PIPELINEGuide
AI Advisory for Small Businesses and Solo Operations
Most examples come from companies with their own IT departments. What can be transferred to a business with three to fifteen people — and what cannot.
For businesses with three to fifteen people, AI advisory is often more effective than for large companies, because the same person holds multiple roles. But the design has to be different: small scope, few moving parts, maintenance without specialized knowledge — not a solution designed for growth to fifty employees.
01 — Business size
What this means for small businesses
Most examples online come from companies with their own IT departments. In a business with three to fifteen people, different rules apply: there's no one to maintain a system on the side, and every hour spent on implementation is taken directly from day-to-day operations.
This doesn't mean AI advisory is unsuitable for small businesses — on the contrary, the impact is often greater there because the same person holds multiple roles. It means the design has to be different: small scope, few moving parts, maintenance without specialized knowledge.
A sole proprietorship doesn't need a solution designed for growth to fifty employees. Anyone who buys something like that pays for complexity that will never be used.
02 — Fit
When it's worth it
- The process in question occurs at least weekly.
- It follows rules you can write down — even if there are exceptions.
- Today it's manual work that no one enjoys doing.
- There's one person who decides, not three who need to coordinate.
- You can name what would tell you it worked.
03 — Calculation
How to calculate it
Four numbers are enough: How often does the process occur? How long does it take? What does an hour cost internally? And what does the solution cost — one-time plus operation over three years?
An example: A process that occurs twice a week and takes 40 minutes each time ties up around 69 hours per year. At an internal hourly rate of 45 euros, that's roughly 3,100 euros per year locked in there. If a solution reduces this effort by two-thirds, it often pays for itself — depending on the actual quote — within one to two years. We'll give you the exact figure for your case after the initial meeting.
This calculation is deliberately conservative: it only accounts for the time saved, not the errors avoided or the orders that come through due to faster response. In practice, the benefit is usually higher — but you shouldn't count on it before you've measured it.
04 — Questions
Frequently asked questions
What if nothing makes sense for us?
Then that's what the report says. It happens, especially with businesses that have very few recurring processes or no digital data foundation. An honest no is cheaper than a project that runs aground.
How does this differ from consulting by the Chamber of Commerce?
The Chamber offerings provide a good overview of funding options and basics. We go a step further and look at your specific processes and systems — with effort estimates that we ourselves would have to meet.
Do we also get recommendations for providers other than you?
Yes, where it makes sense. Some use cases are better suited to standard software or a specialized provider — that's stated in the document, not hidden.
Isn't a conversation with management enough?
No, that's the most common reason for a list that doesn't work later. The people who do the processes daily know the exceptions that an outside perspective never sees.
What does it cost us if nothing comes of it in the end?
Only the agreed price for the workshop and document — there's no success fee and no hidden follow-up obligation. The preliminary conversation is free and is meant to catch exactly these kinds of mismatched inquiries beforehand.
What funding is available in Austria?
Options include KMU.DIGITAL and aws digitalization funding — current terms at kmudigital.at and aws.at. Both require the application to be approved before awarding the contract — that's why we bring it up early and not at the end.
Who should be at the workshop?
At least one person from management and two to three who do the affected processes daily. Without the second group, you get a list that doesn't work in practice.
05 — Decision
How to move forward
The most affordable next step is a conversation, not a quote. Twenty minutes is usually enough to clarify whether a project makes sense, what scope it involves, and whether we're the right fit.
If we're not, we'll say so. An honest no costs less than a project you abandon after three months — for both sides.
06 — Next
Related pages
- AI consulting — Overview
- AI consulting — Practical examples
- AI consulting — alternatives
- AI consulting — duration
- AI consulting — AI disclosure
- AI consulting — contract and ownership
- AI consulting — Measuring success
- AI consulting — Costs
- AI automation
- Process automation
- AI training
- All guides
AI consulting by region
Next step
Initial assessment, no obligation.
Briefly describe what you need. You'll get an honest answer about what's realistic and what it will roughly cost.