{"data":{"slug":"consolidate-ai-assistants","title":"Consolidate overlapping AI assistant subscriptions (ChatGPT, Claude, Gemini, Perplexity, Grok, Copilot)","summary":"If you pay for two to four AI assistants, run a one-week, side-by-side test on your real tasks with a provided prompt set and scoring sheet, check which assistant your Google Workspace or Microsoft 365 plan already includes, and cancel the rest at their renewal dates. Some heavy users will rightly keep two; the test tells you which.","outcome":"I pay for several AI chat subscriptions and want to keep only the one(s) I actually need.","capabilities":["ai-chat-assistant","web-research"],"replaces":[{"tool":"chatgpt","scope":"full"},{"tool":"claude","scope":"full"},{"tool":"gemini","scope":"full"},{"tool":"perplexity","scope":"full"},{"tool":"grok","scope":"full"},{"tool":"microsoft-365-copilot","scope":"full"}],"requiredTools":[{"tool":"google-workspace","purpose":"Google Sheets for the scoring sheet. If your organisation uses Workspace, the Gemini app and Gemini in Gmail are listed on Business plans (Gemini in Docs on Standard and Plus).","optional":true},{"tool":"microsoft-365","purpose":"Excel for the scoring sheet. Eligible Microsoft 365 business and enterprise plans include Microsoft Copilot Chat at no extra cost when you sign in with a work account.","optional":true},{"tool":"claude","purpose":"One of the candidates you test and may keep.","optional":true},{"tool":"chatgpt","purpose":"One of the candidates you test and may keep.","optional":true}],"additionalMonthlyUSD":0,"difficulty":"easy","skill":"none","setupTime":"1 hour to set up, plus about 20–30 minutes a day of testing for one week","illustrative":false,"evidenceStatus":"editorial","lastReviewed":"2026-10-13","links":{"page":"/workflows/consolidate-ai-assistants","api":"/api/v1/workflows/consolidate-ai-assistants","markdown":"/workflows/consolidate-ai-assistants.md"},"additionalCost":{"monthlyUSD":0,"explanation":"No new tools are bought. You keep one (sometimes two) of the subscriptions you already have, plus whatever assistant your existing Google Workspace or Microsoft 365 plan includes."},"timePerRun":"Repeat every 6–12 months, or when a vendor changes plans","goodFitFor":["Individuals paying for two or more AI chat subscriptions out of habit or FOMO","Small teams where people expense different assistants with no shared standard","Companies on Google Workspace or Microsoft 365 that also pay for separate AI chat seats"],"notFitFor":["Developers who rely on a specific coding agent tied to one subscription and use another assistant for a distinct job — keeping two can be rational","Teams with a compliance requirement to use one approved vendor (the decision is made by policy, not a taste test)","People who use one assistant lightly; just keep the free tier of the others"],"before":"Pay for several assistants (for example ChatGPT Plus, Claude Pro and Perplexity Pro), switch between them by habit, and forget that your work suite already includes Gemini or Copilot Chat.","after":"One primary paid assistant chosen by evidence from your own tasks, the assistant bundled with your work suite used for email and documents, free tiers for occasional second opinions, and cancelled subscriptions timed to their renewal dates.","steps":[{"title":"List every AI subscription, its price and renewal date","body":"Check card statements, App Store / Google Play subscriptions and company expense reports. For each assistant record: **plan, monthly cost, monthly or annual billing, renewal date, who uses it**.\n\nAnnual plans usually can't be refunded mid-term, so the renewal date decides *when* you save, not *whether*."},{"title":"Check what your work suite already includes","body":"- **Google Workspace**: Google's plan page lists Gemini in Gmail and the Gemini app on Business Starter, Standard and Plus (basic access on Starter, expanded on Standard and Plus), with **Gemini in Docs** on Standard and Plus. Ask your admin which apps are switched on.\n- **Microsoft 365**: Microsoft Copilot Chat (recently renamed from Microsoft 365 Copilot Chat) is available **at no extra cost** to users signing in with a **work or school (Entra) account** on qualifying plans, including Microsoft 365 Business Basic, Standard and Premium and E3/E5. The separately licensed Copilot add-on adds Copilot inside the Office apps and work-data grounding; Copilot Chat is the baseline.\n\nInclude the bundled assistant in your test as a candidate. It may cover email and document work well enough on its own."