
I was speaking to a landscape architect yesterday who was very excited about using artificial intelligence to help her prepare quotes and costings for customers.
She was enthusiastic about the possibilities, and I could understand why. Preparing quotes can be a time-consuming business. You have to calculate materials, estimate labour, work out costs and arrive at a price that will make the job profitable.
For a small business owner, this is often the sort of work that gets done after hours, when the day’s business is over.
Now AI is helping to take some of that burden away.
I’ve been urging small business people to start using AI for various functions, and this conversation reinforced my view that we are witnessing a significant change in the way small businesses operate.
There is a lot of negative publicity about AI. Writers are concerned that it will produce inferior work, while the news is full of warnings about AI destroying jobs.
But while these debates continue, small business owners are quietly discovering something rather different.
AI is becoming their virtual assistant.
The assistant who doesn’t need a salary
Think about the typical small business owner.
You might be running a landscaping business, a coffee shop, a plumbing operation or a small professional practice.
You have to deal with customers, prepare quotations, manage your accounts, organise staff, schedule appointments, order supplies and follow up on outstanding business.
You might be very good at your trade, but that doesn’t necessarily mean you enjoy the administrative work that comes with running a business.
Hiring somebody to take care of these functions can be expensive. And employing people brings its own complications.
You have to pay salaries, manage performance and deal with the inevitable problems that arise when people don’t turn up for work, arrive late or fail to do what they are supposed to do.
There are also risks. A dishonest employee can steal from the business or abuse the trust placed in them.
For a small business operating on tight margins, employing an additional person to handle administrative work may simply not be financially viable.
This is where AI starts to make a real difference.
From information to action
The internet has already transformed small business.
Google gave business owners access to information that was previously difficult to obtain. Facebook and other social media platforms provided relatively inexpensive ways to promote their businesses and reach customers.
But AI is different.
It is moving beyond providing information and helping people write things. Increasingly, it can perform tasks.
A landscape architect can use AI to prepare an initial quotation. A business owner can use it to draft customer correspondence, organise appointments and follow up on enquiries.
AI can help prepare schedules, analyse costs, forecast demand and identify opportunities to improve profitability.
Some systems can even answer telephone calls, check availability and book appointments.
The important point is that AI is becoming capable of doing work that previously required somebody sitting behind a desk.
And that changes the economics of running a small business.
The landscape architect and the coffee shop
Consider the landscape architect I spoke to.
Instead of spending hours preparing quotations, she can use AI to help produce an initial estimate based on the work required, materials and labour.
She still needs to check the figures, apply her professional judgement and ensure that the quotation is accurate.
But AI can take care of much of the routine work involved in putting the quote together.
That means she can spend more time designing gardens, meeting customers and actually doing the work she enjoys.
Now consider a coffee shop owner.
The morning rush can be hectic. Customers arrive, orders have to be taken, coffee has to be made, and staff have to keep everything moving.
Meanwhile, the owner has to think about stock, staff schedules, supplier prices and the next day’s business.
AI can help forecast how much stock will be needed, identify when more staff are required and assist with ordering supplies.
It can also answer customer enquiries and, in some cases, take telephone orders.
The coffee shop owner may not need another person to perform all these administrative functions.
Instead, AI can help with some of the work, leaving the owner and staff to concentrate on serving customers.
The risks and the opportunities
Of course, AI is not infallible.
It can make mistakes, produce incorrect figures and misunderstand instructions.
A business owner who blindly accepts an AI-generated quotation could find that a job has been underpriced and that the business is losing money.
The same applies to costings, stock orders and financial forecasts.
Human judgement remains essential. The business owner is responsible for the decisions made and the work delivered to customers.
But these are reasons to use AI carefully, not reasons to dismiss it.
Small business owners have always had to adapt to new technology. The difference now is that AI is becoming accessible to people who don’t have the resources to employ specialist staff or invest in expensive systems.
A competitive advantage for small business
The implications are significant.
A small business owner who uses AI effectively can potentially operate with lower administrative costs, respond to customers more quickly and spend more time on the activities that generate revenue.
They may be able to do things that previously required employing another person.
This doesn’t necessarily mean that AI will replace all those jobs. It may mean that a small business can grow without having to increase its administrative staff at the same rate.
And for someone starting a business, the ability to handle more of the administrative work without immediately employing additional people could make the difference between getting started and remaining an employee.
There is plenty of debate about whether AI will destroy jobs. But there is another side to the story that deserves attention.
AI is giving small business owners access to capabilities that were previously available mainly to larger businesses with bigger budgets.
For the landscape architect, it means getting quotations and costings done more efficiently.
For the coffee shop owner, it means managing the business more effectively.
And for thousands of other small business owners, it could mean having a virtual assistant that helps them get through the day.
The real opportunity for small business is not that AI can write a clever paragraph. It’s that AI can help get the work done.
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Financial News Daily is an independent business news syndicate and a wholly owned subsidiary of Idea Accelerator. We publish financial, environmental and corporate commentary for digital platforms, media outlets and organisations. Nothing published here constitutes investment, legal or financial advice. All opinions are editorial commentary on matters of public and economic interest.












