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Custom AI agentsWe build and run an agent for one jobPricingAboutBlogTen AI tools an independent consultant or small consulting firm can use in 2026 for proposals, research, client reporting, meeting notes and invoicing, with prices read on each vendor page, who each fits, and one honest limit for each.
Checked October 26, 2026. Prices were read on each vendor's own pricing page. Prices change: re-check before you buy. Dooza Crew is our product and our top pick for the admin around client work; we say why, and where the others fit better.
Our top pick for the admin around client work is Dooza Crew: AI employees that draft follow-up emails after calls, chase unpaid invoices and answer the phone, $49 a month for the whole organization, and they ask before sending anything. For meeting notes, Fathom has a free forever plan. For research and drafting, Claude. For proposals, Qwilr. For invoicing, Xero. For scheduling, Calendly.
This guide is for independent consultants and small firms who sell expertise: proposals, research, client reporting, notes, invoices. You are not a lawyer or an accountant, so the rules are simpler, but client confidentiality still matters, and you decide what each tool is allowed to see.
Fewer than the headlines suggest. The U.S. Census Bureau's survey found that "overall AI usage hovered between 17% and 20%" from December 2025 to May 2026. For the smallest firms: "Less than 20% of firms with four or fewer employees reported using AI."
That covers every industry, so read it as a rough guide. If you are a solo consultant, most of your peers are still early. A small, careful pilot beats a big stack.
| Tool | What the AI does | Price (vendor page, Oct 26) | Free option |
|---|---|---|---|
| Dooza Crew (ours, top pick) | AI employees for follow-ups, invoice chasing, forms and phone calls | $49/mo per organization, unlimited users and agents, AI usage included | 7 days free (card required) |
| Fathom | Call recordings, summaries and action items | Team $15 or $19 per user/month | Free forever |
| Otter | Live transcription and AI chat across meetings | Pro $16.99/user/month (annual about $8.49) | Basic free, 300 min/month |
| Fireflies | Meeting transcripts, AI summaries, AskFred assistant | Pro $18 monthly, $10 per seat billed annually | Free forever, $0 |
| Claude | Research, drafting and analysis | Pro $17/month billed annually, or $20 monthly | Free plan |
| Notion | Client notes and project pages with AI | Plus $10, Business $20 per member/month | Free $0 plan |
| Qwilr | Interactive proposals with an AI Proposal Creator | Starter $35 per user/month | Free trial |
| Xero | Invoicing and bookkeeping with JAX, an AI finance partner | Early $27/month after the intro offer | One month free shown |
| Calendly | Scheduling with an AI notetaker add-on | Add Notetaker & Callie from $10/seat/month | Always-free plan |
| Loom | Client walkthrough videos with AI summaries | Business + AI $24 per user/month | Starter $0; 14-day trial of Business + AI |
The tools below each do one job well. A consulting practice loses time in between: the follow-up email after a call, the invoice that is 30 days late, the intake form, the voicemail from a prospect. Crew gives your practice AI employees, each with its own computer and browser and its own job. They work around the clock, work with your team in one chat, and pass work to each other. Before one sends an email or clicks Send, Submit or Pay, it asks you to Approve, Edit or Reject.
Example jobs you could give it: you could give one agent the job of drafting a follow-up email after each client call from the notes you paste in; another the job of chasing overdue invoices with a polite reminder for you to approve; another the job of answering the phone and taking a message while you are with a client; another the job of filling a fillable PDF, Word or Excel form you upload, such as a client's vendor onboarding form.
Try Dooza Crew free for 7 days.
Fathom records video calls. The free plan gives "Unlimited recordings, instant call summaries, integrations with LLMs & more." Team adds "AI generated action items".
Otter's free Basic plan includes "Live transcription" and "AI Chat within and across meetings".
Fireflies' free plan lists "Unlimited transcription*", "Limited AI summaries" and an "AskFred: AI assistant" you can ask questions of your meetings.
Claude is a general AI assistant. Consultants use it to summarize a long document, outline a proposal, pressure-test a recommendation or turn call notes into a clean memo. The free plan covers "Search the web, create files, and run code".