},{"title":"Log your real tasks for 3–5 days","body":"Every time you use an AI assistant, note one line: **task, which assistant, why that one, was the result usable**. Typical categories: writing/editing, summarising documents, web research with sources, data analysis, coding, images, voice.\n\nThis list prevents the test from being decided by benchmark hype instead of your work. Weight tasks by how often you do them and how much they matter."},{"title":"Run the one-week side-by-side test","body":"Use the **evaluation set** (artifact below): pick at least 6 tasks and replace the placeholders with your real material. Run each task in **every** assistant in a **fresh chat**, with the same files.\n\nPaste outputs into a doc labelled A/B/C rather than by product so you score them blind (ask someone else to label them if you can). Fill in the **scoring sheet** CSV. Use the **Blind judge prompt** for a second opinion, but your own scores decide.\n\nAlso note features you can't score with a single prompt but genuinely rely on: projects/memory, file limits, voice mode, deep research, image generation, coding agents, integrations."},{"title":"Check data and privacy settings for the finalists","body":"For the assistant(s) you might keep, check data controls: whether chats are used for model training on your plan and how to opt out, retention, and whether business plans give contractual protections your work needs. If you handle client or personal data, a business/team plan or the bundled work assistant may be the only acceptable option."},{"title":"Decide: one primary, maybe one specialist","body":"Rules of thumb:\n- Keep the assistant with the **highest weighted score on your top-3 tasks**.\n- Keep a **second** only if it wins clearly on a task you do **weekly** that the first can't do acceptably (e.g. a coding agent, or cited research), and the time saved is worth its price.\n- Use the **bundled** Gemini or Copilot Chat for email and document chores, and **free tiers** for occasional second opinions."},{"title":"Export, then cancel at renewal","body":"Before cancelling each subscription:\n1. Export your data (most assistants offer a data export in settings) and copy any custom instructions, project instructions, custom GPTs/Gems or saved prompts into a doc.\n2. Move important ongoing projects to the assistant you keep and test them there.\n3. Cancel auto-renew now so the plan ends at the paid-through date. Put a reminder a week before the date to confirm."}],"prompts":[{"title":"Task inventory prompt","purpose":"Turn your rough task log into a weighted test plan.","text":"Here is my log of AI tasks from the last {{days_logged}} days:\n{{task_log}}\nGroup these into 5–8 task types. For each give: how often I do it per week, how important it is (1–3), and one representative test task I could run in several assistants with the same inputs. Output a table I can paste into a spreadsheet.","variables":["days_logged","task_log"]},{"title":"Blind judge prompt","purpose":"Get a structured second opinion on anonymised outputs (run it in an assistant you're not testing, or in each and compare).","text":"You are judging answers from anonymous assistants A, B and C to the same task. Don't guess which product wrote which.\nTask given to each: {{task_prompt}}\nWhat a great answer must include: {{success_criteria}}\nA: {{output_a}}\nB: {{output_b}}\nC: {{output_c}}\nFor each, score 1–5 on accuracy, completeness, and usefulness for {{audience}}, and list factual errors or unsupported claims. Then rank them and give the deciding reason in one sentence.","variables":["task_prompt","success_criteria","output_a","output_b","output_c","audience"]},{"title":"Citation check prompt","purpose":"Audit the sources a research answer gave you.","text":"Below is an answer with citations, and the text I copied from each cited page.\nAnswer: {{research_answer}}\nSource texts: {{source_texts}}\nFor each claim, say whether the cited source supports it (yes / partly / no / source missing). Count the unsupported claims.","variables":["research_answer","source_texts"]},{"title":"Decision memo prompt","purpose":"Summarise the test into a decision you (or your manager) can sign off.","text":"Here is my scoring sheet: {{scoring_sheet_csv}}\nSubscriptions and costs: {{subscriptions_with_prices_and_renewal_dates}}\nBundled assistants available through work: {{bundled_assistants}}\nWrite a short decision memo: which assistant to keep as primary and why; whether a second is justified (only if it wins clearly on a weekly task); which to cancel and on what date; the monthly saving; and the risks (lost features, data to export).","variables":["scoring_sheet_csv","subscriptions_with_prices_and_renewal_dates","bundled_assistants"]}],"artifacts":[{"title":"One-week evaluation prompt set","kind":"template","language":"markdown","content":"# AI assistant evaluation set – one week\nRun each task in EVERY assistant you're testing, in a fresh chat, with the same inputs.