Sep 26, 2025
5 AI Tools for Agencies That Saved Me 20+ Hours of Work (and How to Use Them)
Tools
Here are the 5 best AI tools to automate your agency in 2025:
Zapier AI - for backend automation
Qwilr - for interactive proposals
Beautiful.ai - for client presentations
Fireflies.ai - for meeting summaries
Custom GPTs - for internal workflows
Why Should I Integrate AI Tools in 2025?
Running a lean agency or a consulting business means wearing many hats. You are responsible for managing leads, meeting prep, follow ups, processing contracts, and paperwork. In a service based business like this, the experience of your client is everything. You need to make sure they feel important and taken care of throughout your process.
The problem with wearing so many hats is that you often cannot give 100% to each facet. You spend hours prepping for meetings, hours on calls, hours documenting your notes, and hours preparing contracts. Suddenly you don’t have any time to actually get the work done for clients. Your communication falls short, your time slips away.
We live in a time of unlimited potential. AI and technology is ever present and available to help support your business. Whether it’s automating data entry or offering you new perspectives, there are an abundance of tools to help bridge the gap and help you to focus on your clients needs.
Researching AI tools for agencies can be tough. Here are five tools I have used to supercharge my systems:
Tool #1: Zapier AI – Workflow Automation for Agencies
What is Zapier AI?
Zapier is a tool to automate workflows. You can connect the many apps within your stack and allow information to be passed between them. You can also set rules and triggers to start workflows.
How I Use It
I have created ‘zaps’ to automate processes such as onboarding, marketing, and research. All of these processes are completed without me having to do a thing, plus I get notifications to keep track of workflows in progress.
Use Case: Automate Your Onboarding
I use Zapier AI to set up workflows like:
New calendar booking -> lead created in CRM -> Welcome email sent -> slack notification
A process that could take hours in total, now done in minutes. A process that can be done while you work on other tasks or while you sleep. The power of Zapier should not be overlooked.
Pro Tip: Start Simple, Then Scale
Like any kind of tech development, it’s easy to get carried away. There are endless processes to automate and steps to add. I encourage Zapier beginners to build simple steps well and then expand them. At the end of the day, you need to make sure your workflows deliver when they are needed and your clients aren’t let down.
2. Qwilr – AI Proposal Tool to Win Clients Faster
What Makes Qwilr Different
Qwilr allows you to create beautiful proposals. This tool stands out to your clients as an integrated buying experience.
No longer are they receiving the same dull pdf template or Google Doc. They receive an interactive proposal that gives an outstanding first impression. Your branding is instantly elevated by a simple yet sophisticated sales page that you design with their drag and drop system.
How I Use It to Win Clients Faster
I have used this to send out custom proposals for strategy packages. With branded templates, I can put together proposals with fast personalization. My clients can see interactive pricing charts, schedules, and ROI calculators. This is an experience for them I have been unable to match with other tools.
Results: From PDFs to Interactive Experiences
With such an elevated experience, clients know they are well taken care of. In this digital age, we must find ways to stand out from the rest and interactive experiences like this are one of those ways. With digital signature, payments, and the ability to beautifully display your offer, close rates are sure to improve.
Favorite Features + Use Case Tips
My favourite thing about Qwilr is its notifications. When I send out a proposal to a client normally, often, it feels like you mailed it into the void. You get no feedback or insights into what works and what doesn’t. With Qwilr, I can see exactly when clients view their proposal as well as what they are viewing so I can better understand their experiences and tailor my future proposals
3. Beautiful.ai – AI Slide Decks for Client Presentations
Why I Replaced PowerPoint
Powerpoint has been a long standing tool for client meetings. It allows you to put information on slides, but the benefits really end there. Its clunky and time-consuming overall.
Beautiful.ai uses artificial intelligence to apply design rules live whilst keeping your company’s branding on point. There are tons of templates to choose from or you can build with a simple prompt. Even without design skills, you can create advanced presentations.
How I Use It
I use Beautiful.ai to build intro meeting, strategy, and reporting presentations for clients and partners of mine. The system allows me to easily add information, present data visually and create appealing designs that don’t feel generic.
