Could AI give you more time back in your business?

How can AI save a small business time? 

AI tools like ChatGPT can help with repeatable business tasks such as drafting emails and invoices, organising information, creating product descriptions, planning rosters and analysing stock data. Start with one time-consuming task, give the tool clear context and always review the result before using it. 

As any founder can attest, efficient admin can be the difference between a manageable workload and rising stress levels. With AI becoming a more central part of our lives, the question is less about if you’re using the tech and more about how well you’re putting it to use. “Owners want to focus on what they love and admin is rarely on that list,” says Solomons. “ChatGPT can handle data entry and paperwork, which can save you time.”  

This is what he refers to as the “low-hanging fruit” of business AI. Automating these tasks creates space to experiment with more advanced uses of the tech over time. “The key is simply to start using it.” 

Tools for tradies – Using AI to cut down on admin 

For trade business owners, AI tools can act as a virtual assistant with the capacity to help with paperwork, scheduling and other repeatable tasks – leaving you to focus on job sites and staff. This allows tradies to better protect their off-the-clock time and focus on revenue-generating jobs, rather than time-consuming busywork. To get more time back, try these three shifts: 

Don’t waste time agonising over prompts: “Instead of trying to perfect it on the first try, say: ‘This is what I need to accomplish. What extra information do you need from me to do this well?’” When you take that approach, ChatGPT will begin to ask you to share the specific information it needs to give you the best response. “Just like you would give context to a human assistant, you can do the same here,” says Solomons. 

Record job details out loud: You don’t need to sit at a laptop typing up site notes after a long day on the tools. Try using voice mode to speak directly to your AI assistant. “You can speak to ChatGPT and have a real-time conversation to talk through the scenario,” says Solomons. As an added bonus, ChatGPT can also review photos you upload and add those details into the scope of work. 

Create draft invoices: Ask AI to keep note of your default business details, like standard payment terms, ABN and licence number so you never have to re-enter them. When it comes time to build out invoices, it can generate help draft an invoice quickly them quickly for you to review. 

Hospitality essentials – Using AI to save time 

From rosters to stock, AI has the potential to elevate the daily business runnings for hospitality leaders, says Solomons. “AI can easily handle everyday tasks, like scheduling and basic admin.” But it’s increasingly showing its worth as a marketing tool as well. 

“ChatGPT has also gotten much better at producing design, images and visual canvases,” he adds. “But in the future, it’s going to become even more powerful.” For café and restaurant owners hoping to level up, the AI expert suggests starting with these simple prompts: 

Ask the tool for tips: “I always recommend asking ChatGPT a direct question,” says Solomons. “For example, type: ‘I’m a café owner. How can you help me with rostering?’ From there, it will give you ideas and tailored plans on what you can do.” 

Use it to respond to feedback: “If you’re responding to a customer at 10pm, you might be tired or a bit too direct,” says Solomons. “AI helps you sound polished, professional and balanced, without coming across as defensive.” 

Review your ordering efficiency: Given the right data, ChatGPT can analyse your stock levels. Input your recent orders and remaining stock then ask it to highlight menu items that aren’t performing or tweaks you can make to reduce waste. 

Retail reimagined – Putting AI to work 

Whether you run an ecommerce set-up or a local store, AI has the potential to streamline administrative jobs that can take retail leaders away from other parts of the businesses. 

For Solomons, the beauty of using AI here lies in its agility. “You can ask ChatGPT to take on different personas or simulate roles within your business,” he says. “It can act as your marketing or customer service lead or help you streamline supply orders. Your imagination is really the limit.” A few highly effective ways to put AI to work on your shop front include: 

Using AI to update product descriptions: Let ChatGPT know the tone of voice you’d like it to adopt, along with details like length requirements and formatting. From there, it will be able to craft a list of copy options for you to review and edit. 

Responding to customer questions: Email correspondence can be laborious but it is important work. Ask ChatGPT to help smooth out the process. “Prompt it by setting a scene,” says Solomons. “Try something like: ‘You’re my customer service representative.’ It will adopt that persona and you can chat to practise.” From there, it can easily produce draft responses. 

Brainstorming ideas: You can use AI in social media or for business marketing strategies. Ask it to take on that specific role then tailor the responses based on what you need. “You can personalise ChatGPT to your style,” says Solomons. “You can even tell it to simplify things or ask it to copy a specific format you like.” 

Related articles

• 10 real-world ways businesses are saving time with AI
• Not sure how to use AI? Start by asking AI
• A smarter way to bring AI into your business
• 3 ways AI can take the hassle out of business admin

Published: 27 October 2026