Mostofa Shakib is the founder & CEO of Variant Technologies.
AI used to be something only large corporations could afford. However, that’s changing quickly. Small and medium-sized businesses and funded startups are now adopting AI to save time, lower costs and stay competitive. Here are three ways you might be able to use AI to improve your business processes and, if you decide to seek outside assistance, how to effectively assess AI services.
Three Potential Ways To Use AI In Your Business
Quotes And Estimates
AI estimation tools are transforming industries. Shipping companies now use AI to calculate precise delivery quotes based on package dimensions, weight and destination. Auto dealerships have leveraged AI to generate repair estimates based on photos of vehicle damage and insurance providers employ similar technology to expedite claims processing. These applications demonstrate AI’s versatility in streamlining estimation processes across sectors.
One of the biggest opportunities I’ve personally seen for this tool is with roofing companies. Traditionally, contractors have to drive out to each customer’s house, climb up ladders and measure roofs by hand. This manual approach takes time and can lead to mistakes, which in turn can cause expensive delays, waste materials and lead to unhappy customers. A recent McKinsey & Company report noted that productivity in the global construction industry fell by 8% between 2020 and 2022, largely due to inefficiencies like these.
To tackle these problems, some roofing businesses are now turning to AI image analysis tools. These tools use images from drones or satellites to supply contractors with precise roof dimensions, detailed material lists and accurate labor estimates within minutes. This efficiency allows them to handle more projects each month, increasing customer satisfaction and boosting profits.
Sales And Customer Service
Another area where small businesses face challenges is sales. Small and medium-sized businesses (SMBs) often have limited sales teams and resources. This makes it hard to follow up with leads and provide consistent customer service. For example, a mid-sized e-commerce business might struggle to manage online visitors effectively and miss opportunities because of slow responses or inconsistent follow-ups.
To address these issues, consider an AI-driven sales assistant. A digital assistant can handle tasks like answering customer questions, providing personalized product recommendations and following up on abandoned carts around the clock. In their 2025 State of Marketing Report (registration required), HubSpot noted that businesses using AI to automate sales interactions typically boost their conversion rates significantly. This allows the human sales team to focus on closing larger deals and improving customer relationships.
Inventory And Supply Chain Management
Inventory management and logistics can also be tough for smaller businesses. Mistakes in managing inventory can mean either running out of popular products or wasting money by overstocking less popular ones. Both situations hurt small businesses financially.
AI tools can now help SMBs predict exactly how much inventory they need and when they’ll need it by analyzing historical sales data, seasonal patterns and market trends. By keeping just the right amount of stock on hand, companies can cut operational costs, improve cash flow and increase profits.
Assessing AI Tools And Services
Adopting AI can seem complicated or expensive, and many SMBs can’t afford full-time AI experts or data scientists. That’s where specialized AI agencies come into play. These agencies can provide businesses with ready-to-use AI solutions tailored to their needs without the upfront costs of hiring internally. But how can you ensure it’s a good fit?
When vetting AI agencies, ask for case studies specific to your industry and business size to verify relevant experience. Request a clear breakdown of ongoing costs versus one-time implementation fees, as hidden maintenance charges can quickly exceed budgets. Be wary of agencies promising universal AI solutions without customization options since effective AI implementation typically requires tailoring to your specific business processes.
While specialized agencies aren’t cheap, they can offer cost advantages compared to in-house teams. In my experience, prebuilt solutions might start at $3,000 to $10,000, while custom AI implementations requiring data collection and model training can range from $15,000 to more than $100,000. Monthly maintenance typically runs between $1,000 and $20,000 based on the sophistication and scale of your solution. Despite these costs, agencies are typically more economical than building an in-house AI team, which I’ve seen cost from $500,000 to $1 million annually when accounting for specialized AI engineers, data scientists and infrastructure costs. This makes agency partnerships particularly attractive for small to mid-sized businesses seeking AI advantages without enterprise-level investments.
In short, AI isn’t just something to think about for the future—it’s a powerful resource that small businesses can use to become smarter, leaner and more successful today.
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