Unlock Growth: Top Agentic AI Use Cases for Small Businesses in 2025
Small businesses are facing growing pressure to match the performance of larger competitors. While budget constraints often limit traditional growth tools like training programs and full-time staff, AI is offering a lifeline. By integrating intelligent tools into daily operations, small and medium-sized businesses (SMBs) are finding smarter ways to operate. Instead of trying to scale like big firms, they are now focusing on working smarter — and AI is the catalyst.
AI as a Training Solution for Sales Teams
Alex Schlesinger, founder and CEO of insurance firm Active Mutual, faced a familiar challenge: training new sales agents without access to costly programs or expert coaches. To solve the issue, Schlesinger adopted an AI chatbot named Gemini. The tool helped simulate difficult client interactions, allowing agents to rehearse responses in realistic scenarios.
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Schlesinger explained that using Gemini helped agents develop communication skills more efficiently than traditional workshops. He reported that while sales figures didn’t spike immediately, the real gain came from improved agent confidence and stronger client relationships. The AI chatbot essentially served as the internal coach his small business had long needed.
Growing AI Adoption Among SMBs
New data from Verizon Business’ 2025 State of Small Business Survey supports the trend of AI adoption. According to the report, 38% of SMBs are now integrating AI into their operations. Of those, 28% use AI for marketing and social media efforts. Another 24% apply it to written communications, while nearly a quarter use it to power digital assistants that manage customer service.
The survey reflects a broader shift. SMBs are no longer viewing AI as experimental technology. Instead, they are embedding it directly into their workflows to reduce costs, improve responsiveness, and enhance productivity. As more tools become accessible, AI is increasingly seen as an essential business partner rather than a tech upgrade.
Financial Struggles Make AI a Necessity
The urgency behind AI adoption is also tied to economic constraints. A May 2025 PYMNTS Intelligence report revealed that half of SMBs rely on daily revenue or bank loans just to stay operational. This leaves them highly exposed to economic downturns or revenue volatility.
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Sectors like hospitality, entertainment, and restaurants are particularly vulnerable. With slim margins and little financial cushion, these businesses cannot afford inefficiencies. AI offers a way to streamline operations and maintain service levels without increasing costs, making it a strategic tool for survival as well as growth.
Competing on Intelligence Over Size
Industry experts suggest that smaller businesses should focus on intelligence rather than scale. Mary Kay Bowman, executive vice president at BILL, stated that AI enables SMBs to access financial tools and insights once reserved for large enterprises. She added that the best AI tools aren’t flashy—they’re built specifically to solve everyday problems for small businesses.
Bowman emphasized that AI should save time, increase accuracy, and allow business owners to redirect energy toward growth. In this way, artificial intelligence becomes a bridge to enterprise-grade capabilities without enterprise-level investment.
AI as a Team Substitute
Jackie Sinclair, a consultant for small firms, noted that AI is shifting how small businesses operate. Traditionally, owners juggled multiple roles—from marketing to customer service. Now, AI tools are handling many of those tasks. According to Sinclair, AI gives entrepreneurs the capacity of a full team, minus the payroll.
That shift is also allowing SMBs to focus on strategy. Instead of spending hours on routine work, business owners are now using AI to manage workflows, answer legal questions, or even build creative content. This has redefined the limits of what a small team can accomplish.
Tailored Solutions Over Generic Platforms
Kevin Green, chief marketing officer at Hapax, pointed out that the most impactful AI tools are customized for specific industries. While major platforms push frequent feature updates, not all tools integrate smoothly into business operations. Green emphasized the importance of industry-specific solutions that match existing workflows.
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Companies like LegalZoom are responding to this need. CEO Jeff Stibel reported that a partnership with AI search platform Perplexity allows SMBs to access legal support via AI. While it doesn’t replace legal professionals, the tool helps clients take the first steps—streamlining the process and reducing friction.
Realigning Customer Service With AI
Customer service is one of the areas most affected by AI. Robin Westerling, CEO of watchmaker Longvadon, said his firm adopted Salesforce’s AgentForce to handle customer support. The switch enabled the company to cut its support staff from three people to one, all while maintaining service quality.
Westerling’s experience shows how AI can reduce labor needs without sacrificing performance. Automated agents now handle common queries, complaints, and issue resolution. For smaller firms, this shift translates directly into lower costs and greater flexibility.
Advice for SMBs Starting With AI
Schlesinger advised other small business leaders to begin by identifying internal gaps—areas where their teams lack resources compared to larger companies. Once those gaps are clear, AI tools can fill them. Whether it’s training, marketing, or customer service, Schlesinger argued that AI helps smaller businesses offer services that feel just as polished as their larger competitors.
This mindset reflects a new reality. AI isn’t just about efficiency; it’s about raising the overall quality of service, communication, and decision-making across an entire organization.
Tools That Are Transforming Small Business
Sinclair outlined several categories where AI is making the biggest impact. In marketing, tools like ChatGPT, Jasper, and Copy.ai help businesses generate emails, captions, and blog posts quickly. These platforms reduce content production time while maintaining quality.
For design work, platforms such as Canva’s Magic Studio, Runway, and Lumen5 allow owners to create professional visuals without needing a designer. In finance, applications like QuickBooks AI, WaveApps, and Xero automate bookkeeping and forecasting tasks that would otherwise require dedicated staff.
The legal and administrative tasks can be supported with the help of tools such as DoNotPay and Spellbook, which assist in composing contracts and responding to repetitive questions. Operational processes are also changing with systems like Notion AI, GoHighLevel, ClickUp Brain to carry out day-to-day duties easier.
FAQs
How are small businesses using AI to train their staff?
Many small businesses are using AI tools like chatbots to simulate real-life scenarios and roleplay conversations, helping staff build confidence and skills without the need for expensive training programs.
What are the most common AI applications among small businesses?
According to recent surveys, SMBs use AI for marketing, customer service, written communication, cybersecurity, hiring, and process automation.
Why is AI important for small businesses in tough economic times?
AI helps reduce costs, increase efficiency, and improve service quality—crucial advantages when businesses must rely on daily revenue or loans to stay afloat.
What AI tools are recommended for different business functions?
Tools like ChatGPT and Jasper help with content creation; QuickBooks AI supports finance; Canva Magic Studio assists with design; and ClickUp Brain automates operations.
Can AI replace human staff in small businesses?
While AI cannot fully replace human roles, it can handle repetitive tasks, reduce workload, and allow small teams to operate more like large-scale organizations.
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