How Small Businesses Can Use AI Coding to Streamline Operations
David Burr
Visionary Operations Executive: Transforming Business through Innovation and Technology
Artificial intelligence (AI) and machine learning have enabled businesses to automate repetitive tasks, build valuable apps, and streamline workflows. With AI coding tools like ChatGPT, GitHub Copilot, and Anthropic Cursor, small businesses can use AI without hiring data scientists or developers.
In this blog post, we'll explore how small businesses can leverage AI coding to work smarter, faster, and more efficiently. Whether you want to automate data entry, build a custom CRM, or get a handle on business workflows, AI coding can help optimize operations.
Automating Repetitive Computer Tasks
Many small business owners waste valuable time on mundane administrative computer tasks. Entering customer data, organizing files, updating spreadsheets—these repetitive jobs gobble up hours each week.
AI coding platforms can automate many of these dreary duties. For instance, ChatGPT excels at understanding natural language requests to modify or analyze datasets.
Say you have a spreadsheet of customer contact info but need to reorganize it by last name. Instead of moving the data manually, you can describe the task to ChatGPT:
"Can you please reorder the rows in this customer spreadsheet alphabetically by last name and split it into separate sheets by the first letter of the last name?"
And ChatGPT will promptly deliver the reorganized spreadsheet.
Transcript AI consolidates hours of recorded meetings into digestible meeting notes. Small businesses can use Transcript AI to automatically generate organized summaries of sales calls, client meetings, and team brainstorms.
No more tedious note-taking or manually transcribing recordings. Transcript AI handles meeting notes so you can focus on running your business.
Other repetitive tasks ripe for automation include:
Automating these mundane duties allows small business owners to devote their time to high-impact tasks only humans can handle.
Automating Data Entry
Data entry is one of the most time-consuming repetitive tasks at many companies. Transferring hand-written forms or scanned documents into digital databases can take hours.
AI data extraction tools like Nanonets and Rossum use optical character recognition (OCR) and machine learning to automatically pull text, tables, and other structured data from documents.
Say your retail store has paper order forms that must be entered into your inventory management system. After scanning the documents, an AI tool like Rossum can identify each field - like product name, quantity, and date - and populate your database accordingly.
No more squinting at illegible handwriting or meticulously transcribing tables. Automated data entry eliminates human error and saves massive amounts of time.
AI-Powered Data Analysis
Spreadsheets are the lifeblood of many small businesses. And analyzing rows and columns of data to spot trends is crucial for intelligent decision-making.
Rather than manually create charts and pivot tables, you can describe data tasks in natural language to ChatGPT:
"Please analyze this sales spreadsheet and highlight the top 5 performing products by revenue and quantity sold this year."
Within seconds, ChatGPT provides a formatted report with visualized insights - work that would have taken hours before.
You can even have ChatGPT write a high-level data interpretation:
"Summarize the key trends in sales and revenue from this spreadsheet and provide recommendations for next year."
Quick data analysis allows small businesses to course correct based on real-time market feedback.
Automating Forms and Templates
Static paper documents like invoices, contracts, and sales agreements often live on as Word or PDF files. However, filling out these templates is cumbersome.
Converting forms into web-based apps with calculation logic lets you generate documents on the fly. For example, an intelligent invoice form can automatically pull in customer data, apply discounts, calculate taxes, and add line items.
The no-code platform Airtable makes form automation easy. You can build conditional logic, formulas, and workflows without coding. Syncing the Airtable form to documentation apps like DocuSign pops out completed docs ready for e-signature.
Law firms using AI document automation can cut the time spent generating agreements from hours to minutes. Automated templates enable scaling without growing headcount.
Optimizing File Management
A proliferating mess of files and folders eventually overtakes every small business's shared drives and collaboration platforms. Employees waste time searching for the latest document version.
AI services like StepShot auto-organize files using natural language processing (NLP). Describe how you want files arranged:
"Please structure these project files with subfolders for 'Proposals,’ 'Research,’ 'Contracts,’ and 'Status Reports'."
StepShot handles the folder cleanup, so you don't have to sift through disorganized drives manually.
TrendMiner goes beyond organizing to optimize file sharing. It structures documents and emails into topics using NLP so teammates can quickly find relevant information.
With AI taking care of file drudgery, employees can focus on meaningful work.
Building Business Apps
Beyond basic automation, AI coding empowers small businesses to build custom web apps tailored to their needs. For instance, many SMBs rely on clunky spreadsheet-based systems to manage sales, inventory, accounting, CRM, etc.
With AI coders like GitHub Copilot, anyone can generate full-stack web apps - no coding experience required. The GitHub Copilot extension suggests complete lines and entire functions as you type, accelerating development.
Let's say you want to build an app to track your startup's finances. As you write HTML, CSS, and JavaScript, Copilot autocompletes code for registering users, connecting to a database, displaying charts, and other core functions.
