Did you know that solopreneurs and small business owners spend an average of 16 hours per week (about 3.2 hours per day) on administrative tasks? That’s two full workdays that could be dedicated to growing your business, developing new offerings, or—imagine this—actually taking time off. The right AI automation tools for solopreneurs can reclaim this time, which is exactly what I’ve done with my tech stack.
After 25+ years as a solopreneur, I’ve learned that success isn’t about working harder—it’s about building systems that work for you. Today, I’m pulling back the curtain on the 12 essential tools that form the backbone of my business at AI Advantage Consulting.
This isn’t just a list of random apps. It’s a carefully curated ecosystem where each tool plays a specific role in my business operations. Let me walk you through a typical day in my business life and show you how these tools work together to save me 20+ hours every week.
Productivity Powerhouses
Gemini in Google Workspace: My Digital Executive Assistant
At the heart of my daily operations is Google Workspace with Gemini integration—my first stop every morning.
My day begins with a simple prompt: “Scan my unread emails and list action items by priority.” Within seconds, I have a clear roadmap for the day’s communications. If you’re a solopreneur, you know there are always fires to put out, and this simple automation helps me tackle them systematically.
When drafting emails, Gemini summarizes recent correspondence, checks related files for context, and brings me up to speed instantly. It also checks my calendar and creates follow-up tasks automatically. My clients and I are saving 5+ hours per week on email management alone with this workflow.
But what I love most about the Google ecosystem is how everything works together:
- Google Docs has become my repository for everything—social media posts, blog content, email templates, client communications, ++. I save it all because it might be valuable for training AI models later.
- Google Sheets hosts my CRM, social media analytics, financials, and project tracking—all automatically updated by Zapier.
- Google Meet transcribes my client sessions, providing a transcript, summary, and overview delivered in a single email with relevant files attached.
- Google Calendar updates when I share a screenshot of event details and I can “call” it in from any app I’m working in.
- Google Forms gathers client information, needs assessments, and feedback, with Zapier automating follow-ups, Sheets updates, and task creation.
Plus, I’ve created Custom Gems in Gemini for each client, trained on their preferences, journey, projects, and communication style.
ChatGPT: My Strategic Partner
While Gemini handles my daily operations, ChatGPT is my go-to strategic partner. I turn to it for in-depth research, data analysis, code debugging, and deep reasoning.
My workhorse Custom GPTs live here—specialized tools for creating code, analyzing social media and Google Analytics, managing my membership site, and supporting the tutorials I offer on Gumroad.
ChatGPT is also my research assistant. Remember when we used Google for quick answers? That’s how I use ChatGPT now, but with more nuanced and comprehensive responses.
Zapier: The Invisible Automator
If there’s one tool I couldn’t live without, it’s Zapier—the glue that keeps my tech stack together. It makes all my apps talk to each other and automates tasks in real time while I sleep.
When a client books a session through Calendly, Zapier automatically:
- Updates my CRM in Google Sheets
- Creates a welcome sequence in Gmail
- Adds a task to my task list
- Triggers a Google Form for intake information
- Adds the client to my email list
Without Zapier, I’d need a team of assistants to manage these workflows. Instead, I’ve built automated systems that run seamlessly in the background.
Creativity Catalysts
Canva: My Design Powerhouse
People tell me they could spot my content from the moon, and I have Canva to thank for that. From brand kits to templates to a jam-packed “Magic Studio” filled with AI tools, Canva makes being creative both easy and fun.
I can now remove a background with a single click—a task I still remember doing pixel-by-pixel in Photoshop. Canva has democratized design for non-designers like me, allowing me to create professional-looking assets in minutes instead of hours.
Claude: My Creative Partner and Project Manager
Claude has become my creative partner and project manager. It’s trained on my brand voice, brand kit, mission statement, and ideal client profile—it knows my business inside and out.
