6 Ways to Use Artificial Intelligence in Your Business

Why is the use of artificial intelligence in business becoming more and more popular?

The first so-called AI boom began at the end of 2022, when the first publicly available LLM chatbot, ChatGPT, was launched on the market. Initially, it was mainly used test-wise by people interested in technology. However, the first trend analyzes which predicted a bright future for artificial intelligence among many different fields, quickly appeared:

“2023 will see AI adoption skyrocket by the rapid diffusion of models into all kinds of applications.” Forbes article: AI Trends For 2023: Industry Experts (And ChatGPT AI) Make Their Predictions

We can say that market analysis has proven itself – in 2023 we already had access to a wide range of AI tools for business. In the first month of the year, artificial intelligence was mainly used by larger companies, and it quickly became clear that AI can also be used in the SME sector. Why did people in the business world quickly become convinced to use AI technology, which was relatively new on the market? There are many reports on the pros and cons of deployments that we could present, but in this article, we want to present our experiences as well. Companies for which we already introduced artificial intelligence systems since 2023 valued AI primarily for:

1. Fast analysis of huge amounts of data – AI-powered data analytics systems can instantly process historical data or entire databases, generating reports or extracting relevant information based on questions asked, saving businesses time and human resources.
2. The ability to easily personalize customer service – sales and customer service are the most popular sectors in which we implement AI solutions. Our clients especially appreciate chatbots and automatic response systems, thanks to which their employees do not have to manually answer every, even the smallest query.
3. Autonomous decision making – "Before we started implementing AI, process optimization was mainly about “rigid” automation, which required many predefined rules to execute actions. AI, on the other hand, can make decisions based on real-time data analysis, adapting to changing conditions.

Areas of the company where (in our opinion) it is worth using AI

Customer service

1. Chatbots and voicebots‍

As we wrote above, thanks to the use of AI in customer service processes, we can generate personalized messages and answers to our customers' queries. The use of artificial intelligence in the form of chatbots and voicebots is becoming increasingly popular not only in large enterprises, but also in smaller companies. Such systems automatically respond to our customers – from those simplest queries to more advanced and requiring a broader context. The level of effectiveness of such AI mechanisms depends on how detailed data and instructions they receive during implementation are. And although it may seem that creating your own company chatbot is expensive and complicated, it does not have to be the case. With the development of artificial intelligence, more and more new and cheaper AI tools for business are appearing on the market, with subscriptions sometimes costing as little as a few dollars a month.

2. Customer service process prompts

In industries where human contact remains key – such as B2B services or medicine – companies don't always want their customers to interact with AI models. Of course, we understand this, because the use of artificial intelligence should not work to the detriment of the enterprise, and unfortunately this can happen if the customer does not want to contact “the machine”. However, this does not mean that as a company we must completely abandon the implementation of artificial intelligence in our customer service processes. We can still use AI to analyze feelings and emotions of people with whom our consultants talk to and thus suggest to them which clients should be served in the first place. How can this work? Properly implemented artificial intelligence algorithms can detect a higher level of upset of our clients and on that basis make a decision to move the query to the top of the ticket list. These types of solutions primarily help to manage customer relationships more efficiently and make your company as well as customers, satisfied.

Artificial intelligence in sales

3. Automatic call transcription

With AI, you will not only serve existing customers faster, but you can also achieve your business goals of acquiring new ones faster. The implementation of artificial intelligence in sales is used, for example, to automatically create transcription of conversations with potential customers – both those taking place online and during phone calls. Such use of AI is not only saving the time that traders normally spend on taking notes during meetings, but also the opportunity to generate a PDF file with a summary and send it to the lead with one click. The potential customer with whom we conduct sales talks will thus have access to all arrangements at hand and he or she won't come back to the trader that often with additional questions. In addition, such a PDF with a summary does a good impression from the beginning of the conversation, and everyone knows that the first contact with the customer is the most important in the entire sales process.

