By E. Mazaheri

| 3 Mar 2025

Top 15 AI Tools for Small Businesses: Tips and Best Practices

AI is everywhere, and it’s reshaping how small businesses work. What makes it so special? For the most part, its operational advantage.

Consider supply chain management: AI-driven forecasting can reduce errors by up to 50%, preventing lost sales and product shortages by as much as 65%¹.

Meanwhile, in e-commerce, 69% of businesses using AI report improved efficiency, from automated customer service to data-driven marketing insights¹.

Luckily, the adoption of AI tools for small businesses doesn’t have to be complex. Many solutions, like those provided by CloudTalk, are designed to be user-centric and can be implemented in under an hour (some even in minutes).

Are you still exploring AI’s potential or ready to integrate it into your operations? This guide will break down the advantages, challenges, and transformative impact of AI on small businesses today.

Key Takeaways:

Every business can implement AI.
Implementing AI can lead to significant efficiency gains, with some businesses reporting up to an 83% reduction in time spent on tasks like call quality analysis.
AI enhances human capabilities rather than replacing them, allowing your team to focus on high-value tasks.
AI-powered tools can dramatically improve customer experience, potentially leading to higher satisfaction and loyalty.
Even small AI implementations can yield significant results without requiring a massive budget or increasing overhead.

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15 Best AI Tools for Small Business

Now that you know what AI can do for your business and how different sectors can leverage AI-powered tools like the following to become better at what they do, it’s time to show you some of our favorite AI tools to make it happen.

We’ve picked a bit of everything, from an AI writing companion to our unified communications tools to email marketing to graphic design. Take a look:

CloudTalk

CloudTalk is an AI-powered cloud phone system that helps businesses improve customer communication, sales, and support. With AI, small businesses can handle more customer interactions without adding staff, making it easier to scale and grow.

Key Features

AI Smart Notes: Automatically generates call summaries, saving time on manual note-taking.
Trending Topics: Identifies recurring themes in customer conversations, enabling proactive problem-solving.
Transcript Search: Quickly locate specific information within call transcripts for efficient follow-ups.
HubSpot Integration: Ensures seamless syncing of customer data between CloudTalk and HubSpot CRM for a smooth workflow.
Salesforce Integration. Improves the Salesforce experience with AI-powered calling features and improved customer insights.

PROS & Cons

Pros:

Saves time by automating repetitive tasks
Provides data-driven insights to improve customer interactions
Integrates easily with popular CRMs

Cons:

AI features may require some initial setup to maximize benefits
Advanced tools are available only in higher-tier plans
Internet-dependent, like any cloud-based system

Pricing

CloudTalk offers flexible pricing starting at $25 per month. Each plan builds on the previous one, adding more advanced features to enhance customer engagement. The best option depends on your business size, industry, and customer experience needs.

Best For

CloudTalk is an ideal AI tool for small businesses looking to optimize customer interactions, improve team productivity, and integrate AI-driven insights into their workflow.

HubSpot

HubSpot offers excellent features with AI for small business marketing. Besides marketing, it is an all-in-one CRM platform for sales, operations, and customer service. It provides a comprehensive toolset designed to help businesses manage customer relationships more efficiently.

Key Features

AI-Powered Content Creation: Generates marketing content to enhance engagement and streamline workflows.
Predictive Lead Scoring: Uses AI to rank leads based on their likelihood to convert, helping sales teams prioritize effectively.
Automated Data Entry and Enrichment: Reduces manual work by automatically updating and enriching customer data.

PROS & Cons

Pros:

Provides an all-in-one solution for CRM, marketing, and sales
AI-driven automation improves efficiency and decision-making
Free plan available for businesses just getting started

Cons:

Advanced AI features are only available in higher-tier plans
Can have a learning curve for new users
Costs can increase as business needs grow

Pricing

HubSpot offers a free plan with essential features. Paid plans come in different bundles to match your business needs and team size. Most start at $20 per month, providing more advanced tools for marketing, sales, and automation.

Best For

Small businesses looking to streamline their customer relationship management, automate marketing efforts, and improve sales efficiency.

Salesforce Einstein

Salesforce Einstein is an AI layer that enhances Salesforce CRM with predictive analytics and automation. Its AI-powered sales forecasting helps businesses make data-driven decisions, optimizing resource allocation and growth planning.

Key Features

AI-Powered Sales Forecasting: Predicts revenue trends and sales outcomes to support strategic planning.
Automated Lead Scoring and Routing: Prioritizes and directs leads to the right sales reps for higher conversion rates.
Intelligent Customer Service Recommendations: Uses AI to suggest the best responses and actions for customer inquiries.

