A smaller software stack for founders

Shared capability mappings are a place to investigate. They do not mean equivalent features or availability on every plan.

• Notion

  • Google Workspace: Write documents and notes, Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Build dashboards from spreadsheets and data, Transcribe and summarise meetings, General-purpose AI assistant, Write marketing and business copy, Ask questions across company documents, Run an internal knowledge base / wiki, Build a business website, Automate simple app-to-app workflows.
  • Microsoft 365: Write documents and notes, Store structured data in a shared database or spreadsheet, Build dashboards from spreadsheets and data, Collect information with forms and surveys, Transcribe and summarise meetings, General-purpose AI assistant, Write marketing and business copy, Run an internal knowledge base / wiki, Ask questions across company documents, Automate simple app-to-app workflows, Manage projects and tasks.
  • monday.com: Manage projects and tasks, Build dashboards from spreadsheets and data, Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Automate simple app-to-app workflows, General-purpose AI assistant.

  Reason to keep it: Years of interlinked pages, relations and database views do not export cleanly to other tools

  Check Notion replacement limits

• Slack

  • Google Workspace: Hold video meetings, General-purpose AI assistant, Ask questions across company documents, Automate simple app-to-app workflows.
  • Microsoft 365: Hold video meetings, General-purpose AI assistant, Ask questions across company documents, Automate simple app-to-app workflows.
  • Asana: Automate simple app-to-app workflows, General-purpose AI assistant.

  Reason to keep it: Years of message history and channel structure

  Check Slack replacement limits

• Calendly

  • No assistant or suite overlap is mapped yet.

  Reason to keep it: Booking links already shared with clients and embedded on websites

  Check Calendly replacement limits

• Loom

  • Microsoft 365: Write documents and notes, Transcribe and summarise meetings, Run an internal knowledge base / wiki, Edit videos.
  • Google Workspace: Write documents and notes, Transcribe and summarise meetings, Run an internal knowledge base / wiki.
  • Microsoft 365 Copilot: Write documents and notes, Transcribe and summarise meetings.

  Reason to keep it: Record-and-share link in seconds with no editing step

  Check Loom replacement limits

• Typeform

  • Asana: Collect information with forms and surveys.
  • Google Workspace: Collect information with forms and surveys.
  • Microsoft 365: Collect information with forms and surveys.

  Reason to keep it: Forms already embedded on websites and shared by link

  Check Typeform replacement limits

• Zapier

  • Google Workspace: Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Automate simple app-to-app workflows.
  • Microsoft 365: Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Automate simple app-to-app workflows.
  • monday.com: Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Automate simple app-to-app workflows.

  Reason to keep it: A 9,000+-app integration catalogue; niche SaaS apps often have a Zapier connector before they have one anywhere else.

  Check Zapier replacement limits

• HubSpot Sales Hub

  • Asana: Collect information with forms and surveys, Automate simple app-to-app workflows.
  • Google Workspace: Collect information with forms and surveys, Automate simple app-to-app workflows.
  • Microsoft 365: Collect information with forms and surveys, Automate simple app-to-app workflows.

  Reason to keep it: One shared contact timeline across marketing, sales and service if the company also uses other HubSpot hubs.

  Check HubSpot Sales Hub replacement limits

• Airtable

  • Microsoft 365: Store structured data in a shared database or spreadsheet, Analyse data and spreadsheets, Build dashboards from spreadsheets and data, Collect information with forms and surveys, Build internal tools and lightweight apps, Automate simple app-to-app workflows, Manage projects and tasks.
  • Google Workspace: Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Analyse data and spreadsheets, Build dashboards from spreadsheets and data, Build internal tools and lightweight apps, Automate simple app-to-app workflows.
  • monday.com: Manage projects and tasks, Build dashboards from spreadsheets and data, Store structured data in a shared database or spreadsheet, Collect information with forms and surveys, Automate simple app-to-app workflows.

  Reason to keep it: Bases with many linked tables, formulas and interfaces take real effort to rebuild

  Check Airtable replacement limits

Illustrative selection, not measured spending: the first 5 tools above with a verified recurring paid price. We select each tool's lowest recorded eligible cost for one user, respecting seat minimums. The table shows listed USD prices per unit and billing period, not savings or a complete quote.

Annual prices require an annual commitment. Taxes, add-ons and usage charges are excluded. Review plan limits on each tool profile. The audit starts with these plans and their mapped core jobs; edit them to match your actual work and add the other tools you own.

• Run your company wiki in Google Workspace or Microsoft 365 instead of paying for Notion or Confluence

  Not a fit for: Teams that rely on Notion databases as an app — relations, rollups, formulas, boards and views updated daily (CRM, project tracker, content calendar)

  Editorial

• Extract invoice data with AI into Google Sheets, with validation and human approval

  Not a fit for: Hundreds or thousands of invoices a month, multi-entity AP, or three-way PO matching — dedicated AP automation is built for this

  Editorial

• Replace simple Loom walkthroughs with recording tools you already have

  Not a fit for: Teams that rely on existing Loom links, viewer interaction or the integrated recording-to-sharing experience

  Editorial

• How to cancel a software subscription without breaking anything
• Reducing CRM costs for a small team: downgrade, consolidate or rebuild?
• Calendly vs Cal.com: scheduling pricing compared

Workflows and guides are ranked by how many tools from this list they reference; ties use alphabetical slugs.