
  Text:
  {{text}}

  Copy prompt
• Compare options against my criteria

  Scores options on what matters to you.

  I am choosing between [OPTION A], [OPTION B] and [OPTION C] for [PURPOSE]. My criteria, in order of importance: [CRITERIA]. Make a table with one row per option and one column per criterion, using only the information I provide below. Write UNKNOWN where it is missing, then list what I should check first.
  
  Information:
  {{info}}

  Copy prompt
• Pre-mortem for an automation

  Finds failure points before you build.

  We plan to automate [PROCESS] using [TOOLS]. Imagine it failed badly three months from now. List the ten most likely reasons, ordered by likelihood times damage. For each give an early warning sign and one safeguard, such as human approval, a spending cap or a log. Mark which risks involve customer data.

  Copy prompt

Hiring

• Job description from outcomes

  Writes a job description around results.

  Write a job description for [ROLE] at [COMPANY]. Start from the outcomes this person should deliver in the first 90 days: [OUTCOMES]. Include a short overview, responsibilities, must-have skills, nice-to-have skills, and what we offer from the facts below. Avoid unnecessary requirements and exclusionary wording. Do not invent pay or benefits.
  
  Facts:
  {{facts}}

  Copy prompt
• Screening questions

  Creates consistent questions for every candidate.

  Write eight screening questions for [ROLE]. Each should test one skill from this list: [SKILLS]. For each question give what a strong answer includes and what a weak answer sounds like. Use the same questions for every candidate and avoid questions about age, family, health or other protected topics.

  Copy prompt
• Interview scorecard

  Keeps scoring consistent across interviewers.

  Create an interview scorecard for [ROLE]. Use 5 to 7 criteria taken from the outcomes below. For each, give a 1 to 4 scale with a plain description of each score, and a space for evidence quotes. Add a reminder to score before discussing with other interviewers.
  
  Outcomes:
  {{outcomes}}

  Copy prompt

n8n workflow templates and recipes

• Inbound email triage with a human approval step

  Untested starter Tools you could use: n8n, Make or Zapier, plus any AI model API.

  1. Trigger: a new email arrives in a shared inbox (IMAP or Gmail trigger).
  2. Send the subject and body to an AI model with the triage prompt above and ask for JSON only.
  3. Branch on needs_human. True goes straight to a person. False continues.
  4. Draft a reply with the reply prompt and save it as a draft, never as a sent message.
  5. Notify a person (chat message or email) with the draft and a link to approve or edit it.
  6. Log category, urgency and outcome in a sheet or database so you can measure how it performs.

  Guardrail: Nothing reaches a customer unless a person approves it.

  Main cost driver: Two AI calls per email times your monthly volume. Use the AI API cost tab with your real token counts.

  Download n8n workflow (JSON)

• Web form lead to CRM and alert

  Untested starter Tools you could use: Any automation platform, a form tool and a CRM or spreadsheet.

  1. Trigger: a form submission arrives by webhook.
  2. Validate the fields and remove duplicates by email address.
  3. Optional AI step: classify budget and urgency from the free-text field.
  4. Create or update the contact in your CRM or spreadsheet.
  5. Send a short alert with the lead summary to a chat channel or inbox.
  6. If any step fails, send an error alert instead of silently dropping the lead.

  Guardrail: Store only the fields you need, and say what the form is for on the form itself.

  Main cost driver: Mostly the task or execution count on your automation platform.

  Download n8n workflow (JSON)

• Weekly KPI digest

  Untested starter Tools you could use: A scheduler, a spreadsheet or database, and any AI model API.

  1. Trigger: a weekly schedule.
  2. Pull the numbers from a spreadsheet, database or analytics export.
  3. Calculate the changes in code or formulas, not with the AI model, so the arithmetic is exact.
  4. Give the model the calculated table together with the weekly summary prompt.
  5. Send the wording to email or chat with the table underneath it.

  Guardrail: Let code do the arithmetic and let the model do the wording.

  Main cost driver: One AI call a week, which makes this the cheapest recipe here.

  Download n8n workflow (JSON)

• Source monitor with a short summary

  Untested starter Tools you could use: An RSS or web trigger, a small data store and any AI model API.

  1. Trigger: a schedule or RSS feed for a short list of official sources.
  2. Remove items you have already seen by storing item IDs.
  3. Fetch the page text for each new item.
  4. Ask the model for three bullets and a list of claims worth verifying.
  5. Send the result to an inbox so a person reads the original source.

