Real business use cases

AI use cases for small businesses

These are the automations we build most often for businesses with 1 to 20 people in the US and Europe. Each one starts from a real task that eats your week, and each one is judged on the time or money it saves, not on how clever the AI is.

Inbox triage and reply drafting

Good for: Agencies, consultancies, professional services

AI reads incoming email, labels it by type and urgency, and drafts replies in your tone for you to approve. Nothing is sent without a human.

Typical tools: Gmail or Outlook, ChatGPT or Claude, Zapier or Make
Counts as: 1 outcome

Lead follow-up that never forgets

Good for: Real estate, trades and home services, coaches

Every web form, call-back request or enquiry email gets a personalised reply within minutes, is logged in your CRM, and gets a follow-up if the lead goes quiet.

Typical tools: Website forms, HubSpot, Pipedrive or a simple spreadsheet CRM
Counts as: 1 outcome

Invoice and receipt capture

Good for: Accounting and bookkeeping firms, small retailers

Supplier invoices and receipts arriving by email are read, checked and posted to your accounting software as drafts, so your team reviews instead of retyping.

Typical tools: QuickBooks, Xero, DATEV or Lexoffice, plus an AI document reader
Counts as: 1 outcome

Website assistant trained on your own content

Good for: Clinics, e-commerce shops, local services

A chat assistant on your website that answers questions from your own pages, prices and policies, books appointments and hands over to a person when needed.

Typical tools: Your website, booking system and an AI assistant with your content
Counts as: 1 outcome

Meeting notes to CRM

Good for: B2B sales teams, consultants, recruiters

Calls are transcribed and summarised, next steps are pulled out, and the CRM record and follow-up email are updated automatically.

Typical tools: Zoom, Teams or Google Meet, your CRM, an AI note-taker
Counts as: 1 outcome

Quotes and proposals in minutes

Good for: Agencies, contractors, IT and design studios

AI turns your notes from a discovery call into a first-draft quote or proposal using your own templates and price list, ready for you to check and send.

Typical tools: Google Docs or Word, your price list, ChatGPT or Claude
Counts as: 1 outcome

Internal knowledge assistant

Good for: Any team with procedures, manuals or policies

Staff ask questions in plain language and get answers from your own SOPs, handbooks and past documents, with links to the source.

Typical tools: SharePoint, Google Drive or Notion, plus a private AI assistant
Counts as: 1 outcome

Reviews, social posts and customer replies

Good for: Restaurants, retail, hospitality

Draft replies to Google reviews and messages, and a weekly batch of social posts based on what is actually happening in your business, all approved by you.

Typical tools: Google Business Profile, Meta tools, ChatGPT or Claude
Counts as: 1 outcome

Not sure which one fits?

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