A simple guide to AI for sole traders
It is already working for sole traders
AI tools have quietly become one of the most useful things to land in the small business world in a long time. They are not just for big companies with tech teams. They are being used every day by people working on their own, doing exactly the kind of work freemeup clients do: drafting reports, managing client communications, preparing for meetings, and keeping on top of the admin that never quite goes away.
The New Zealand government launched its first national AI Strategy in July 2025 with a clear message: AI has the potential to add enormous value for businesses of all sizes, and sole traders are no exception. You wear every hat in your business, which is exactly why having a capable, always-available assistant in your corner is worth knowing about.
Reference:
- New Zealand Government – Government AI Strategy to boost productivity (July 2025)
A few tools worth knowing about
There are a lot of AI tools out there. Here are three that are genuinely useful and accessible right now:
- Claude (anthropic.com/claude). A conversational AI assistant that is particularly good at writing, analysis, and working through complex problems. It handles long documents well and is straightforward to use without any technical setup.
- ChatGPT (chat.openai.com). The most widely known AI assistant. A good general purpose tool for drafting, summarising, brainstorming, and answering questions. Free tier available, with a paid option for more capability.
- Microsoft Copilot (copilot.microsoft.com). If you are a Microsoft 365 user, Copilot is being built directly into the apps you already use, including Word and Outlook. It can draft emails, summarise documents, and help you work faster without switching between tools. If you are a freemeup technology client, you are already on Microsoft 365 Business Premium, so this is worth exploring.
Embrace techno-joy
It is completely understandable if AI feels like one more thing to figure out. Here are a few things that might be putting you off, and why none of them are the hurdle they seem:
- “I will have to learn a whole new skill.” Not necessarily. You talk to AI tools the same way you would type a message to a colleague. There is no coding, no setup, and no manual to read. Both Claude and ChatGPT have free tiers you can try right now with nothing to install.
- “It is probably expensive.” The most capable tools have free versions that are genuinely useful. Claude and ChatGPT both offer free access. Microsoft Copilot is being progressively built into Microsoft 365. Paid plans exist for heavier use, but most sole traders will get plenty of value from the free tiers to start.
- “I do not think it is relevant to my kind of work.” This is the most common concern, and it is rarely true. If you write emails, prepare documents, review contracts, manage client relationships, or do any kind of reporting, AI can help. The tools do not need to understand your profession to help you communicate better, work faster, or catch things you might otherwise miss.
- “I will have to copy and paste everything manually.” You do not. Most AI tools allow you to export or download your conversation or the content they generate, in formats like Word documents or PDFs, so you can save and use the output directly without copying from the screen. You can also import documents to most AI tools for a quick analysis and review option.
Let's get started!
Pick one of these to try this week. Each one takes less than five minutes.
- Summarise your emails from yesterday. Open Claude or ChatGPT. Copy and paste the text from your unread emails into the chat window. Type: “I have pasted my emails from yesterday below. Please summarise the key points and flag anything that looks urgent or needs a response today.” Review what it gives you and act on anything it has flagged. You are still making the decisions, but the triage is done for you.
- Check a stock image before you use it. Before you use a photo in a social media post or on your website, open an AI tool and type something like: “I want to use a photo I found on [website name] in my business marketing. Can you help me check if I am allowed to use?” It will walk you through what to look for. Many people use images without realising the licence does not cover commercial use. This is an easy one to get wrong, and an easy one to check.
- Draft a tricky email. Think of an email you have been putting off because you are not sure how to word it. Open Claude or ChatGPT and type: “I need to write an email to a client letting them know [brief description of the situation]. I want to sound professional and clear, but not abrupt. Give me a draft to work from.” Edit the draft in your own voice and send it. The hard part is done.
Once you are comfortable with those, here are some other things worth trying:
- Prepare an agenda, questions and talking points for a client meeting
- Summarise long documents – extract key deliverables and due dates
- Write the first draft for a proposal, technical report, paper, information request etc.
- Check your business website for issues, e.g. your privacy statement is applicable.
- Draft a social media calendar – posts, blogs, stories, and email ideas.
- Search for relevant news to use for marketing info in your blogs, posts etc.
- Search for recent changes to industry practices so you are kept aware of best practices
Note: AI tools can be a useful first filter for questions like these, but they can also get things wrong. Always treat the output as a starting point rather than a definitive answer, and check anything legally or professionally significant with a qualified adviser.
Not just for work
One last thing worth mentioning. AI tools are just as useful outside of work as they are in it. I have personally used AI to get advice on caring for backyard chickens, figure out why my dog kept getting me up in the night, and how to recover from a late night netball match. It is like having a knowledgeable friend available at any hour who is happy to help with whatever you are dealing with, no matter how big or small.
At freemeup, we are here to help sole traders make the most of running their own business. Technology is a big part of that. If you would like to know more about how our technology service can help you work smarter, visit our technology page or get in touch with us.
If you missed last month’s blog about getting the most out of the Investment Boost scheme, read it here.
Disclaimer: All content provided on freemeup.nz is for informational purposes only and is intended as a general information resource regarding the matters covered. It is not tailored to cover specific situations and circumstances and shouldn’t be taken as direct professional advice. Freemeup makes no representations to the accuracy or completeness of the information found on this site or found by following any links on this site and will not be held liable for any losses, injuries, or damages from the use of this information.