\nReplace {{placeholders}} with your real material. Use at least 6 of the 10; add your own from your task log.\nPaste outputs into a doc labelled A/B/C (not by product) so you score them blind.\n\n## T1 – Summarise a real document (reading & accuracy)\nAttach: {{a_real_10_to_30_page_pdf}}\n\"Summarise this for {{audience}} in 8 bullets. Then list 3 things that are easy to miss, each with the page number.\"\nCheck: are page numbers and facts correct? Did it miss anything you know matters?\n\n## T2 – Write in your voice (writing)\n\"Here are 3 emails I wrote: {{three_sample_emails}}. Write a reply to this message in my style: {{incoming_message}}.\"\nCheck: would you send it with fewer than 3 edits?\n\n## T3 – Current-events research with sources (web research)\n\"What changed in {{topic_in_your_field}} in the last 3 months? Give 5 points, each with a source link and date.\"\nCheck: open every link. Count dead, wrong or unsupported citations.\n\n## T4 – Spreadsheet analysis (data)\nAttach: {{a_csv_or_xlsx_you_know_well}}\n\"Which 3 {{rows_entity}} changed most between {{period_a}} and {{period_b}}? Show the calculation and a chart.\"\nCheck: verify one number by hand.\n\n## T5 – Your hardest recurring task (domain)\n\"{{your_hardest_recurring_task_prompt}}\"\nCheck: score against what an expert colleague would produce.\n\n## T6 – Code or formula (technical)\n\"{{a_formula_script_or_code_task_you_actually_need}}\"\nCheck: does it run first time? How many follow-ups to make it work?\n\n## T7 – Long conversation memory (context)\nPaste a 3,000+ word brief, then ask 5 follow-up questions over 15 minutes, including one that depends on a detail from the start.\nCheck: did it keep the early detail right?\n\n## T8 – Image or visual (only if you need it)\n\"{{an_image_or_diagram_you_actually_need}}\"\nCheck: usable without another tool?\n\n## T9 – Work-data question (only for bundled work assistants)\nIn Gemini (Workspace) or Copilot Chat (Microsoft 365): \"{{question_about_your_own_files_or_email}}\"\nCheck: does it find the right file/email? (Depends on your plan and admin settings.)\n\n## T10 – Refusal and honesty\n\"{{a_question_where_the_honest_answer_is_i_dont_know}}\"\nCheck: does it admit uncertainty instead of inventing an answer?"},{"title":"Scoring sheet (CSV, import into Google Sheets or Excel)","kind":"template","language":"csv","content":"task_id,task,weight(1-3),assistant_label,quality(1-5),accuracy(1-5),edits_needed(0=none;5=rewrite),minutes_to_usable,would_pay_for_this_alone(y/n),notes\nT1,Summarise document,3,A,,,,,,\nT1,Summarise document,3,B,,,,,,\nT1,Summarise document,3,C,,,,,,\nT2,Write in my voice,2,A,,,,,,\nT2,Write in my voice,2,B,,,,,,\nT2,Write in my voice,2,C,,,,,,\nT3,Research with sources,2,A,,,,,,\nT3,Research with sources,2,B,,,,,,\nT3,Research with sources,2,C,,,,,,\nT4,Spreadsheet analysis,1,A,,,,,,\nT4,Spreadsheet analysis,1,B,,,,,,\nT4,Spreadsheet analysis,1,C,,,,,,\nT5,Hardest recurring task,3,A,,,,,,\nT5,Hardest recurring task,3,B,,,,,,\nT5,Hardest recurring task,3,C,,,,,,\n,,,,,,,,,\n# Score per assistant = SUM(weight * (quality + accuracy + (5 - edits_needed))) / SUM(weight)\n# In Google Sheets / Excel, put this in a summary tab:\n#   =SUMPRODUCT((D2:D16=\"A\")*C2:C16*(E2:E16+F2:F16+(5-G2:G16)))/SUMPRODUCT((D2:D16=\"A\")*C2:C16)\n# Then list, per assistant: monthly cost, billing type (monthly/annual), renewal date, unique features you used this week."}],"limitations":["A one-week test reflects today's models; vendors update models and plans often, so re-run it every 6–12 months.","Blind scoring is imperfect: answer styles can give away the product.","Bundled work assistants (Gemini in Workspace, Copilot Chat) vary by plan and admin settings, and may not include features of the consumer paid plans.","Some unique features (a specific coding agent, deep-research mode, image generation, voice) can't be replaced by another assistant one-for-one.","Chat history, custom GPTs/Gems and project setups don't transfer between vendors automatically."],"risks":[{"type":"functionality_loss","severity":"medium","note":"Cancelling can remove a feature you only notice later (for example a coding agent or deep research). Keep the free tier of cancelled assistants for occasional use."