Within days, you can have a polished finance tracker app up and running. Integrating Zapier lets you connect your custom app to third-party accounting, banking, payroll, and payment tools.
Here are other types of apps SMBs can build with AI coding:
The no-code platform Airtable is another shortcut for building business apps. Airtable combines a relational database with intuitive spreadsheets and layout tools, making it easy for novices to construct robust custom solutions.
CRM and Sales Software
Customer relationship management (CRM) software is essential for small businesses to track sales, manage pipelines, and organize client data. However, traditional CRMs like Salesforce and HubSpot are expensive and complex.
With AI coding, SMBs can quickly build lightweight CRM tools tailored to their sales process. Copilot can suggest React code to handle frontend UI like contacts, activities, and deals pages.
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On the backend, Copilot accelerates connecting to a PostgreSQL database via Node.js and Express web framework. You can also add email and calendar syncing for context about clients.
The result is a custom open-source CRM saving thousands compared to off-the-shelf systems with bloated features. And as your needs evolve, you can easily modify the app without migrating platforms.
Inventory and Supply Chain Tools
For product companies, efficiently managing inventory and supply chain logistics is imperative. Out-of-stock items lead to lost sales, while excess stock needs expensive warehousing.
Traditional inventory management software is not customizable. But with AI coding, you can build a custom web app suited to your specific products, warehouse setup, and supplier relationships.
Copilot can accelerate the development of React components for:
Connecting analytics to your ERP and CRM using Zapier provides insights into how the supply chain impacts customer satisfaction.
Having visibility into inventory in real-time allows smarter procurement decisions. And custom supply chain software prevents overpaying for one-size-fits-all solutions.
Marketing and Advertising Tools
Today's marketing relies on an array of complex martech tools. Small teams struggle to master platforms like Mailchimp, HubSpot, Google Ads, social media schedulers, web analytics, and more.
But with AI coders, you can build unified marketing stacks tailored to your strategy. Copilot excels at suggesting modular code to abstract technical complexity.
For example, you can create React components that consolidate social posting across channels. A unified content calendar auto-schedules posts to Facebook, Twitter, Instagram, etc., without needing separate tools.
Other custom features could include:
Building your Martech stack prevents the need to silo data across vendors. And you retain control to modify tools as marketing strategies pivot.
Managing Business Workflows
Juggling multiple tech tools like email, documents, spreadsheets, calendars, and chat apps creates information silos that hinder collaboration. AI services like Zapier integrate these disparate systems into cohesive business workflows.
Zapier's easy visual interface lets you build multi-step automations called Zaps. For example, you can create a Zap that:
With just a few clicks, you've automated your accounting process.
Other workflow automations like tracking project progress, organizing tasks, and scheduling social media posts can shave hours off your weekly workload. AI coding gives you back time for high-level strategic tasks.
Client Onboarding Process
Streamlining the client onboarding process is crucial for consulting firms, agencies, and services businesses. Slow paperwork risks losing prospects to competitors.
With Zapier, you can automate workflows to kick off new client relationships instantly:
This automated sequence converts prospects to paying clients without delay or missed handoffs between teams.
Content Production Pipeline
Creating marketing content like blog posts, videos, and social media graphics is a constant battle for small businesses. Lagging production stalls lead generation.
Linking creative tools via Zapier keeps content flowing:
This assembly line approach maximizes output from your content team. Automating distribution gets fresh content in front of audiences faster.
Customer Support System
Providing prompt and personalized customer support is table stakes for modern businesses. However, managing inquiries across email, phone, and chat can overwhelm small teams.
Connect your support channels into one streamlined workflow:
Automated ticketing and documentation keep customers happy and cases moving swiftly.
Getting Started With AI Coding
Are you curious how AI coding could optimize your small business? Here are tips for getting started:
The Future Looks Bright for AI Coding
AI coding has reached a point where virtually any small business can benefit from natural language interfaces and no-code tools. Early adopters who leverage AI now will enjoy a distinct competitive advantage.
Automating rote tasks allows lean SMB teams to focus on big-picture strategy and customer relations - the work only humans can do. Building custom web apps unshackles businesses from rigid, off-the-shelf software.
AI coding platforms will reshape workflows across every industry and role as they grow more powerful in the coming years. Small businesses that embrace this disruption can thrive like never before. The future looks bright for using AI coding to work smarter!
References
Tomal, D. (2021, December 15). How AI can automate repetitive tasks and make work better. CMSWire. https://www.cmswire.com/digital-workplace/how-ai-can-automate-repetitive-tasks-and-make-work-better/
DeNisco Rayome, A. (2022, June 14). Low-code and no-code development is changing how software is built - and who builds it. ZDNet. https://www.zdnet.com/article/low-code-and-no-code-development-is-changing-how-software-is-built-and-who-builds-it/
Leopold, T. (2022, June 16). GitHub Copilot aims to change how we code. VentureBeat. https://venturebeat.com/2022/06/16/github-copilot-aims-to-change-how-we-code/