Editing 10 AI Tools That Replace 100 Apps

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One morning I opened my laptop and realized half of my day was spent hitting “Alt+Tab.” Emails in Outlook, quick notes in Evernote, visuals in Canva, meeting notes somewhere else, formulas on Google… My desktop was running a marathon, not me.

So how many apps do we really need? 10? 20? 50? In 2025, the answer is clear: AI-powered platforms can now replace dozens of single-purpose apps. I tested them myself, double-checked with official announcements, and here are 10 real AI tools that can bury “app overload” once and for all.



🚀 10 Tools, 100 Apps
1) ChatGPT (GPT-4o)
* 		Replaces: Writing assistants, translators, summarizers, formula helpers.
* 		My scene: Last week I had to summarize a 10-page report. Normally 30 minutes. With GPT-4o? Five minutes for the draft. Of course, I had to polish it — but the speed was unmatched.
* 		Proof: GPT-4o is multimodal (text, vision, audio). OpenAI GPT-4o
* 		Price: Plus ≈ $20/month.
* 		Watch out: Fantastic for drafts, not for raw financial tables.



2) Microsoft 365 Copilot
* 		Replaces: Email summarizers, deck generators, Excel add-ons.
* 		My scene: Came back from a meeting with 30 unread emails. Copilot condensed them into three bullet points. Before, I used a third-party plugin for this.
* 		Proof: Integrated across Word, Excel, Outlook, PowerPoint. Microsoft Copilot
* 		Price: $30/user/month add-on.
* 		Watch out: Even Microsoft warns: do not use Excel Copilot for tasks requiring accuracy or reproducibility. PC Gamer — Excel Copilot Limitations



3) Google Workspace + Gemini
* 		Replaces: Gmail extensions, Docs assistants, formula wizards.
* 		My scene: A client email arrived with a wall of text. Gemini cut it down to three sentences instantly. Before, I had to paste into another app.
* 		Proof: Since 2025, built into Business and Enterprise tiers. Google Workspace AI
* 		Price: Included in subscription.
* 		Watch out: You’re fully locked into the Google ecosystem. Cross-platform work may suffer.



4) Notion AI
* 		Replaces: Note apps, wikis, translators, task managers.
* 		My scene: In a chaotic meeting, Notion AI produced the clean summary I needed.
* 		Proof: Meeting notes, summaries, translations, flow diagrams. Notion AI
* 		Price: Core AI plan.
* 		Watch out: Perfect for small teams, but large databases can feel sluggish.



5) Perplexity Pro
* 		Replaces: Search engines, Wikipedia, Q&A sites.
* 		My scene: Needed IBM strategy references. Instead of 15 Google tabs, Perplexity gave me three sources instantly.
* 		Proof: Cited answers + team workspaces. Perplexity Pro
* 		Price: ≈ $20/month.
* 		Watch out: Great for factual research, weaker for opinions.



6) Canva Magic Studio
* 		Replaces: Design tools, stock libraries, basic video editors.
* 		My scene: LinkedIn post needed a cover image. Photoshop + stock search = 1 hour. Canva Magic Studio = 10 minutes.
* 		Proof: Magic Write, Magic Design, Magic Media. Canva Magic Studio
* 		Price: Pro ≈ $13/month.
* 		Watch out: Fast and flexible, but not for premium brand identity.



7) Descript
* 		Replaces: Video editor, audio editor, transcription, TTS.
* 		My scene: My podcast had 30 “uhms.” Descript removed them with one click. Normally, I’d spend hours in Premiere.
* 		Proof: Edit video like text, clone your voice. Descript
* 		Price: Starts at $16/month.
* 		Watch out: Perfect for short-form and podcasts, not for Hollywood.



8) Runway
* 		Replaces: After Effects drafts, stock video searches.
* 		My scene: Needed 10 seconds of “futuristic city.” Runway Gen-3 created it directly from text.
* 		Proof: Gen-3 video generation. Runway Gen-3
* 		Price: Tiered plans, free credits.
* 		Watch out: Amazing for short clips, not yet production films.



9) Zapier (Agents + Interfaces + Canvas)
* 		Replaces: Automation tools, chatbot builders, process diagram apps.
* 		My scene: “Customer form → CRM → Slack → Email.” Used to need three apps. Zapier Agents did it all. (True story: once I misconfigured it and sent a demo invoice to my boss 🙃).
* 		Proof: 7,000+ integrations, AI Agents. Zapier AI
* 		Price: Agents from $50/month.
* 		Watch out: Wrong automation = disaster. Build slowly.



10) Framer (AI + On-Page Editing)
* 		Replaces: Site builders, CMS, hosting.
* 		My scene: Needed a landing page. Framer gave me a draft in 2 minutes. With on-page editing, I changed button color without waiting for a designer.
* 		Proof: AI wireframing + live editing. Framer AI
* 		Price: $5–25/month.
* 		Watch out: Excellent for one-pagers, limited for giant portals.



⚠️ When NOT to “Replace”
AI tools shine as accelerators, not as final authority.
* 		Financial Reporting: Excel Copilot shouldn’t be trusted blindly. Microsoft explicitly warns against using it for accuracy-critical tasks. PC Gamer — Copilot Limitations
* 		Legal Documents: AI “hallucinates.” A lawyer in New York submitted fake ChatGPT citations and got sanctioned. Stanford HAI — Legal Models Hallucinate
* 		Sensitive Data: Misconfigured automations can leak personal data. In 2022, Zapier Storage exposed user data due to poor choices. Zenity Blog — Zapier Storage Risk And regulators like CNIL emphasize GDPR compliance. CNIL — AI Recommendations
* 		Brand Image: Coca-Cola’s AI campaign looked cool but needed professional studio revisions to keep its premium identity. Adweek — Coca-Cola AI Campaign



📊 30-Day ROI Experiment — Sales Rep Checklist
Pick just 4 tools: ChatGPT, Perplexity, Notion AI, Zapier. Here’s your one-month plan:
Week 1 — Setup
* 		List current tools (CRM, email, notes).
* 		Measure time spent on research + CRM input + emails.
Week 2 — AI Trial
* 		ChatGPT: Draft client emails.
* 		Perplexity: Research industry reports.
* 		Notion AI: Summarize meetings, create tasks.
* 		Zapier: Automate “form → CRM → Slack → email.”
Week 3 — Metrics
* 		Track open/reply rates of AI-written emails.
* 		Compare time spent on research (target: -50%).
* 		Check CRM error reduction.
Week 4 — ROI
* 		Count total hours saved.
* 		Invest saved time into prospecting → new leads.
* 		Compare tool costs (~$70/month) with new revenue.
Example: “Last month I spent 12 hours on CRM input. With Zapier, 3 hours. Saved 9 hours → found 15 new leads. Closed one deal worth $5,000. ROI? Undeniable.”



Productivity used to mean “Which app do you know best?” In 2025, the new question is: “How many can you delete?”
If you’re still juggling 40 apps, try these 10. Sometimes the biggest productivity hack isn’t a new app — it’s cutting the clutter.

Read the full article here: https://medium.com/@diabolikss/10-ai-tools-that-replace-100-apps-fffa81d18485