},{"type":"data_portability","severity":"medium","note":"Chat histories, custom instructions and project files stay with the vendor. Export them before cancelling."},{"type":"sensitive_data","severity":"medium","note":"Testing with real documents sends them to every assistant. Use non-confidential material or business plans with suitable data terms."},{"type":"compliance","severity":"low","note":"Employers may have an approved-tools policy; consolidating onto a bundled work assistant can simplify compliance."}],"verificationChecklist":["Your list shows every AI subscription with price, billing type and renewal date, and you've checked your Workspace or Microsoft 365 plan for an included assistant.","You ran at least 6 tasks from your own log in every candidate, in fresh chats, with the same inputs.","The scoring sheet has a weighted score per assistant, and the winner also wins (or ties) on your single most important task.","For one full working day you used only the assistant you plan to keep (plus the bundled one) and didn't hit a blocker.","Data exports and copies of custom instructions/projects exist for each assistant you will cancel.","Auto-renew is switched off for the cancelled plans, with a calendar reminder before each end date."],"savingsMethodology":"Savings = sum of monthly costs of the subscriptions you cancel (annual prices ÷ 12). Incremental cost is $0 because you keep a subscription you already pay for and any assistant bundled in your existing suite. Savings start at each plan's renewal date; annual plans are not assumed to refund. Testing time is not monetised.","example":{"scenario":"A consultant on Google Workspace pays for Claude Pro monthly and Perplexity Pro annually. After the test, Claude wins on writing and document work, Perplexity's cited research is only slightly better on a weekly task, and Gemini in Gmail handles email chores.","currentMonthlyUSD":37,"newMonthlyUSD":20,"assumptions":["Claude Pro: $20/month billed monthly, per claude.com/pricing on 2026-10-13.","Perplexity Pro: $17/month billed annually, per perplexity.ai/hub/pricing on 2026-10-13. The saving starts at the annual renewal date.","Google Workspace is already paid for; Gemini in Gmail and the Gemini app are listed on its Business plans, so no new cost.","If the consultant also paid for ChatGPT Plus, cancelling it would add to the saving; its price wasn't verified today because OpenAI's pages blocked our fetcher."]},"evidence":{"status":"editorial","sources":[{"url":"https://claude.com/pricing","title":"Claude pricing","accessedAt":"2026-10-13","note":"Pro $20/month monthly or $17/month billed annually ($200/year); Max from $100/month; Team seats listed."},{"url":"https://www.perplexity.ai/hub/pricing","title":"Perplexity pricing","accessedAt":"2026-10-13","note":"Pro $17/month billed annually; Max $167/month billed annually; no monthly rate shown."},{"url":"https://workspace.google.com/pricing","title":"Google Workspace pricing","accessedAt":"2026-10-13","note":"Page served in THB from our location, so prices were not used. Feature rows: Gemini in Gmail on Starter/Standard/Plus; Gemini in Docs and eSignature on Standard and Plus, not Starter; Gemini app basic access on Starter, expanded on Standard/Plus; Google Sites on all."},{"url":"https://learn.microsoft.com/en-us/copilot/manage","title":"Microsoft Learn: Manage Microsoft Copilot Chat","accessedAt":"2026-10-13","note":"Copilot Chat available at no extra cost for users signing in with an Entra work/school account on qualifying plans incl. Microsoft 365 Business Basic/Standard/Premium and E3/E5; renamed from Microsoft 365 Copilot Chat; page dated 2026-10-12."},{"url":"https://openai.com/chatgpt/pricing/","title":"ChatGPT pricing","accessedAt":"2026-10-13","note":"HTTP 403 to automated fetch on 2026-10-13; ChatGPT prices not verified."}],"verifiedBy":"agent:claude-research","notes":"Editorial guide. Bundling facts verified on Google's Workspace plan page (shown in THB, so prices not used) and Microsoft Learn (page updated 2026-10-12). Feature comparisons between assistants are deliberately left to the reader's own test because they change frequently."}},"meta":{"apiVersion":"v1","dataVersion":"4f1b9f55d2a1","dataGeneratedAt":"2026-10-13T14:29:58.201Z","docs":"/docs/api","evidenceLegend":"/docs/data-model#evidence","disclaimer":"Prices and capabilities change. Check each item's evidence status and verification date. Savings are estimates, not guarantees."}}