How Artificial Intelligence Is Changing Business Software

How business software is incorporating AI features

Business software developers are embedding AI capabilities to enhance usability and provide smarter solutions. These AI features improve functionality by automating routine tasks, providing advanced data analytics and delivering personalized user experiences. AI-powered features such as natural language processing, predictive analytics and machine learning algorithms enable software to process and analyze vast amounts of data more efficiently, which supports smarter decision-making and saves staff members time.

“Artificial intelligence isn’t just for the tech giants anymore; it’s like the secret sauce small businesses have been waiting for to make their operations a little smarter and a lot more efficient,” said Jason Hishmeh, co-founder of Varyence.

One example of an everyday AI use is found in CRM systems, which use AI for lead scoring and personalized marketing campaigns. Similarly, enterprise resource planning (ERP) platforms leverage AI for inventory optimization and demand forecasting. Additionally, AI-driven chatbots and virtual assistants improve customer service by handling queries around the clock. 

By embedding AI in these existing tools, business software becomes more intuitive, adaptive and capable. It also becomes more accessible, with no highly technical knowledge required; small businesses can take advantage of these features through the same software subscriptions they already maintain.

QuickBooks: AI enhancing accounting and payroll

Intuit QuickBooks, a market leader in accounting software, has integrated AI to simplify tasks such as expense tracking, invoicing and financial forecasting. 

It includes these AI-powered features:

• Smart categorization: The software automatically categorizes transactions based on past behavior.
• Cash flow insights: Predictive insights help businesses manage their finances more effectively.
• Automated payroll processing: This feature streamlines payroll calculations, tax filing and direct deposits.
• CRM: Customer communication is automated with email drafts and AI chatbots.
• Customer personalization: AI can personalize your services for each customer while helping you find new customers.
• Integrations: QuickBooks allows you to integrate other AI tools and features to expand your reach.

Additional examples of AI integration

Similar to QuickBooks’ adoption of AI for accounting software, CRM software platforms such as Salesforce use AI to analyze customer data, predict behavior and suggest actionable insights. For example, Salesforce’s AI assistant, Einstein, helps businesses improve sales strategies and customer service.

“Artificial intelligence is getting smarter, and groups of all sizes are tapping into its potential,” Hishmeh said. For HR department-specific AI tools, for example, platforms such as BambooHR assist with resume screening, employee performance tracking and predictive analytics for workforce planning.

“AI features are being rapidly integrated into business software to enhance efficiency and productivity,” said Ed Chin, chief technology officer of Allego, a company working to revolutionize AI software tools for businesses. “For example, Allego’s development team uses integrated development environments (IDEs) that not only generate source code but also detect defects before we release code. 

“Also, within the Allego Sales Enablement platform, we offer AI features such as summarization, dialog simulation, and automated assessments, which optimize customer workflows and support various sales enablement, sales training, and sales coaching use cases,” Chin added.

The growth of AI in business solutions

This rapid growth of AI underscores the increasing demand for smarter, more efficient tools. As of 2025, 72 percent of organizations reported adopting some form of AI — a significant increase from previous years.

This widespread adoption has led to notable improvements. For instance, companies report a 25 percent reduction in the time required to gather insights, thereby enabling faster and more informed decision-making. Chin explained how AI allows employees to delegate certain tasks, thus freeing them to focus on higher-order activities.

“AI might suggest new product ideas based on customer feedback or highlight industry trends to explore,” he said. “Plus, it handles tedious tasks, like organizing notes or summarizing discussions, so teams can focus on creative problem-solving. With AI in the mix, brainstorming sessions become faster, more productive and a lot more focused, giving small businesses an edge when it comes to innovation and decision-making.”

Additionally, AI-driven analytics are projected to contribute $15.7 trillion to the global economy by 2030, which underscores the substantial economic impact of AI integration on business processes.

Benefits of AI tools for small businesses

AI tools offer a range of benefits to small businesses, from saving time to improving decision-making. 

“AI tools can be a game-changer for small businesses, significantly improving productivity and freeing up valuable time,” Chin said. “For example, AI can polish presentations, summarize lengthy documents, and automate routine tasks, enabling small teams to focus on strategic goals.”

On top of the benefits Chin listed, here are some specific advantages AI offers small businesses.

AI automates repetitive tasks.