PROS & Cons

Pros:

Provides advanced analytics to improve sales and customer service strategies
Automates lead management for increased efficiency
Seamlessly integrates with Salesforce’s ecosystem

Cons:

Best suited for businesses already using or considering Salesforce
Advanced AI features require customization for maximum benefit
Can be complex for smaller teams without dedicated CRM specialists

Pricing

Salesforce Einstein is included in various Salesforce plans, with pricing starting at $75 per user per month.

Best For

Small businesses already using or considering Salesforce as their CRM solution, looking to enhance sales forecasting, lead management, and customer service with AI-powered automation.

AI Summarizer

AI Summarizer is a user-friendly tool designed to condense lengthy text into precise and concise summaries. It helps small businesses quickly extract key points from extensive content, allowing teams to save time and focus on strategic tasks.

Key Features

AI-Based Text Summarization: Automatically generates clear and concise summaries from long-form content.
Content Enhancement: Improves word choice and readability for higher-quality summaries.
Multilingual Support: Works in several languages, making it a versatile tool for global businesses.

PROS & Cons

Pros:

Saves time by quickly summarizing lengthy documents
Enhances content quality for better communication
Supports multiple languages for wider usability

Cons:

Accuracy may vary depending on the complexity of the text
Premium features are only available in the paid plan
Works best for text-based content, with limited support for other formats

Pricing

AI Summarizer offers a free plan, with premium plans starting at $6.99 per month for additional features and enhanced accuracy.

Best For

Small businesses that need to distill key points from detailed content quickly, improving efficiency in research, reporting, and communication.

Grammarly

Grammarly started as a writing assistant but has evolved into an AI-powered communication tool that helps teams write more effectively. With a focus on brand tone consistency, it ensures businesses maintain a professional and cohesive voice across all communications.

Key Features

Real-Time Writing Suggestions: Instantly improves grammar, clarity, and engagement in emails, documents, and messages.
Brand Tone Consistency: Helps teams align their writing style to maintain a unified brand voice.
Team Performance Analytics: Provides insights into writing trends and areas for improvement.

PROS & Cons

Pros:

Enhances clarity and professionalism in business communication
Ensures brand voice consistency across different channels
Offers team analytics to track and improve writing effectiveness

Cons:

Advanced features require a paid subscription
Customization options may be limited for highly specialized brand voices
Works best in text-based communication, with limited integration for creative content formats

Pricing

Grammarly’s business plans start at $12 per member per month, offering advanced AI-powered writing assistance and team collaboration features.

Best For

Small businesses looking to improve their written communication, maintain brand consistency, and enhance professionalism across all channels.

UPMETRICS

Upmetrics is a modern business plan software that simplifies the planning process with its AI-powered business plan generator. It helps entrepreneurs, startups, and small business owners create business plans, forecast finances, and prepare investor pitches with ease.

Key Features

AI-Assisted Business Plan Creation: Generates actionable business plans tailored to your goals.
Guided Plan Builder: Drag-and-drop features make business planning intuitive and efficient.
Realistic Financial Forecasting: Projects financials up to seven years to support strategic decision-making.
Collaboration and Sharing: Enables easy team collaboration and investor sharing.
Multilingual Support: Translates business plans into over 90 languages for a broader investor reach.

PROS & Cons

Pros:

As an AI for business owners, it streamlines business planning
Provides accurate financial forecasting to support long-term planning
Supports multiple languages, expanding investor and market reach

Cons:

Advanced features available only in higher-tier plans
Requires some financial input for accurate forecasting
Works best with internet access for real-time collaboration

Pricing

Upmetrics offers three pricing plans:

Starter Plan: $7 per month
Premium Plan: $14 per month
Professional Plan: $37 per month

Best For

Startups and small businesses looking to create professional, investor-ready business plans without prior experience.

Zoom AI Companion

Zoom AI Companion enhances Zoom meetings with AI-powered features like real-time transcription and meeting summaries. Its automatic summary generation is a standout tool, helping small businesses boost productivity by reducing the need for manual note-taking.

Key Features

Automatic Meeting Transcripts: Captures and records discussions in real time for easy reference.
AI-Generated Meeting Summaries: Provides concise summaries of meetings, saving time on manual documentation.
Real-Time Language Translation: Breaks language barriers by translating conversations instantly.

PROS & Cons

Pros:

Saves time by automatically generating transcripts and summaries
Improves collaboration by ensuring key points are documented
Supports multilingual teams with real-time translations

Cons:

Only available within Zoom One plans
Requires an internet connection for AI features to function
Accuracy may vary depending on audio quality and accents

Pricing

Zoom AI Companion is included in Zoom One plans, starting at $149.90 per year per license.

