9 Ways To Use An AI Assistant In Small Business

9 Ways To Use An AI Assistant In Small Business

How AI Assistant Help Small Business

Not long ago, we perceived AI as something abstract and futuristic. We heard a lot about it. Yet, we knew little about how to use it. Today, it’s a real, accessible tool many small businesses use. If you, too, would like to try, below are nine ideas for how you could do that.

Automate Responses to FAQs

You’ll probably agree that time is precious for any business. This is why we all love tools that can save it. Well, AI is one of them. Imagine a chatbot on your website or social media, programmed with answers to all common questions you get. Customers ask, and the bot replies.

Say you run a café. Program your bot to answer FAQs like “What flour do you use for macarons?” or “Do you have vegan milk?” This saves you time and keeps your customers informed, effortlessly.

Automate Appointment Bookings and Reminders

No one wants to miss appointments in business, that’s obvious. What is less obvious though is how to avoid it. Contacting professional AI services may be one of the options. They can help you develop a custom scheduler that will take care of the bookings exactly the way you need it. You stay organized, and clients stay happy.

For example, if you’re a dentist, patients can book their check-ups online. The AI system reminds them of an appointment a day before. You reduce empty slots, and your patients don’t forget their appointments. That’s the “win-win” scenario in pure form!

Sort and Prioritize Incoming Messages

Inbox overload? Let AI sort it out. It can prioritize emails based on urgency or sender, bringing important messages to your attention first. Less time sifting through emails, more time focusing on what’s crucial.

For example, many (in fact, most) small businesses receive hundreds of emails daily. If yours is one of those, employ AI to filter out spam, flag emails from VIP clients, and even sort out order-related messages. Your response time improves, and nothing slips through the cracks.

Automate Posts and Analyze Engagement

Every day we hear how important it is to manage our social media. It’s, indeed, important but also challenging. AI can tame it. Schedule posts across platforms and let the virtual assistant analyze which ones do best. This way, you get to plan your social media strategy more effectively, based on real data, not guesswork.

Let’s say you’re running a boutique. The AI assistant schedules your posts showcasing new arrivals and tracks which posts get the most engagement. This is a very good guide on what your customers love (and want) to see.

Identify and Prioritize Potential Leads

Sales leads everywhere. Which to focus on? An AI assistant can score your leads, identifying who’s most likely to buy. This will allow you to only spend time on those that matter.

Imagine you have an online store. The AI assistant examines browsing patterns and past purchases. Then, it flags high-potential leads for you to follow up. 

Monitor Stock Levels and Predict Needs

Running out of stock is bad for any business. AI inventory management tracks your stock levels and predicts when you’ll need more. It can even automate reordering. You avoid stockouts and lost sales, and you don’t overstock either.

For instance, in your hardware store, a virtual assistant can track fast-moving items and alert you when stocks are low. It can likewise place orders with suppliers automatically. Say goodbye to manual inventory checks.

Streamline Invoicing and Expense Tracking

Invoicing and tracking expenses are tedious but you can’t just give them up. A way out is to outsource it all to an AI assistant. The latter can do the heavy lifting — generating invoices, tracking payments, and managing expenses. This keeps your finances in check and saves you a ton of time on paperwork.

Consider a freelance graphic designer scenario. After completing a project, the AI assistant automatically generates and sends an invoice to the client. Plus, it categorizes expenses such as software subscriptions. Sounds convenient, right?

Tailor Offers and Recommendations

We all know that personalization matters because it can boost sales. But it requires time and effort. Part of the job can be performed by an AI assistant. It will analyze customer data and create tailored offers and product recommendations.

Take a bookshop, for instance. Your AI system tracks what each customer buys or browses. Next time they visit your online store, it recommends books they’re likely to enjoy. Chances are, this will keep them coming back.

Provide Insights on Trends and Competitor Activities

Last but not least, an AI assistant can be a valuable source of all kinds of insights. It can analyze market trends, track your competitors’ moves, and keep you informed.

Imagine you own a local bakery. Special software can monitor baking trends and consumer preferences and alert you to new flavors or dietary trends. It also keeps an eye on what other local bakeries are doing maybe a competitor just introduced a new line of gluten-free pastries. With this info, you can adapt quickly and offer your unique gluten-free options, too.


As you’ve seen, there are many ways of getting an AI assistant to complete tasks for your small business. All in all, it’s a great tool to start doing the job faster and more efficiently. All you need is to analyze your current processes and see where help is most wanted.

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Christophe Rude

Christophe Rude

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