Automation reduces the time spent on routine tasks so companies can prevent any unnecessary repetition. For example, QuickBooks’ automated expense categorization allows business owners to focus on strategy rather than on manual data entry. With manual entry, employees may repeat a step, resulting in errors.

“AI can be effectively integrated into frontline industries by focusing on technologies that streamline workflows, improve efficiency, and enhance safety,” said Dustin Johnson, chief technology officer at Seeq Corp. “For example, the integration of GenAI [generative AI] within existing advanced analytics platforms can automate complex tasks, reducing the time and resources required to complete them. This allows frontline workers to focus on more human-centric tasks that require creativity and problem-solving.”

Hishmeh explained that AI can save money “by letting synthetic intelligence deal with repetitive obligations, like answering fundamental patron questions or scheduling appointments.”

AI streamlines and improves brainstorming.

Some AI software tools assist teams in generating ideas for marketing campaigns, content creation or product development. These tools provide draft suggestions and help summarize the ideas that come out of your brainstorming sessions. They could even be used to generate additional ideas to complement your existing ones. 

“AI analyzes your facts to find traits you’re missing,” Hishmeh said. “For example, it is able to assist a small store in expecting which merchandise can be in demand, supporting them to keep away from overstocking or stockpiling big items.

“Think of AI as an extra group member,” he added. “It can quickly examine facts, spot traits and provide innovative tips to gas your thinking.”

AI improves accuracy in financial management.

AI algorithms identify anomalies in financial data, thus minimizing errors and potential fraud. For example, AI-powered accounting software can flag suspicious transactions in real time. This can help companies uncover fraud or security breaches more quickly. Prompt detection of fraud reduces the costs of these incidents and resolves them before they damage your brand reputation. 

AI personalizes customer engagement.

The best CRM software with AI capabilities analyzes customer data to deliver personalized experiences. For instance, AI can suggest tailored product recommendations based on purchase history. 

AI can also gather and contextualize past customer interactions and purchases to provide sales teams with more personalized information during their conversations. In this way, AI doesn’t replace humans but instead offers critical support to them in their roles. After all, humans are more likely to trust humans than AI; an AI salesperson would likely be less effective than a real person. 

However, AI can help that human salesperson be even more effective at their job by speaking directly to the individual’s needs and knowing precisely the problems they’re trying to solve and the experience they’re hoping to have. 

What to consider when implementing AI

Not all AI tools are the same, and successful implementation requires careful planning. Consider the following points as you deploy AI-powered tools across your organization.

Before implementation

Successfully integrating AI tools into a business workflow involves strategic planning, execution and continuous evaluation. 

Hishmeh recommended that businesses take three key steps before implementing AI:

• Identify problems. Understand the problems you’re trying to solve before you implement an AI solution. If there isn’t a clear problem that AI solves, you may be introducing added cost and complexity for little to no gain.
• Do your homework. The AI space is going mainstream, and that attracts solutions of varying quality. Make sure you get beyond the marketing language and lofty promises to understand how a tool actually works and what it might be able to do for your business.
• Involve your group. Make sure your team has the chance to test a new tool and offer feedback before adopting it. It’s crucial to get buy-in from the people who will actually be using the tool. This will also help to reassure them that you’re not trying to automate their jobs out of existence but rather make their day-to-day tasks easier.

Chin said companies should also set clear success metrics, assess data privacy and security to align with regulations such as the General Data Protection Regulation and the California Consumer Privacy Act, evaluate short- and long-term cost implications, and ensure regulatory compliance.

Make sure to define specific goals with the desired business metrics. “For instance, aim to reduce task completion time by 30 percent or increase customer satisfaction scores by 15 percent,” Chin said.

During implementation

Businesses should use a phased approach during implementation. Hishmeh recommended that small businesses follow these key steps during implementation:

• Start small. When you introduce AI, limit your initial rollout. Once you’ve established a small-scale proof of concept, consider expanding it. Limiting the introduction of AI helps you identify potential pitfalls or drawbacks before announcing a company-wide introduction.
• Train your group. AI is only as effective as how it is used, so spend some time training your group on the AI tools you implement. Failing to train your team or implementing AI without their buy-in will result in underutilized or misused tools, which could ultimately be counterproductive.
• Track progress. Measure the impact of AI by tracking metrics associated with success. Take time to determine what these key performance indicators (KPIs) are beforehand. Then, measure how they change during AI implementation. 

