AI Email Tools Comparison: Finding Your Perfect Fit

The AI email tool market has exploded. What was once a handful of options has become a crowded landscape. But not all tools are equal—and the "best" depends heavily on your specific needs, role, and budget.

Evaluation Criteria

Must-Haves

• Works with your email provider
• AI draft generation quality meets standards
• Acceptable speed
• Clear privacy policy

Nice-to-Haves

• Multiple profiles
• Custom writing style
• CRM integration
• Team features

Tier 1: Free and Built-In

Gmail Built-In Features

What it offers: Smart Reply, Smart Compose, email summarization

Pros: Free, seamless, secure

Cons: Limited AI, no customization, generic output

Best for: Light users, budget-conscious individuals

Outlook with Copilot

What it offers: Draft assistance, summarization, Microsoft 365 integration

Pros: Tight ecosystem integration

Cons: Requires Microsoft 365, additional cost ($20-30/user)

Best for: Organizations deep in Microsoft ecosystem

Tier 2: Premium ($15-40+/month)

Superhuman

Price: $30/month

Pros: Extremely fast, keyboard shortcuts, status symbol

Cons: Premium pricing, learning curve

Best for: High-volume emailers prioritizing speed

Aeralis

Price: Free tier (15 emails/month), Pro ($14/month), Business ($29/month)

Pros:

• Profile system for different contexts
• Custom writing style
• Google Search and Maps grounding
• Knowledge integration
• Privacy-first (no content storage)
• Works within Gmail (no interface change)

Cons: Gmail-focused, growing feature set

Best for: Professionals wanting customizable, profile-based AI with privacy focus

Shortwave

Price: $24-36/month (billed annually), 14-day free trial

Pros: Beautiful interface, strong AI, AI-first design

Cons: Requires switching from Gmail interface, no free tier, premium pricing

Best for: Tech-savvy professionals wanting AI-native experience

Feature Comparison

Feature	Gmail	Shortwave	Superhuman	Aeralis
AI Draft Generation	Basic	Full	Full	Full
Multiple Profiles	No	Limited	Limited	Yes
Custom Prompts	No	Limited	Limited	Yes
Google Search	No	No	No	Yes
Works in Gmail	N/A	No	No	Yes
Privacy-First	Google policy	Standard	Standard	Yes
Free Tier	Yes	No	No	Yes
Price (Paid)	Free	$24-36	$30	$14-29

Role-Specific Recommendations

Sales Professionals

Must-have: Personalization, CRM integration, high-volume capability

Top pick: Aeralis (profile system) or Superhuman (speed)

Customer Support

Must-have: Knowledge base integration, tone consistency

Top pick: Aeralis (Knowledge, profiles)

Executives

Must-have: Speed, tone flexibility, privacy

Top pick: Superhuman (premium) or Aeralis (balanced)

Small Business Owners

Must-have: Multiple contexts, affordable, easy setup

Top pick: Aeralis (profiles for different hats)

Pricing and ROI

Monthly cost comparison:

• Gmail Native: $0
• Aeralis Pro: $14
• Shortwave: $24-36
• Aeralis Business: $29
• Superhuman: $30

ROI calculation: If a $15/month tool saves 1 hour daily at $50/hour:

• Daily value: $50
• Monthly value: $1,000
• Monthly cost: $15
• Net ROI: $985/month

Security Considerations

Questions to Ask

• Where is content processed?
• Is content stored?
• Is data used for training?
• Can I delete my data?

Aeralis Approach

Email content processed but not stored by default. Content only retained with explicit user consent. No data used for model training.

Decision Framework

1. Define non-negotiables: What must the tool have?
2. Filter by budget: What can you afford?
3. Evaluate top 2-3: Compare against your needs
4. Try free trials: Test before committing
5. Make data-driven decision: After trial period

Key Takeaways

• Best tool depends on role, needs, and budget
• Free tiers work for basic needs
• Aeralis Pro ($14) offers excellent value for email writing
• Premium tools ($24-36+) add advanced features
• Privacy approaches vary—evaluate carefully
• ROI typically strongly positive for any paid tool

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Ready to implement? Read next: Implementing AI Email

Frequently Asked Questions

Is it worth paying for AI email tools when Gmail has free features? For most professionals, yes. Free features are limited. Paid tools typically pay for themselves within days through time savings.

Can I switch tools later if I choose wrong? Yes, though there's switching cost. Most tools don't lock in your data, but you'll lose any custom configuration.

What if my company has strict security requirements? Look for tools with clear privacy policies, SOC 2 certification, and data handling that meets your requirements. Aeralis's privacy-first approach may appeal.

Should I choose based on current needs or future growth? Balance both. Choose a tool that fits now but can scale. Avoid paying for features you don't need yet, but ensure growth path exists.

What's the biggest mistake people make choosing email tools? Over-focusing on features they won't use while ignoring basics like quality, speed, and ease of use. Simple tools used consistently beat feature-rich tools gathering dust.