Best For

Small businesses looking to enhance meeting productivity, improve communication, and streamline note-taking with AI-powered automation.

QuickBooks Online with AI

QuickBooks Online now incorporates AI to automate bookkeeping tasks and provide real-time financial insights. Its AI-powered cash flow predictions help small businesses manage finances more accurately, ensuring sustainable growth.

Key Features

Automated Expense Categorization: AI sorts expenses automatically, reducing manual data entry.
AI-Powered Cash Flow Predictions: Provides forecasts to help businesses plan and manage cash flow effectively.
Intelligent Invoice Matching: Matches payments with invoices for streamlined reconciliation.

PROS & Cons

Pros:

Automates bookkeeping, saving time on manual financial tasks
Provides accurate cash flow insights for better financial planning
Simplifies invoice tracking and payment management

Cons:

Advanced features are only available in higher-tier plans
Can have a learning curve for first-time users
Requires integration with bank accounts for real-time tracking

Pricing

QuickBooks Online plans start at $17.50 per month, with scalable options for businesses of all sizes.

Best For

Small businesses looking to streamline their accounting processes, automate bookkeeping, and gain AI-driven financial insights.

Canva with AI Features

Canva’s AI tools make design creation fast and effortless, helping small businesses produce professional-quality visuals without the need for a dedicated design team. Its AI-powered design suggestions streamline content creation, enhancing marketing efforts and brand image.

Key Features

AI-Powered Design Suggestions: Instantly recommends layouts, colors, and elements for polished designs.
Magic Edit: Enables easy photo editing and modifications with AI-driven tools.
Text-to-Image Generation: Converts text prompts into unique AI-generated images.

PROS & Cons

Pros:

Simplifies graphic design for non-designers
AI-powered tools speed up content creation
Offers a vast library of templates and assets

Cons:

Advanced design features are only available in the Pro plan
Limited customization compared to professional design software
AI-generated images may require fine-tuning for best results

Pricing

Canva offers a free plan with essential features, while the Pro plan costs $120 per year for up to five users.

Best For

Small businesses needing to create professional-looking visual content quickly and efficiently without a dedicated design team.

Mailchimp with AI

Mailchimp’s AI features enhance email marketing campaigns by leveraging predictive analytics and content optimization. Its send time optimization ensures emails reach audiences at the most effective times, helping small businesses maximize engagement with minimal effort.

Key Features

AI-Powered Subject Line Optimization: Generates subject line suggestions to increase open rates.
Send Time Optimization: Predicts the best times to send emails for higher engagement.
Content Recommendations: Suggests improvements to email content for better performance.

PROS & Cons

Pros:

Improves email marketing effectiveness with AI-driven insights
Helps small businesses maximize audience engagement without extra effort
Offers automation features to streamline campaigns

Cons:

Advanced AI tools are only available in paid plans
Learning curve for businesses new to email marketing automation
Email performance depends on audience quality and list segmentation

Pricing

Mailchimp offers a free plan with basic features, while paid plans start at $13 per month for more advanced AI-powered tools.

Best For

Small businesses looking to improve their email marketing effectiveness with AI-driven optimization and automation.

ChatGPT

ChatGPT is an AI-powered language model that assists with a wide range of tasks, from content creation to problem-solving. Its versatility makes it a valuable tool for small businesses, helping with everything from drafting emails to tackling complex challenges, potentially replacing multiple tools and improving overall productivity.

Key Features

Human-Like Text Generation: Creates high-quality content for emails, blogs, and marketing materials.
Coding and Technical Assistance: Helps with programming, debugging, and troubleshooting.
Idea Brainstorming and Problem-Solving: Provides creative input and strategic solutions for various business needs.

PROS & Cons

Pros:

Supports a wide range of tasks, reducing the need for multiple tools
Enhances efficiency by automating content creation and research
Offers real-time assistance for business queries and decision-making

Cons:

Requires clear prompts for the best results
Free version has limitations on availability and features
AI-generated content may need human review for accuracy and tone

Pricing

ChatGPT offers a free version with essential features, while ChatGPT Plus is available for $20 per month, providing priority access and advanced capabilities.

Best For

Small businesses looking for a versatile AI assistant to streamline content creation, research, and customer support while boosting productivity.

DreamHost AI Business Advisor

DreamHost AI Business Advisor is an AI-powered tool that provides personalized business advice and strategic recommendations. For small businesses without access to traditional consulting, this tool helps guide crucial decisions that drive growth.