It’s also important to reassure your team that AI isn’t coming for their jobs. Show them that you’re committed to them and want AI to improve their workflow rather than replace them.

“To ensure AI supports rather than replaces frontline workers, organizations should adopt a ‘people first’ strategy,” Johnson said. “This involves using AI to augment human capabilities, known as human-AI teaming, rather than replace them. 

“Best practices include providing continuous learning and upskilling opportunities to help workers adapt to new technologies,” Johnson continued. “AI should be viewed as a tool to enhance human tasks — such as improving shift coordination, communication and safety — rather than as a replacement.”

Clear communication is vital to alleviate any concerns and foster collaboration. Assign responsibilities for managing and monitoring the AI system to ensure it operates effectively and addresses any issues promptly. Leverage data generated during this phase to fine-tune the AI model and adapt your workflow as needed.

After implementation

Hishmeh proposed that businesses take the following steps after implementing AI:

• Seek feedback. Gathering feedback should be an ongoing process, even after implementation. Ask your team how the AI solution is changing their workflow, for better or worse.
• Refine if needed. As with any new tool, it may take some tweaking to find the best fit for AI software in your organization. Don’t be afraid to make adjustments after you roll out an AI solution, especially if your team is offering a lot of feedback on what works and what doesn’t.
• Stay up to date. Keep an eye on new developments in the AI space, as it’s evolving quickly. Consider how you can continue to adapt AI to your purposes over time.

Embrace a culture of adaptability and innovation to ensure that your business remains competitive and fully benefits from the rapidly evolving AI landscape. On top of monitoring and using feedback, companies need to ensure they’re constantly staying current with the latest software updates and compliance.

“Ensure ongoing compliance and manage risks,” Chin said. “Stay updated on changes to regulations, and monitor for new risks, like emerging biases in AI outputs.”

Chin further explained AI biases and how businesses need to have security for AI. “AI isn’t foolproof — it can give biased or inaccurate responses if it’s not properly set up or monitored,” he said. “You’ll also want to ensure your data stays secure and private, especially if customer information is involved. And remember to crunch the numbers: Will the tool deliver enough value to justify the cost?”

AI-powered business software to consider

If you’re looking for an AI solution tailored to your company, research multiple options to find the best fit. Here are some top business software solutions that incorporate AI tools:

• QuickBooks: QuickBooks incorporates AI to simplify financial management for businesses. Its features include predictive cash flow analysis, which forecasts future financial trends, and automated transaction categorization, which learns from user behavior to organize expenses accurately. These tools save businesses countless hours and improve financial decision-making. [Read our QuickBooks Online review here.]
• Salesforce: This CRM platform utilizes its AI assistant, Einstein, to enhance customer retention. Einstein offers predictive analytics to identify promising leads, analyzes customer interactions to improve service strategies, and provides actionable insights to boost sales. These features enable businesses to tailor their approaches to customers’ needs. [Read our Salesforce CRM review here.]
  
• BambooHR: BambooHR uses AI to optimize human resource tasks. Its AI features include resume parsing, which speeds up candidate screening by identifying key qualifications, and predictive analytics to forecast employee turnover. These capabilities save HR teams time and help them focus on strategic initiatives. [Read our BambooHR review here.]
  
• HubSpot: HubSpot’s AI tools assist in marketing and sales by analyzing campaign data to provide actionable insights. It includes features such as email personalization to improve engagement rates and content optimization suggestions based on performance metrics. HubSpot’s Breeze Copilot is a one-stop shop for an AI personal assistant. These tools enhance overall marketing efficiency and boost return on investment. [Read our HubSpot CRM review here.]
• Xero: This accounting software incorporates AI for seamless financial management. Xero’s AI tools automate invoice creation by extracting data from uploaded documents, reconciling bank transactions in real time, and offering cash flow projections. These features simplify financial operations and provide clarity on a business’s financial health. [Read our Xero review here.]

Embracing AI for a new business landscape

AI is rapidly changing the landscape of business software by offering unprecedented efficiency and insights. From QuickBooks revolutionizing accounting and payroll to CRM tools enhancing customer relationships, AI is no longer a luxury but a necessity for businesses looking to stay competitive. As the technology continues to evolve, businesses that strategically adopt AI solutions will be well positioned to thrive in the digital age.