5 Ways to Inject AI into Your Business

Artificial Intelligence (AI) is transforming industries by automating tedious tasks and optimizing workflows. Whether you're a small business owner or managing a growing enterprise, there are several practical ways to leverage AI for improved efficiency and productivity. Here are five actionable ideas to integrate AI into your business today:

1. Automate Monthly Invoicing

For businesses offering monthly services that depend on variable data, such as Google Ads spending, billable hours, or accumulated expenses, AI can simplify the invoicing process:

• Use Cases: Any business that bills a client monthly but has to assemble custom data before sending the invoice.

• Workflow:

  1. Input data into Google Sheets.

  2. Use OpenAI to validate and structure the data.

  3. Generate a QuickBooks invoice automatically.

  4. Email the draft invoice for client approval.

This streamlined process eliminates manual calculations and reduces errors, ensuring timely and accurate invoicing.

2. Summarize Complex Data

AI-powered summarization tools are invaluable for condensing large datasets or documents into clear, concise formats. For example:

• Use Cases: A law office which scans client medical records and generates settlement letter drafts.

• Workflow:

  1. Upload documents to Google Drive.

  2. Use AI to read and extract data from PDFs.

  3. Structure the extracted data into a table.

  4. Summarize the findings into a readable paragraph using OpenAI.

This application saves time while maintaining accuracy, making it easier to process and present complex information.

3. Extract Needles from Haystacks

AI excels at sifting through large volumes of data to find relevant information. Consider these examples:

• Use Cases: Job applicant screening or checking insurance benefits.

• Workflow:

  1. Store documents in Google Drive.

  2. Use AI to extract data and populate a Google Sheet.

  3. Input queries to search the sheet for specific details.

  4. AI generates responses based on the extracted data.

This approach reduces the manual effort required to process and query extensive datasets, improving speed and accuracy.

4. Automate Repeated Reminders

AI can handle repetitive tasks like sending reminders for property maintenance, team updates, or supply restocking:

• Use Cases: Property maintenance reminders, supply restocking check and re-order, team daily task reminders.

• Workflow:

  1. Set up a timer and task tracker in Google Sheets.

  2. Use AI to check for pending updates.

  3. Generate reminder messages automatically.

  4. Post updates to a group or team chat.

By automating reminders, you can ensure nothing falls through the cracks while freeing up time for higher-priority work.

5. Process Applications Seamlessly

Managing applications—whether for rentals, jobs, or memberships—can be simplified with AI:

• Use Cases: Rent applications, job applications, someone new comes to your church or club and you want to create a follow up

• Workflow:

  1. Collect application data via Google Forms.

  2. Automatically email relevant stakeholders.

  3. Generate a summary document of the application.

  4. Send follow-up emails and required documents.

  5. Integrate with tools like Checkr for background checks.

This end-to-end process ensures efficient handling of applications, leaving no step overlooked.

Final Thoughts

Injecting AI into your business doesn’t have to be intimidating. With tools like OpenAI, Google Sheets, and automation platforms, you can start small and scale as you see results. By automating repetitive tasks, summarizing complex data, and improving decision-making, you’ll free up time and resources to focus on growing your business. Start with these five ideas, and watch how AI transforms your operations!