Notion keeps client notes, project plans and templates in one workspace. The Business plan lists "AI Meeting Notes", and Free and Plus include "Trial AI capabilities like generating docs, or autofilling databases".
Qwilr builds web-page proposals with e-signature and analytics, and its navigation features an "AI Proposal Creator".
Xero's page promotes "JAX, your AI finance partner" that automates work. The entry plan includes "Send quotes and 20 invoices".
Calendly lets clients book time with you. Its AI parts are paid add-ons: "Notetaker" for recaps and action items, and "An AI assistant that schedules over email" called Callie, in Beta.
Loom records your screen and voice, handy for explaining a deliverable without a meeting. Business + AI adds "automatic video summaries and chapters".
Our top pick for the admin around client work is Dooza Crew (our product): AI employees that handle jobs such as drafting follow-up emails after calls, chasing unpaid invoices for you to approve, and answering the phone, for $49 a month for the whole organization after a 7-day free trial. It asks you to Approve, Edit or Reject before it sends anything. For specific jobs: Fathom, Otter or Fireflies for meeting notes, Claude for research and drafting, Qwilr for proposals, and Xero for invoicing.
Fathom, Otter and Fireflies all have free plans. Fathom: "Free forever", with Team at $15 or $19 per user a month. Otter: a free Basic plan with 300 monthly transcription minutes, Pro at $16.99 a user monthly. Fireflies: a $0 plan with limited AI summaries, Pro at $18 a seat monthly or $10 billed annually. Calendly also sells an AI Notetaker as an add-on from $10 a seat a month.
That is your decision, and it depends on your client agreements. Read each vendor's privacy and data terms, check what your contract says about third-party tools, and keep sensitive material out of any tool you have not cleared. With Dooza Crew you choose which web tools and files an agent works in, and it asks you to Approve, Edit or Reject before it sends anything. Dooza Crew has no certifications to rely on.
It can draft them. Qwilr has an AI Proposal Creator and plans from $35 per user a month with a free trial, and Claude can draft a first version from your call notes. You still decide scope, price and wording. Qwilr meters generated documents: 40 are included on Starter, then $2.50 per document.
Fewer than you might think. The U.S. Census Bureau said overall AI usage "hovered between 17% and 20%" from December 2025 to May 2026, and "Less than 20% of firms with four or fewer employees reported using AI." That covers all industries, not only consulting.
Yes: Claude has a free plan, Fathom is free forever, Otter Basic and Fireflies are free, Calendly has an always-free plan, Loom Starter is $0, and Notion Free is $0. Free trials: Qwilr Starter, Loom Business + AI 14 days, Xero shows one month free, and Dooza Crew 7 days (card required).
A lead AI agent plus helper agents that browse the web, write files and ask you before they send or pay. 7-day free trial (card required), then $49/month with AI usage included and a hard spending cap.
Nine tools a wedding planner can use in 2026, from client-management software with built-in AI to phone answering, meeting notes and automation, with prices read on each vendor page, who each fits, and one honest limit for each.
Ten AI tools an independent agency can use in 2026, from AI receptionists to AI inside your AMS, with prices read on each vendor page, who each fits, and one honest limit for each.
Got busywork? Dooza it.
Try Dooza Crew, AI agents that do your busywork: 7-day free trial (card required), then $49/month with AI usage included and a hard spending cap. Want a custom agent built for you instead? A Dooza engineer scopes it on a free 30-minute call and it starts as a refundable pilot. See pricing.
Crew: 7-day free trial · Custom agents: refundable pilot, 100% refund within 14 days
Dooza builds AI products and services for small businesses. Custom Dooza agents start with a refundable pilot: 100% refund within 14 days.
Or start now: Dooza Crew, AI employees you chat with from web or phone, watching every step live in chat: free for 7 days, then $49 a month for your whole organization (unlimited users and agents, no per-seat fee) with AI usage included and a hard spending cap. Want it done for you instead? Dooza Managed, $200/month.