AI for the self-employed and small businesses: practical uses (no tax advice)
Quotes, client emails, posts, customer service and organisation with ChatGPT, Gemini, Claude or Copilot. What data not to share and what the EU AI Act requires if you add a chatbot.
Where it really saves time
| Task | What to ask for |
|---|---|
| Client emails | Templates for quotes, friendly payment reminders and replies to complaints. |
| Social media and website | Post ideas for a month, product or service descriptions, “about us” texts. |
| Customer service | Answers to your business’s frequently asked questions, in several languages. |
| Organisation | To-do lists, service checklists, call scripts. |
| Spreadsheets | Formulas to track expenses or orders. See AI for Excel. |
| Images | Illustrations for social media. See free AI images. |
The trick: templates, not one-off texts
Instead of asking for an email every time, ask for a template with gaps ([CLIENT], [AMOUNT], [DATE]) and save it. You fill in the gaps yourself, without passing client data through the AI.
Your clients’ data
Names, phone numbers, addresses, tax IDs or invoices are personal data and you’re responsible for protecting them. Don’t paste them into public assistants. Data protection authorities such as Spain’s AEPD publish guidance for small businesses and professionals. Also review what data never to paste.
If you add a chatbot to your website
The EU AI Act (Article 50) requires that people know they’re talking to an AI, unless it’s obvious. If you generate images or videos that imitate real people or events, you must also say they’re artificial.
What AI shouldn’t decide for you
- Taxes, accounting and contracts. Ask your tax authority, your accountant or a professional.
- Prices. It can help you present them, not set them.
- Promises to clients. Check deadlines and terms before sending any text.
Frequently asked questions
Can AI do my tax return or tell me what taxes to pay?
It’s not a good idea to rely on it for that: it can be wrong and doesn’t know your situation. For tax questions, go to your tax authority or a professional. This guide gives no tax or legal advice.
Which tool suits me?
If you already pay for Microsoft 365 Personal or Family, you have AI in Word, Excel and PowerPoint. If you use Google, look at the Google AI plans. To start, the free plan of ChatGPT, Gemini or Claude is usually enough. Compare them in our ChatGPT vs Gemini vs Claude guide.
Do I have to disclose a chatbot on my website?
Yes. Article 50 of the EU AI Act requires that people know they’re interacting with an AI system, unless it’s obvious.
Keep reading
Sources
- Reglamento (UE) 2024/1689 de Inteligencia Artificial, art. 50 — EUR-Lex (Unión Europea)
- Guías de la AEPD — Agencia Española de Protección de Datos
- Comparar todos los productos de Microsoft 365 — Microsoft España
- Planes de IA de Google (España) — Google
Change log
- : First published.
Educational content, prepared with the help of AI tools, with sources cited. It is not a substitute for professional advice. Tools change fast: if you spot something out of date, write to us at contacto@cognenza.com. How we work.