  Guardrail: Treat a summary as a pointer to the source, never as the source.

  Main cost driver: Grows with the number of sources times the number of new items, so set a daily cap.

  Download n8n workflow (JSON)

No prompt or recipe matches your search.

Start here

• How to Use AI to Automate a Small Business: A Step-by-Step Guide for 2026

  A step-by-step route from a repetitive task to a working automation, with a workflow diagram.

• How to Build a No-Code AI Agent Pipeline: A Step-by-Step Guide

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• 10 Real-World AI Agent Use Cases That Save Businesses Time and Money

  Ten use cases, plus a research-agent demo that checks automation-platform pricing.

Understand the costs

• How Much Does It Cost to Run an AI Agent Every Month?

  Monthly cost for 1,000 conversations on budget, mid-tier and top-tier models, with the arithmetic shown.

• How Much Does an AI Feature Cost? A Framework for Founders

  A plain-language way to estimate the cost per task before you set a price.

• Small Business AI Budget: What a 5-Person Team Actually Spends Each Month?

  A line-by-line monthly budget, with lean, typical and heavy versions.

• AI Agent ROI: How to Actually Measure Whether Your Automation Is Paying Off

  How to measure whether an automation is paying off.

Self-hosting and control

• Is n8n Really Free? The True Cost of Self-Hosting n8n (2026 Calculator)

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• Best Self Hosted SaaS Alternatives for Startups in 2026: 10 Tools With Real Hosting Costs

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• Self-Hosted AI Voice Agent Cost: Pipecat and LiveKit on a $5 VPS (Real Numbers)

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• Zapier vs Make vs n8n: Real Cost at 10K, 50K and 500K Tasks

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• ChatGPT vs Claude vs Gemini: Which AI Is Best for Business Productivity in 2026?

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• Browser AI Agents Compared: Claude for Chrome vs. ChatGPT Atlas vs. Gemini for Business Tasks

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• Are the AI tools in this directory really free?

  The software is free to download and run, but free has limits. Licences differ: some are MIT, some are AGPL-3.0, and some are fair-code or open-core, where certain features are paid. You also pay for the server, backups, email sending, any AI API and your own time. Several projects sell hosted plans. Read the licence and the Watch out note on each card, and confirm on the project’s own page.

• Is self-hosting cheaper than Zapier?

  It depends on your volume and on what your own time is worth. A subscription can be cheaper at low volume once you count the server, backups and upkeep hours, while self-hosting can win at high volume. The self-host vs subscription calculator on this page adds your hourly value to the server cost so you can test your own numbers.

• What is the best free alternative to Google Analytics?

  There is no single best one, because it depends on the questions you ask. This page lists two self-hosted options: Umami, under the MIT licence, and Plausible Community Edition, under AGPL-3.0. Both are simpler than Google Analytics, so check that they answer what you need. Self-hosting them also means you run the server.

• What are the open-source alternatives to Zapier?

  This directory lists three: n8n, Activepieces and Windmill. n8n uses a fair-code licence that is not an OSI open-source licence. The Activepieces Community Edition is MIT licensed, with enterprise features under a commercial licence. Windmill is mainly AGPL-3.0, with proprietary enterprise code. Compare them in the table and price the same workflow on each.

• Can I run AI models locally instead of paying for an API?

  For some tasks, yes. Ollama, llama.cpp and LocalAI run open-weight models on your own hardware, and Open WebUI adds a chat interface. Local models are usually weaker than the largest cloud models, and the memory you need depends on the model, so test on your real tasks before you switch. Each model also has its own licence.

• Do I need to be technical to use the n8n templates?

  You need to be comfortable importing a JSON file into n8n, adding your own credentials and testing with real examples. They are untested starters, not finished products, so expect to adjust node settings on first import and keep a person in the loop before anything is sent to a customer.

• Do the calculators store or send my numbers?

  The calculators run in your browser. The calculator code on this page makes no network requests and stores nothing. The page itself may still be counted by the site’s normal analytics.

• Is this a complete directory of AI tools?

  No. It is a short, curated list of 18 self-hosted and local AI tools, not a database of thousands. Each card shows what the tool replaces, what it is best for, its licence, hardware needs, pricing model, one thing to watch out for, and the date its licence and repository were last checked. If a tool you rely on is missing, tell me and I will consider it.

No question matches your search.