Key Features

Tailored Business Advice: Delivers customized recommendations based on your specific business needs.
Market Insights: Analyzes trends and opportunities to help businesses stay competitive.
Decision-Making Support: Assists with key business aspects, from marketing to financial planning.

PROS & Cons

Pros:

Offers personalized insights without the high cost of traditional consulting
Helps businesses identify market trends and growth opportunities
Supports decision-making across various business functions

Cons:

Only available as part of DreamHost’s managed WordPress hosting plans
AI-generated advice may require validation for complex business scenarios
Works best when combined with human expertise and industry research

Pricing

DreamHost AI Business Advisor is included in DreamHost’s managed WordPress hosting plans, which start at $10.99 per month.

Best For

Small business owners and entrepreneurs seeking AI-driven guidance on business strategy, market trends, and growth opportunities.

Hostinger Landing Page Builder

Hostinger Landing Page Builder makes it easy for small businesses to create high-converting landing pages without complexity or time-consuming setup. With AI-powered tools and drag-and-drop functionality, even those with no design experience can build professional, results-driven pages in minutes.

Key Features

Ease of Use: No coding or design skills needed—just drag and drop to customize your page.
AI Assistance: Provides tailored design suggestions and content ideas to enhance engagement.
Performance-Driven: Built on fast, secure hosting to ensure smooth user experience and quick load times.

PROS & Cons

Pros:

Simple and intuitive for beginners
AI-powered design suggestions improve content and layout
Reliable hosting with fast loading speeds for better user experience

Cons:

Limited customization compared to advanced website builders
Best suited for landing pages rather than full websites
AI-generated content may require slight adjustments for branding consistency

Pricing

Hostinger Landing Page Builder offers affordable plans starting at $3.99 per month, making it a budget-friendly option for small businesses.

Best For

Small businesses looking for an easy, effective way to create landing pages without technical expertise, whether for product launches, lead generation, or event promotions.

Surfer AI Humanizer

Surfer’s AI Content Humanizer transforms AI-generated text into natural, human-like writing while preserving the original meaning. This tool helps businesses streamline content creation by allowing them to generate AI-powered text and refine it to pass AI content detector tools, ensuring authenticity and brand consistency.

Key Features

Human-Like Writing: Adjusts AI-generated content to make it more natural and engaging.
AI Content Detection Avoidance: Modifies text to reduce AI detection probabilities.
Brand Tone Consistency: Ensures messaging aligns with your brand’s unique voice.

PROS & Cons

Pros:

Helps AI-generated content sound more natural and engaging
Increases chances of passing AI content detection tools
Maintains brand tone while optimizing workflow efficiency

Cons:

Available only within Surfer’s higher-tier plans
Requires manual review to ensure quality and coherence
May need additional editing for highly specialized content

Pricing

Surfer’s AI Content Humanizer is included in various Surfer plans, with pricing starting at $79 per month.

Best For

Small business marketers looking for an AI tool to humanize AI-generated content for blogs, social media, and web content while maintaining authenticity and brand voice.

KaneAI by LambdaTest

KaneAI is a first-of-its-kind AI-powered testing assistant designed for high-speed Quality Engineering teams. It simplifies test automation by allowing users to create, manage, and debug complex test cases using natural language.

Key Features

Intelligent Test Generation: Uses NLP-based instructions to create and evolve test cases effortlessly.
Auto Bug Detection and Healing: Identifies and fixes issues automatically during test execution.
Multi-Language Code Export: Converts automated tests seamlessly across major programming languages and frameworks.
Integrated Collaboration: Enables test automation directly from Slack, JIRA, or GitHub.
Smart Show-Me Mode: Translates actions into natural language instructions for more robust testing.

PROS & Cons

Pros:

Speeds up test automation with natural language commands
Reduces QA overhead by automating bug detection and fixes
Enhances team collaboration with direct integrations into key platforms

Cons:

Requires integration with existing development workflows
Pricing is customized, which may not suit businesses looking for fixed-cost solutions
AI-generated test cases may need adjustments for highly complex scenarios

Pricing

KaneAI’s pricing is tailored based on business needs. Contact LambdaTest for custom plans.

Best For

Small businesses looking to streamline their testing processes, reduce QA overhead, and improve product quality with minimal setup time and resources.

Woorise

Woorise is one of the popular AI tools for small businesses. It’s an all-in-one marketing platform that simplifies the creation of engaging landing pages, forms, surveys, quizzes, and viral giveaways.

With AI-powered personalization and automation, businesses can optimize engagement, streamline campaigns, and maximize lead generation.