4. Automation of sales tasks

AI-generated conversation transcription is also a strong foundation for automating a CRM (Customer Relationship Management) system. Artificial intelligence algorithms in business can analyze the transcription and perform various actions based on it, for example:

• Create tasks in CRM – appropriately deployed AI systems can analyze the content of a conversation to automatically create the right tasks. For example, if a trader declares to send an offer by the end of the week, the AI will record such a commitment, create a corresponding task with a deadline of Friday at 5:00 PM and mark in it the trader responsible for the given lead.
• Evaluate the so-called purchasing potential – AI solutions can analyze company historical data and information about the behavior of a given customer from conversation transcription to prepare lead scoring in a way that is consistent with your business goals. If you have specific ideal buyer personas in your company, AI can try to detect them among current sales opportunities to give them more scoring and thus show salespeople which leads are best to focus on.
• Send automatic follow-ups – AI systems can also use sales data analysis to create follow-up messages. With this personalization of customer service, your salespeople won't have to remember to respond to leads who asked for contact during a specific time period.

If you want to start using AI in sales, but are worried about high implementation costs, check out our sales automation modules. These are solutions based on system integrations that you can use in subscription form. Implement quick business process automation starting at €70 per month!

5. Automation of bidding

Another activity in which the implementation of artificial intelligence in sales gives measurable results is the preparation of offers. Thanks to the combination of AI and automation of business processes, it is possible to improve even in complex and variable activities performed by traders during the bidding process. And although the preparation of offers in each business looks different, below is an example:

• Checking mailboxes – artificial intelligence algorithms analyze customer queries and extract key information about their needs.
• Automatic contact with subcontractors – the system sends requests for proposals and collects responses.
• Aggregation of offers – thanks to artificial intelligence, automation compares prices, scope and availability of services.
• Margin calculation – the system calculates final costs and generates a ready-made PDF offer.
• Sending the offer – the offer goes to the customer, and the CRM updates the status of the opportunity.

Thanks to the fact that artificial intelligence algorithms can operate in dynamic conditions, it is possible to automate almost any bidding process – regardless of its complexity. If you want your sales team to save time and be able to focus on closing deals instead of manually handling quotes, find out more about the use of artificial intelligence in sales and bidding.

Data analysis

6. Automated data management‍

If company data is scattered between different tools, it is difficult to present it in a clear way on a single dashboard. To make it easier to manage a huge amount of data, you can create a centralized base, in which all information is organized and made available for further AI analysis. Thanks to this, artificial intelligence algorithms can support fast generation of summaries, business recommendations or PDF reports on demand. Thanks to automatic text and image recognition, it is also possible to include documents, screenshots or invoices in this database, which further expands the range of analyzed information — you do not need to prepare separate Excel files for this purpose. The data analysis system thus prepared allows employees to gain access to one source of truth, which can be asked at any time for specific requests concerning the selected area of the company's activity.

How to implement artificial intelligence to make it profitable?

The use of artificial intelligence works best where you need to make decisions based on data — and where that decision has a real impact on business goals. However, it is worth remembering that AI systems are not always profitable to implement, because each of the artificial intelligence algorithms has to be tested and integrated with the existing infrastructure (that is, other applications from which AI takes company data or in which it performs actions - for example, accepts an order in e-commerce). This means that with processes that are too small — such as those that take an employee about 30 minutes a week — the cost and complexity of implementing AI can be higher than the potential savings. As our CEO, often repeats, automation shouldn't be about killing a fly with a sledgehammer, that is, the solution must simply be adequate to the scale of the problem.

At Sagiton we implement the so-called AI agents, that is, artificial intelligence systems that have access to different applications and perform certain actions based on the data obtained from them - and projects of this type are already starting from about €3500. Even so, we see that many customers assume that the AI “just turn it on” and it will start working on its own. Meanwhile, the proper use of AI in business requires API integration to retrieve data, process it, and take real action – without it, AI remains just a chatbot like standard ChatGPT.

Learn more about when business process automation is profitable and when it doesn't — and how calculate the return on investment your project — we described in detail in the article How much can you save in your business in 2026 with process automation?

Contact us and find out how to use artificial intelligence in your business!

Your competition is already automating processes with AI, and you don't know what the introduction of artificial intelligence into everyday work could look like in your company? Contact us, we will help you squeeze as much out of AI as possible! As Sagiton, we have 13 years of experience in enterprise digitalization — helping our clients' companies use technology wisely in business. Schedule a free consultation and find out what you can automate: https://www.sagiton.pl/en/contact