Results
The results for me are simple. I create better looking desks, 80% faster. The system understands my branding too, so if my team expands, they will be able to create in a similar way. My clients think I spend hours on these presentations and I am so glad I don’t.
Quick Tips
I would encourage you to create templates for each of your meeting types. I have ones for Tech Audits, Proposals, and Intro Meetings. This will speed up your process times and keep your client experience consistent.
4. Fireflies.ai – AI Meeting Transcription for Client Calls
What It Does
Fireflies is an AI note taking app. It automatically joins all your virtual meetings and then records, transcribes, and summarizes them right into your inbox. Fireflies also integrates with your tool stack to make sure you get the information you need in the right place.
The Workflow
I have helped companies to integrate Fireflies and have it join all client meetings. From here, a task list is generated and submitted to their CRM through Zapier. Not only will it save the notes to the file, it also will help assign tasks. This has saved so much time and ensured all tasks are followed through.
Results
The result of an AI notetaker seems obvious. All your meetings are 100% documented and the notes are stored on your behalf but there is more than just that. Your clients will feel more heard than ever. You will be able to give your undivided attention at all times and accountability is improved via the clear follow up tasks.
A week of client meetings with Fireflies is a week of multiple hours saved.
How I Integrate It
I utilize Fireflies with its CRM and Zapier connections. Using tags allows you to ensure your tasks are assigned to the right team members. They also have a mobile app to record in-person meetings too!
5. Custom GPTs – Tailored AI Agents for Your Business
What Are Custom GPTs?
GPTs are a personalized version of ChatGPT that is built to your specific need using instructions, documents, tones, and use cases. GPTs can be built without needing to code and can be built to purpose.
Use cases for GPTs would be common specific tasks that you do within your business. Some general use cases could be content creation, internal operations, or brain storming ideas.
What I Have Built
I have built GPTs to assist with a number of tasks, my best was for a company that often struggled with process documentation for their employees. The information they had to collect was often scattered, required external inputs, and was time-consuming to explain continuously.
My solution was to design a GPT that could take on the knowledge of the processes and answer any questions pertaining to them.
The GPT was fed documentation that detailed a number of client processes. The GPT was prompted to simplify and explain steps to help not only answer questions but also educate the team member.
Results
The results were clear. The company was able to give the team access to this system and could ask as many questions about the process as they needed. This was especially of value for new hires who felt more independent and confident in their work as they had a reliable place to go to for questions. This saved supervisors 5+ hours a week as they did not need to explain processes over and over. New hires also were able to learn faster on the job as they had an excellent source of knowledge that could answer any questions they had.
How to Build One
You will need a paid edition of ChatGPT to create a GPT. You can then visit chatgpt.com, go to “GPTs” → “Create”.
From here you can upload documents, give detailed instructions, and design the capabilities of your GPT. It is important to test your GPTs vigorously prior to release for your team to ensure its accuracy. Continually testing and iterating will ensure the results are what you expect and they provide the most value to your team.
Check out this OpenAI blog post about perfecting your GPT instructions: https://help.openai.com/en/articles/9358033-key-guidelines-for-writing-instructions-for-custom-gpts
How These Tools Work Together
The magic of these tools is that individually they can have a great impact on your company but together they can also create an effortless workflow that saves you time and delivers great value.
Imagine you have a new lead that completes an onboarding form. Zapier sends the new lead’s information CRM and sends them a calendar booking link. You show up to the client meeting with Fireflies, it takes notes for you and summarizes the call with action points and follow ups to come back to. You then transpose this information into your Custom GPT which was designed to take meeting summaries and create a proposal that is personalized to the needs of your lead. You take the proposal and create a beautiful.ai pitch deck which appeals to your client as it is themed on their personal interests and outlines your offer. The meeting is over and the client wants you to send the details in writing. You create a proposal in Qwilr that is interactive and informative. The client reads through, plays with the ROI calculator, agrees on their chosen package, signs the contract, and completes their payment.