Key Features

Interactive Engagement Tools: Create forms, quizzes, and giveaways to attract and retain customers.
Seamless Integrations: Connect with Mailchimp, HubSpot, ActiveCampaign, Stripe, PayPal, and more.
Drag-and-Drop Builder: Design landing pages and campaigns quickly with 100+ templates.
Real-Time Analytics: Track performance and optimize campaigns with instant insights.
Automated Email Notifications: Keep leads engaged with automated follow-ups and updates.

PROS & Cons

Pros:

Easy-to-use platform with AI-powered campaign optimization
Wide range of integrations with popular marketing and payment tools
Built-in analytics for data-driven marketing strategies

Cons:

Advanced customization options may require additional setup
Higher-tier plans needed for access to premium features
Best suited for businesses focused on digital marketing and lead generation

Pricing

Woorise offers a 14-day free trial, with paid plans starting at $23 per month.

Best For

Businesses, marketers, and creators looking to generate leads, boost engagement, and automate campaigns using AI apps for their business.

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Benefits of AI Software for Small Businesses

How can AI help small businesses? AI is transforming their operations by making advanced technology more accessible and impactful. From automating tasks to improving decision-making, AI helps make your business more efficient and cost-effective while improving your overall customer experience.

Here are some of the key benefits AI tools provide:

Increased Efficiency & Productivity: AI automates repetitive tasks, allowing small teams to focus on higher-value work.
Better Decision-Making: AI analyzes data to uncover trends and insights, helping businesses make smarter choices.
Cost-Effective Scaling: AI-powered tools handle growing customer demands without significantly increasing expenses.
Enhanced Customer Experience: AI chatbots, virtual assistants, and personalized recommendations improve engagement.
Stronger Financial Management: AI-powered forecasting helps businesses maintain better cash flow and budget planning.
Improved Marketing & Sales: AI optimizes ad targeting, lead scoring, and customer segmentation for higher conversions.

Function

Key AI Benefits

Customer Service

24/7 chatbots, automated responses, and faster issue resolution

Sales

Lead scoring, predictive analytics, and automated follow-ups

Marketing

AI-driven ad targeting, content personalization, and SEO tools

Finance & Accounting

Automated bookkeeping, cash flow forecasting, and fraud detection

HR & Recruiting

AI-powered candidate screening and employee engagement analysis

How to Choose the Right AI Tools for Your Small Business

With so many AI tools available, finding the right one for your business can feel overwhelming. The key is to focus on what will make the biggest impact on your operations. Here are a few key aspects to consider when choosing an AI tool:

Identify Your Business Needs: Start by pinpointing specific challenges, whether it’s improving customer service, automating marketing, or streamlining accounting. The best AI tool should directly address your biggest pain points.
Ensure Seamless Integration: AI tools should work smoothly with your existing software, like your CRM, accounting system, or e-commerce platform. Poor integration can create more problems than it solves.
Consider Scalability: Choose an AI tool that can grow with your business. What works for you now should still be valuable as your company expands. Look for flexible pricing and upgrade options.
Evaluate Ease of Use: The best AI tool is the one your team will actually use. Prioritize user-friendly interfaces and clear onboarding processes to ensure smooth adoption.
Analyze ROI Potential: AI should deliver measurable benefits, whether through time savings, increased productivity, or better decision-making. Set clear goals to track its impact and justify the investment.

AI Won’t Take Your Job; Someone Using AI Will

AI Won’t Replace Humans, But Humans with AI Will Win* AI is no longer just for tech giants. It’s transforming businesses of all sizes by enhancing human capabilities and enabling growth.

The key takeaway? AI helps you compete more effectively, streamline operations, and improve customer experiences—all without a massive budget. Even small AI implementations can deliver significant results.

Ready to see how AI can transform your business? Try CloudTalk’s AI-powered tools, designed to scale with your needs and boost your sales and customer service.

Try 14 days for free and then enjoy 50% off your first month!

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FAQs

How can AI be used for small businesses?

AI tools for small businesses can automate tasks, improve customer service, optimize marketing, and enhance decision-making for better efficiency and growth.

Which AI tool is best for business?

The best AI tools for small businesses depend on your needs; ChatGPT for content, HubSpot for marketing, QuickBooks for finance, and CloudTalk for customer service.

Is there a free AI I can use?

Yes, several AI apps for business offer free plans, including ChatGPT, Canva, and Mailchimp. Free versions provide essential AI-powered features with paid upgrades.

What’s that AI app everyone is using?

Popular AI applications for small business include ChatGPT for writing, Midjourney for images, and Jasper for AI-driven marketing content creation.

What are the challenges to consider when using AI as a small business?

Challenges include integration with AI platforms for business, initial setup costs, data security concerns, and ensuring AI aligns with business goals and workflows.