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AI for small business in Canada: a practical place to start
Small businesses get pitched "AI transformation" when what they usually need is much smaller: one approved tool, a few clear rules, and a handful of everyday tasks people learn to do well.
Free 30-min call · AI readiness assessment from C$1,500 · training from C$50 per seat. Before tax.
Skills, a plan, and clear rules.
This page is a starting plan you can follow on your own, whatever your industry. It covers five good first uses, which tool to pick and what it costs, three rules to set, a 30-day plan, and when it's worth paying for help.
Five good first uses
Good first tasks happen often, involve reading or writing, and are easy for a person to check.
| Use | What it looks like | What a person still does |
|---|---|---|
| Email and message drafts | A first draft of a reply to a common question, from your own approved wording | Checks facts, prices and promises, then sends |
| Summaries | A long email thread, report or meeting notes turned into a short summary and action list | Confirms the actions and owners are right |
| Procedures and checklists | Turning "how we do it" notes into a step-by-step procedure or onboarding checklist | Makes sure it matches how the work is really done |
| Spreadsheet help | Explaining or writing a formula, cleaning up a column, suggesting a layout | Tests the formula on a few known numbers |
| Rewriting | Making a notice, web page or proposal clearer, shorter or friendlier | Keeps the meaning and any legal wording intact |
Start with one or two of these, not all five.
Which tool to pick, and what it costs
Start with what you already pay for. Prices were checked in October 2026, are before tax and change often.
| If you use | Start with | Cost |
|---|---|---|
| Microsoft 365 (Business Basic, Standard or Premium) | Microsoft Copilot Chat, signed in with work accounts | Included with eligible business plans. Copilot inside Word, Excel and Outlook is a paid add-on |
| Google Workspace | Gemini in Workspace | Included in Workspace business plans. Google's Canadian list prices start at C$9.20 per user per month on an annual Business Starter plan |
| Neither | ChatGPT Business, or one of the above | ChatGPT Business is priced per user per month with a minimum of two seats. Check OpenAI's pricing page |
Whichever you choose, use business accounts your company controls, not personal ones. Under their business terms, these vendors say they don't train their models on your content by default, and you can remove access when someone leaves. For a full cost picture, including staff time, see what AI consulting and training cost in Canada.
Three rules to set before anyone starts
- Use the approved tool on a work account. No personal AI accounts for work content.
- Never put these in: passwords, government ID numbers, banking and card details, health information, and anything a client gave you in confidence. See what information should not go into AI.
- A person checks anything a customer will see. The person who sends it owns it.
Write these on one page and tell people who to ask. The AI use policy template gives you the full version when you're ready.
A next stepGet a straight answer for your team in a free 30-minute call, see every price, or get the free AI guide (PDF).
A 30-day plan
| Week | Do this |
|---|---|
| 1 | Pick the tool and the three rules. Make sure everyone can sign in |
| 2 | Each person picks one of the five uses and tries it three times on real, non-sensitive work |
| 3 | Share what worked in a 15-minute team meeting. Save the best prompts in one shared document |
| 4 | Time the task on a few examples and compare with the old way. Decide: keep, change or stop |
What it costs if you get help
You can do everything above yourself. The free guide walks through it. If you want help, Hero's prices start from C$50 per person for a public workshop seat online, and the full list is on the pricing page.
When outside help is worth paying for
- Staff are already using AI with customer or employee information, and nobody knows what has been shared. Start with an AI security assessment.
- A few people use AI well and most don't. Hands-on team training on your own tasks usually closes that gap faster than self-study.
- You're getting pitched AI products and can't tell what's worth it. An AI Readiness Assessment gives you a prioritized 90-day roadmap, including what to leave alone.
- You're a team of two or three with one approved tool and simple information. You probably don't need outside help. Use the guide and the rules above.
FAQ: AI for small business
Do we need to buy a new AI tool?
Often not. If you pay for Microsoft 365 or Google Workspace, an AI assistant is usually already included in your business plan. Check before you buy anything.
Is AI safe for customer information?
Only in a business account your company controls, for tasks you've approved, with a person checking the output. Some information, like ID numbers, banking details and health information, shouldn't go into any AI tool.
How much time will it save?
It depends on the task and the person. Time a few examples before and after, including the checking, and decide from your own numbers.
A CLEAR NEXT STEP STARTS HERE
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