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Start an assessmentAre there good free AI tools for small business?
Yes. This guide sets out which tools have a free plan, what the free plan includes, and when a paid plan is worth it.
The short answer
Free plans cover the common tasks, within limits
Claude, ChatGPT and Perplexity have free plans with usage limits. HubSpot's free CRM includes some AI email help. Canva's free plan includes AI image and copy features within a monthly allowance. Fathom and Otter.ai offer free meeting transcription and summaries, with limits. Between them, they cover writing, research, CRM, visual content and meeting notes at no cost, as long as you stay within each plan's limits.
A free trial ends after a set period and often needs a card. A free plan continues with reduced features or usage limits. This guide lists free plans and says which kind each one is: free AI with usage limits, free AI with a monthly allowance, or free software where the AI features are limited or paid.
The guide also covers when a free plan stops being enough, because a limited plan used for the wrong job can cost more time than it saves.
Free plans and their limits
Eight tools with a free plan, and what each plan covers
Each tool here has a free plan that does not end after a trial period. The label beside each one shows the type of free plan. Providers change their free plans and allowances, so check the current terms before you rely on one.
Free LimitUsage limits that heavy use will reach. Check the current allowance.
Limit Typeunlimited-ish
Card Required
Strengths- Writing, analysis, summarising and long documents on the free plan
- A practical way to test AI on your own work before you pay
- A continuing free plan with no trial end date
WatchSeveral hours of continuous use in a day is likely to reach the limit. For occasional use spread through the day, the free plan may be enough. Check the current limits before you plan around it.
Free LimitUsage limits, with some models and features restricted. Check the current allowance.
Limit Typeunlimited-ish
Card Required
Strengths- Writing, analysis and data tasks on the free plan
- Custom GPTs built by others are available to use
- Connects to a wide range of third-party tools
WatchWhen you reach the free limit, access to some models and features is reduced until the limit resets. Check OpenAI's current plan details for what the free plan includes.
Free LimitStandard searches, with a limit on advanced searches. Check the current allowance.
Limit Typeunlimited-ish
Card Required
Strengths- Answers include links to their sources, so you can check them
- Searches the web for current information
- Summarises a topic from several sources
WatchPerplexity is a research tool. Its output reads like a sourced summary, so use a general-purpose assistant for drafting copy.
Free LimitCore CRM features free, with some AI email help. Check what the current free plan includes.
Limit Typefeature-limited
Card Required
Strengths- Contact management, deal pipeline and email logging at no cost
- Some AI email drafting help on the free plan
- A continuing free plan with no trial end date
WatchThe free plan is limited on automation, reporting and AI features. A growing sales team is likely to need a paid plan.
Free LimitA monthly allowance of AI image generations. Check the current allowance.
Limit Typecapped
Card Required
Strengths- AI image generation and Magic Write on the free plan, within allowances
- Design tools and templates free, with AI features alongside
- A large template library you can adapt
WatchThe AI image allowance suits occasional use and runs out quickly if you produce social content every day. Check the current allowance for Magic Write as well.
Free LimitWorkspace free. AI features are paid. Check Notion's current pricing.
Limit Typefeature-limited
Card Required
Strengths- Free workspace for documents, databases, wikis and project tracking
- AI features for summarising, rewriting and drafting are available on paid terms
- Useful for teams that want knowledge and process documents in one place
WatchWithout the paid AI features, the free plan is a knowledge management tool with no AI. It is listed because many small teams use it alongside an AI assistant.
Free LimitGrammar, spelling and basic clarity suggestions free. Check which AI features the free plan includes.
Limit Typefeature-limited
Card Required
Strengths- Browser extension works in Gmail, Google Docs, LinkedIn and many other web apps
- Flags spelling mistakes, wordy sentences and unclear phrasing
- Useful as a check on client emails before they are sent
WatchTone suggestions and full rewrites sit on paid plans. Check the provider's current pricing. The free grammar checks are useful on their own for anyone writing client emails.
Free LimitA monthly allowance of transcription minutes. Check the current allowance.
Limit Typecapped
Card Required
Strengths- Meeting transcription across Zoom, Teams and Google Meet
- Speaker identification and meeting summaries
- Shareable transcript links for sending notes to clients
WatchIf you have several meetings a week, the free allowance may run out before the month ends. Compare it with Fathom, listed below.
Free for content
Four free tools for writing, design and editing
Between them, these four cover writing, visual content and editing on free plans. Each has a paid plan to move to when you reach its limits.
TagGeneral writing
Best ForBlog posts, email drafts, case studies, social copy, product descriptions
Strengths- Drafts and edits written content from a clear brief
- Give it a sample of your existing writing and ask it to follow the tone
- Useful for restructuring and editing drafts you have already written
Free LimitUsage limits that heavy use will reach
Upgrade AtWhen you reach the limit most days
TagIdeas and variations
Best ForContent ideas, different angles, social post variations, FAQs
Strengths- Generates several angles or variations quickly, which helps when testing headlines
- Custom GPTs built by others extend what it can do
- Produces lists and tables on request
Free LimitUsage limits, with some models and features restricted
Upgrade AtWhen you need higher limits or features the free plan does not include
TagVisuals and copy together
Best ForSocial media graphics, presentations, short marketing copy within designs
Strengths- AI image generation inside the design tool
- Magic Write drafts short copy inside a design
- Suits social media content where image and text go together
Free LimitA monthly allowance of AI image generations
Upgrade AtWhen you reach the image allowance or need the paid brand features
TagEditing
Best ForChecking client emails, proposals and website copy before they go out
Strengths- Catches spelling and grammar errors in client-facing writing
- Works inside Gmail, Outlook and Google Docs
- Useful as a final check before you send
Free LimitGrammar and clarity checks. Tone and rewrite features are paid.
