How AI tools can simplify admin for your new business

Starting a business? Get ready for plenty of excitement, and plenty of paperwork. With millions of new business applications filed each year in the U.S., including a record-breaking 5.5 million in 2023, you won’t be the only one getting to grips with a heavy workload. 

The good news? Artificial intelligence (AI) tools can help simplify many of the simple yet time-consuming tasks. In fact, 58% of small businesses are already using AI to streamline operations, and it’s easy to see why. 

AI can save you valuable time and energy, letting you focus on what matters most—building your brand and serving your customers.

Where AI can help most in the first 30 to 90 days

The early stages of launching a business often involve setting up critical operations, which include long checklists and timelines. You might be drafting communication for your team or developing internal systems to keep track of important documents. AI tools can automate a lot of this work for you. 

Instead of figuring out what to include in a policy document or trying to write your first draft of an employee handbook, AI can give you a solid foundation, which you can then tweak to match your own tone and ideas. This kind of time-saving support during your initial setup is invaluable when you have a thousand things to do.

Filings and forms: using AI safely

Understanding and completing state-specific forms can be a major headache. AI can help by summarizing official filing instructions, generating a list of questions to double-check, or even drafting your initial notes for forms.

But there’s a key caveat when it comes to using AI for legal filings: never fully rely on it without reviewing the final documents against authoritative sources. For example, if you're wondering how to create an LLC in Florida, an AI tool can generate a helpful checklist based on state guidelines, but you should confirm all steps through the state’s official portal or with an expert partner. 

Always cross-reference any AI output with trusted, official resources to ensure everything is filed correctly.

Recordkeeping that grows with your business

More growth tends to mean more paperwork, especially with finances. Whether it’s receipts, invoices, payroll or contracts, keeping track of everything from the start ensures you stay on top of your finances and compliance. AI tools can help by automatically sorting and categorizing documents. They can generate invoice templates and create naming systems that are easy to follow. 

But you must be cautious with sensitive data. Always avoid storing personal or financial information in AI systems unless they meet the necessary security standards. Look for tools designed to keep your records secure and easy to search.

Customer-facing admin

AI tools can help you automate many of your customer-facing tasks, from drafting FAQ pages to creating customer onboarding emails. These tools can also generate initial drafts for terms of service, privacy policies, and other important documents. You can even set up AI to draft email responses or customer support templates. 

Just remember that AI can make mistakes or sound robotic. Always have a human review these documents before sending them out, ensuring that they align with your company’s values and tone. This way, you can save time while still maintaining a professional and personal touch.

Protecting your new business

They’re undoubtedly powerful and amazing tools, but it’s important to set clear guardrails around AI use. Always avoid inputting personal or confidential information into these tools unless you’ve verified they comply with necessary privacy standards. 

Additionally, make sure to double-check the accuracy of any AI-generated content. As your business develops, keeping a version history of your documents and processes is essential. Track changes to ensure you can refer back to earlier versions when needed. 

AI tools can truly help streamline your business operations, but they should always be used with careful oversight. Adopt AI strategically in your admin process to free up more of your time to focus on growing your business.