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Artificial intelligence
Artificial intelligence for small businesses: 7 practical uses to get started
In short. start from one repetitive task (emails, summaries, quotes), let AI prepare a draft and always check the result. Don't put customers' personal data into tools without adequate safeguards and, if you use an automated assistant with the public, say clearly that it is an AI.
Where Italian businesses stand
According to ISTAT, in 2025 16.4% of Italian businesses with at least 10 employees used at least one artificial intelligence technology, twice the 8.2% of 2024. The most common uses concern marketing and sales (33.1% of businesses using AI) and the organisation of administrative processes (25.7%). For smaller businesses there is still plenty of room, and the starting point is often the most repetitive work.
1. Drafting emails and replies
Give the AI the message you received and two lines on what you want to say: you get a clear draft to reread and personalise. Useful for frequent requests, reminders, confirmations.
2. Summarising documents and meetings
Long contracts, minutes, meeting notes: a summary with the action points helps you miss nothing. For important documents, the summary doesn't replace reading them.
3. Quotes and sales texts from a template
Prepare a template with your items and prices: AI helps fill it in and describe the work clearly. You always check prices and terms yourself.
4. Content for your website and social media
Post ideas, first drafts of articles, product descriptions. It works best if you give precise instructions on tone, audience and the true information to use, and review every text before publishing.
5. Answers to frequent customer questions
A well-made FAQ page, or an automated assistant answering about opening hours, services and prices, takes pressure off phone and messages. It must always let people talk to a person.
6. Extracting data from documents
Invoices, forms, orders: AI can read documents and put the data in a table, cutting down retyping. Check the extracted data, at least by sampling.
7. Translations
Emails, product sheets, replies to customers from other countries: machine translation is now good for everyday use. Contracts and legal texts need a professional review.
The limits to know
| Risk | What to do |
|---|---|
| Errors and made-up information | Always reread and check data, figures and names before using them |
| Customers' personal data | Don't put it into tools without GDPR-compliant safeguards; prefer versions with data processing agreements |
| Transparency with the public | Say clearly when someone is talking to an AI system, as the EU AI Act requires |
| Depending on a single tool | Keep your own templates and documents, so you can switch service |
How to start, in practice
- Choose one repetitive task that takes up your time today.
- Measure how long it takes you now, for one or two weeks.
- Try AI on that task for the same period, checking every result.
- Compare time and quality, then decide whether to extend it to other tasks.
- Write a few internal rules: what can be entered, who checks, what is off limits.
If you would like help choosing where to start, we can look at a concrete case from your business together.
FAQ
Do I need a programmer to use AI?
Not for the basic uses: the tools already available and a little method are enough. Technical help is needed when you want to connect AI to your own software or automate a process.
Is it safe to enter customers' data?
Only in tools that offer adequate safeguards for personal data, as the GDPR requires. If in doubt, remove names and personal data from texts before using them.
Where should I start?
From a repetitive, low-risk task, like email drafts or summaries, measuring the time saved before extending its use.
Sources
- ISTAT, Businesses and ICT, year 2025 (15 December 2025), in Italian: https://www.istat.it/comunicato-stampa/imprese-e-ict-anno-2025/
- Regulation (EU) 2024/1689 on artificial intelligence (EUR-Lex): https://eur-lex.europa.eu/eli/reg/2024/1689/oj