5 Ways to Use AI in Your Small Business (That Actually Save Time)

You don’t need to understand how AI works. You don’t need to watch a 45-minute YouTube tutorial. And you definitely don’t need to feel bad about not “getting it” yet.

Most AI tools are shockingly simple to use. You type a question or request in plain English, and it gives you an answer. That’s it.

This guide covers five specific ways you can use AI to save time in your business this week—with exact prompts you can copy, the tools to use, and what they cost (spoiler: most are free).

1. Draft Client Messages When You’re Stuck on What to Say

Ever stared at your phone for five minutes trying to figure out how to word a message?

Maybe it’s a client who wants to reschedule for the third time. Or someone asking for a discount. Or a tricky situation where you need to be firm but not rude.

AI is perfect for this.

How to do it:

Open ChatGPT (or any AI tool) and type something like:

“Write a polite but firm text message to a client who has cancelled their appointment twice and wants to reschedule again. I want to require a deposit this time.”

In about 5 seconds, you’ll get a professional message you can tweak and send.

Real examples you can try:

For a no-show:
“Write a text to a client who missed their appointment without cancelling. Be professional but let them know I’ll need to charge a fee next time.”

For a price increase:
“Help me write an email announcing a small price increase to my existing clients. Keep it friendly and explain that costs have gone up.”

For a difficult request:
“A client is asking me to squeeze them in on a day I’m fully booked. Write a polite text saying I can’t, but offer alternatives.”

Tool to use:

• ChatGPT (free version works great)
• Claude (free version available)

Time saved: 5-15 minutes per tricky message

2. Write Responses to Google Reviews (Even the Bad Ones)

Responding to reviews matters. Potential clients read your responses, especially how you handle criticism.

But writing thoughtful replies takes time. And when you’re staring at a negative review, it’s hard not to get defensive.

AI can write a professional, measured response in seconds. You just tell it what happened.

How to do it:

Copy the review, paste it into ChatGPT, and say:

“A client left this review: [paste review]. Write a professional response that acknowledges their concern, apologizes for their experience, and invites them to contact me directly to resolve it.”

For positive reviews:

“A client left this 5-star review: [paste review]. Write a short, warm thank-you response that feels personal, not generic.”

Example prompt for a tough review:

“A client left a 2-star review saying they waited 20 minutes past their appointment time. It’s true—I was running behind that day. Write an apologetic response that takes responsibility without being overly defensive.”

The AI will give you something you can use right away or adjust to fit your voice.

Tool to use:

• ChatGPT or Claude (both free)

Time saved: 10-20 minutes per review response (more for negative ones where you’d normally agonize)

3. Get Answers to Business Questions Instantly

Before AI, figuring something out meant Googling, clicking through multiple articles, watching videos, and still not finding what you needed.

Now you can just ask directly—like texting a friend who happens to know everything.

How to do it:

Just ask your question in plain English:

• “What’s the best way to handle a client who always pays late?”
• “How do I set up a professional voicemail greeting for my salon?”
• “What should I include in a cancellation policy for a tattoo studio?”
• “How much should I charge for a deposit?”

The AI will give you a clear, actionable answer. If you need more detail, just ask follow-up questions like you would in a conversation.

Pro tip: Be specific about your business

Instead of: “How do I get more clients?”

Try:

“I’m a solo hair stylist in Austin, Texas. What are three low-cost ways to get more clients without using social media?”

The more context you give, the better the answer.

Tool to use:

• ChatGPT, Claude, or Google Gemini (all have free versions)
• Perplexity – Great for questions that need current information since it searches the web

Time saved: 15-30 minutes of Googling and scrolling per question

4. Summarize Long Documents, Emails, or Contracts

Got a lease renewal you need to review? A long email thread you don’t have time to read? An article someone sent you that’s 3,000 words?

AI can read it for you and pull out what matters.

How to do it:

Attach the document in ChatGPT, then copy and paste the text and say:

“Summarize the attached document in bullet points. What are the key things I need to know?”

Or get more specific:

• “Summarize this contract. Are there any terms that could be a problem for me as a small business owner?”
• “Read this email thread and tell me what the main issue is and what they’re asking me to do.”

Example:

Let’s say your landlord sends you a 5-page lease amendment. Instead of spending 30 minutes reading legal language, paste it in and ask:

“Summarize this lease amendment in plain English. Highlight anything that’s different from a standard lease or that I should be concerned about.”

You’ll get the key points in 30 seconds.

Tool to use:

• ChatGPT (can handle long documents)
• Claude (especially good with long documents—can process over 100 pages)

Time saved: 20-45 minutes per document

5. Create Social Media Posts and Marketing Content

You know you should post on social media. You know you should send emails to past clients. But sitting down to write content feels like pulling teeth.

AI won’t make you a marketing genius, but it can get you 80% of the way there in seconds.

How to do it:

For social media posts:

“Write 3 short Instagram captions for a nail salon promoting summer nail designs. Keep them casual and fun.”

For a promotional email:

“Write a short email to my client list announcing a holiday discount. I’m a massage therapist offering 15% off gift certificates through December.”

For appointment reminders:

“Write a friendly text message template reminding clients about their upcoming appointment. Include a note about the cancellation policy.”

Pro tip: Tell it your style

Add this to your prompt:

“Write it in a casual, friendly tone—like I’m texting a friend, not writing a corporate email.”

Or:

“Keep it professional but warm. No emojis.”

Tool to use:

• ChatGPT or Claude for general content
• Canva’s AI features – Can help with both copy and design

Time saved: 30-60 minutes per piece of content

Quick Reference: AI Tools for Small Businesses

Tool	Best For	Cost
ChatGPT	General questions, writing, summarizing	Free (paid version $20/mo for faster responses)
Claude	Long documents, nuanced writing	Free (paid version $20/mo)
Perplexity	Questions needing current info (searches web)	Free (paid version $20/mo)
Google Gemini	General use, integrates with Google tools	Free
Canva AI	Social media graphics + captions	Free (paid version $13/mo)

Start here: If you’ve never used AI, just go to chat.openai.com, create a free account, and try one of the prompts from this article.

Common Questions

“Will AI make me sound fake or generic?”

Only if you let it. AI gives you a first draft—you should always read it, tweak it, and make it sound like you. Think of it as a starting point, not a finished product.

“Is my information private if I paste it into ChatGPT?”

Be smart about this. Don’t paste sensitive client information, social security numbers, or anything confidential. For most business tasks (writing messages, getting advice, summarizing articles), it’s fine.

“What if the AI gives me wrong information?”

It happens. AI is confident even when it’s wrong. Always double-check important facts, especially for legal, medical, or financial information. Use it for drafts and ideas, not as your only source of truth.

“I’m not tech savvy. Can I really do this?”

Yes. If you can send a text message, you can use AI. There’s no setup, no coding, no complicated interface. You literally just type what you want and it responds.

Start With One Thing

You don’t need to overhaul your entire business. Just pick one task that annoys you or eats up time:

• That awkward client message you’ve been putting off
• The stack of reviews you haven’t responded to
• The social media post you keep meaning to write

Open ChatGPT, describe what you need, and see what it gives you.

Most people are surprised how easy it is once they actually try it.

Want to Save Even More Time?

AI is great for one-off tasks. But what about the stuff that happens every single day—like reminding clients about appointments, confirming bookings, and following up after visits?

That’s where automation comes in.

GoReminders automatically sends text reminders to your clients before their appointments, confirms bookings, and even follows up to request reviews—without you lifting a finger.

The bottom line: Let technology handle the repetitive stuff so you can focus on your actual work.

Try GoReminders free for 14 days – no credit card required.