Upgrade AtWhen you want tone suggestions and full-paragraph rewrites. Check the provider's current pricing.
Free for support
Four free tools for website chat and meeting notes
These cover meeting transcription and website chat. Each works on a free plan within the limits shown, and each charges for more capacity or for AI features.
TagMeeting notes
Free Includes- Meeting recordings and AI summaries on the free plan
- Action items and shareable meeting notes
- Check which meeting platforms the free plan supports
Free LimitFree plan for individual users. Check the current limits.
Check how many recordings and summaries the free plan covers before you rely on it for client meetings, and whether recording a client call needs their agreement.
TagWebsite chatbot
Free Includes- AI chatbot for your website with FAQ handling
- Live chat with basic routing
- A monthly allowance of live chat conversations
Free LimitA monthly cap on conversations. Check the current allowance.
The conversation cap is the main constraint on the free plan. Above it, you need a paid plan. Check the provider's current pricing.
TagLive chat for small teams
Free Includes- Live chat for a small number of agent seats
- Shared inbox for team conversations
- Basic chatbot automation
Free LimitLimited agent seats and basic automation. AI features are paid.
The free plan suits very small teams. AI features such as suggested replies need a paid plan. Check the provider's current pricing.
TagExisting HubSpot users
Free Includes- Chatbot builder included in the free CRM
- Routes website visitors to the right person or page
- Captures lead details and logs them to the CRM
Free LimitBasic chatbot flows. Advanced branching and AI features are paid.
Most useful if you already use the free HubSpot CRM. If you are starting from scratch with a website chatbot, compare it with Tidio and Crisp.
When to pay
Five signs that a free plan is no longer enough
Free plans let you find out whether a tool helps. These signs suggest a paid plan may now be worth the cost.
Free plans are set for moderate use. If an AI tool is a main work tool for several hours a day, you will reach the limit. You'll see slower responses or a message asking you to try again later.
Typical UpgradeA paid plan such as Claude Pro or ChatGPT Plus raises the limits. Check the provider's current pricing.
Connecting an AI model to your CRM, email platform or website usually needs API access or a paid connector. API use is usually billed separately from a chat subscription, so check whether your plan covers it before you build anything.
Typical UpgradeCheck the provider's developer pricing, which is usually charged by usage.
Free plans are generally for one person. If several people need the same workspace, saved instructions or history, you'll need a team plan, usually priced per user.
Typical UpgradeTeam or business plans from ChatGPT or Claude, or Notion's paid plans. Check each provider's current pricing.
Consumer plans and business plans have different terms. Before putting client or employee personal data into any AI tool, check the terms for that plan, whether the provider offers a data processing agreement, what is kept and for how long, and whether your obligations to clients allow the use.
Typical UpgradeA business plan whose terms your organisation has reviewed and approved for that use. Check the provider's current pricing.
Work it out for the specific task. For example, if a £20-a-month tool saves 30 minutes a week on work you value at £30 an hour, that is about 2 hours a month, worth about £65, against a £20 cost. Include the time spent checking and correcting its output.
Typical UpgradeTry the lowest paid plan on monthly billing, if offered, and compare the result after a month.
Common questions
FAQs
What's the best free AI tool for a small business?
For general writing, analysis and summarising, start with the free plan of Claude or ChatGPT. For research with links to sources, use Perplexity. For visual content, Canva's free plan includes some AI features. For CRM and sales tracking, HubSpot's free plan includes some AI email drafting help. All four have free plans, each with limits.
Do any free AI tools have unlimited usage?
Treat every free plan as limited. Claude, ChatGPT and Perplexity limit how much you can use them in a period, and the limits change. Canva and Otter.ai set monthly allowances for some AI features. HubSpot's free CRM limits features more than use. Check each provider's current plan page for the figures.
Are free AI tools safe to use with client data?
It depends on the data, the purpose, the service and its settings, and your obligations to the client. Consumer plans of tools such as ChatGPT may use your conversations to improve their models unless you turn that off. Use client personal data, confidential information or material covered by an NDA only in a setup your organisation has approved for that use. Turning off training or removing a name does not by itself make an upload appropriate.
What's the difference between a free trial and a free tier?
A free trial ends after a set period, after which you pay or lose access. A free tier, or free plan, continues with reduced features or usage limits. This guide lists free plans. If a tool asks for a card to start a free trial, check whether it bills automatically when the trial ends.
When is it worth paying for an AI tool?
When the free plan's limits get in the way of daily work. When you need to connect the tool to other software. When several people need shared access and admin controls. When you need terms your organisation has approved for client or personal data. And when the time it saves, after checking and corrections, is worth more than the monthly cost.
Can I run my whole marketing on free AI tools?
Free plans can cover first drafts and research. Claude or ChatGPT can draft blog posts, email campaigns, social copy and ad text. Canva's free plan covers some visual work, including AI image generation within its allowance. Perplexity's free plan handles research. The gaps are high-volume production, where you'll reach usage limits, brand voice tools, which are mostly paid, and connections to your website or email platform, which usually need a paid plan or API access. Every draft still needs checking before it is published.
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