Guides · Updated 2026-10-17
AI email assistants for small businesses (UK): Fyxer, Copilot and Gemini
If your inbox is full of quote requests, supplier emails and "just checking in" messages, an AI email assistant can sort it and draft replies for you to check. This guide compares three options, with prices read on each provider's own pricing page on 17 October 2026. One rule runs through all of it: let the tool draft, and you send.
What an AI email assistant does
- Sorts the inbox: labels messages so new enquiries stand out from newsletters and receipts.
- Drafts replies in your tone, ready for you to edit and send.
- Summarises long threads and meetings.
None of this removes the need to read what goes out. AI can state a wrong price or promise a date you can't meet.
The options and what they cost
| Tool | Works with | Price (checked 17 Oct 2026) | Free option |
|---|---|---|---|
| Fyxer | Gmail and Outlook | Pro: $49 per person a month paying monthly, or $37 billed annually. Team: $99, or $64 billed annually. 14-day free trial on Pro and Team | Free plan with 400 credits a month (about 20 chat messages); drafted replies and inbox sorting are on paid plans |
| Microsoft 365 Copilot | Outlook, Word, Excel, Teams | Copilot Business add-on from £13.80 per user a month paid yearly (shown as an offer; normally from £16.10). Business Standard with Copilot £18.10; Business Premium with Copilot £24.60. All excl. VAT, annual and auto-renewing | No free business plan |
| Gemini | Google apps | Personal plans: Google AI Plus $4.99 a month, Google AI Pro $19.99 a month. Google lists Gemini Enterprise Business edition from $21 per seat a month for small teams | Free Gemini app with a Google Account |
Sources: Fyxer pricing, Microsoft 365 Copilot pricing (UK), Google AI plans. Fyxer and Google showed US-dollar prices when we checked; your card may add a foreign transaction fee.
Which one fits?
- You use Gmail or Outlook and mainly want drafted replies: Fyxer is built for this job. Try the free plan to see the sorting and meeting notes, then the 14-day trial for drafts.
- Your business already runs on Microsoft 365: Copilot works inside Outlook and the other Office apps, priced in pounds. Note the annual commitment.
- You live in Google's apps: check Google's business plans for what's included with your account before buying a separate tool.
- You get a handful of emails a day: you may not need a paid tool. Paste the email into the free version of ChatGPT or Claude with a prompt, then edit and send it yourself.
Keep a human in the loop
Some tools can act on your behalf. For a small business, the safer set-up is:
- Drafts only. Don't switch on anything that sends emails without you.
- Check what access you grant. Read the permissions screen when you connect your inbox, and remove access when you stop using a tool.
- Keep sensitive data out where you can, and write down what staff may and mustn't do with AI. Our one-page AI policy template covers this.
- Check prices and dates in every draft against your price list and diary.
A prompt for replies (free tools)
You are replying for [business name], a [trade] in [town]. Draft a short, friendly reply to the email below in British English. Use only these facts: [prices, availability, service area]. If the customer asks something not covered, say I'll confirm and ring them. Don't invent prices or dates. Email: [paste]
More in ChatGPT prompts for small business admin.
Related
- Messages spread across email, WhatsApp and Facebook? See unified inbox tools.
- Want to test whether a subscription pays for itself? Use the AI tool break-even calculator.
- New to AI tools? Start with AI for beginners: the first three tasks.
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FAQ
Do AI email assistants send emails automatically?
Some can, but you don't have to let them. Fyxer's paid plans draft replies in your tone for you to check. Keep sending manual.
Is Fyxer free?
There's a free plan with 400 credits a month. Drafted replies and automatic labelling are on the paid Pro and Team plans, which have a 14-day free trial.
How much is Microsoft 365 Copilot for a small business?
The Copilot Business add-on was from £13.80 per user a month, paid yearly and excluding VAT, shown as an offer (normally from £16.10) when we checked on 17 October 2026.
Can I just use ChatGPT for emails?
Yes, by copying and pasting. It's slower than a built-in assistant, but it's free and nothing is connected to your inbox.