What sets Claude apart for me is it’s writing style. If I have a particularly difficult email to write, I turn to Claude every time. It has streamlined my creative process by helping me write social media posts, blogs, website copy, and creating visual artifacts I use as reference designs in Canva.
The result? I’ve reduced my time on content creation by 65% with inspiration from Claude.
Midjourney: My Creative Inspiration
While I’m still exploring Midjourney’s full potential, my favorite use case is studying the work of other creators for inspiration. I primarily use Midjourney for my blog creatives, translating concepts into visual inspiration that I can then recreate in Canva.
If I had to live without one of my subscriptions, this would probably be the one—but for creative inspiration, it still earns its place in my stack.
Client Management Masters
Calendly: The First Impression Maker
Calendly is the tool I never knew I needed and now can’t live without. With automated sequences, email and text reminders, and easy integration with my other tools, it creates a seamless booking experience for my clients.
I trust Calendly to create that crucial first impression in my client journey. Integrated with Zapier, it updates my CRM, adds tasks, triggers forms, and more—reducing my time on client onboarding by over 70%.
Notion: The Client Command Center
Notion is where my clients live in their custom client portals. I’ve built each client a command center with everything they need to succeed, organized for easy access.
I love Notion for organizing information—documents, images, tutorials, databases, dashboards, and more. It creates a professional, organized experience for clients while making it easy for me to manage and update their resources.
Loom: The Training Companion
For training videos and walkthroughs in my Automation Genius program, Loom is my go-to tool. It’s easy to use, easy to edit, and easy to share—all essential qualities when creating educational content.
Loom allows me to create personalized video feedback and tutorials for clients, adding a personal touch to my digital services.
WordPress Ecosystem: My Website Automation Hub
The final three tools power my WordPress website. Instead of building on rented land with third-party platforms, I’ve invested in owning my digital home—a decision that pays dividends in both control and long-term cost savings:
- AutomatorWP: Like Zapier for WordPress, it makes all my plugins talk to each other, saving time and money through no-code automation.
- MailPoet: Manages my subscriber list and makes designing eye-catching emails easy with an intuitive drag-and-drop interface. With best-in-class delivery rates and built-in SMTP, setup was a breeze.
- MemberPress: Powers my upcoming Members portal (coming soon!). I’ve been asked for years to provide cohorts and a dedicated community. This will allow me to collect payments and easily set up subscription tiers while keeping my community in one place.
Building Your Own Tech Stack
The beauty of today’s AI and automation landscape is that you don’t need to adopt all these tools at once. Start with the areas where you’re spending the most time or experiencing the most frustration.
For most solopreneurs, I recommend starting with these three fundamental tools:
- Google Workspace with Gemini: To streamline your daily operations and communications Is Google Workspace right for your solopreneur business?
- Zapier: To connect your tools and automate repetitive tasks
- Canva: To create professional-looking visuals without design skills
From there, you can expand based on your specific business needs.
The Real ROI of Automation
The return on investment from my tech stack isn’t just measured in time saved—though reclaiming 20+ hours per week is certainly significant. The real value comes from:
- Reduced mental load: No more keeping track of follow-ups, deadlines, or client details in my head
- Consistent client experience: Every client receives the same high-quality experience, regardless of how busy I am
- Scalable business model: I can take on more clients without proportionally increasing my workload
- Work-life boundaries: Automation helps me create clear boundaries between business and personal time
Most importantly, these tools have allowed me to focus on what I do best: helping solopreneurs transform their businesses through intelligent automation.
Ready to Build Your Own Automation Ecosystem?
If you’re ready to reclaim your time and build a more efficient business, I’d love to help. My Automation Genius program is designed specifically for solopreneurs who want to cut their administrative time in half and build systems that scale.
Book a free consultation to discover which automation solutions would have the biggest impact on your business. Your kitchen table breakthrough is waiting.
What tools are essential to your business operations? Share your must-have tech stack in the comments below, or connect with me on LinkedIn to continue the conversation!
