Most NZ small business owners have had a go with at least one AI tool. Some found something that stuck. Most didn’t and this is not because AI doesn’t work, but because the tool didn’t fit the way they actually work, in the context of their actual business.
These are the questions that come up most often.
What AI tools are actually useful for a small NZ business?
It depends on the task. ChatGPT and Claude are solid for writing, summarising, drafting, and thinking through problems. Google Gemini is the main alternative — similar capability, different flavour. Microsoft Copilot is built into Microsoft 365, so if you’re already paying for Word, Outlook and Teams, you likely have it already. Zapier and Make handle automations between your other tools. Canva has AI image and copy tools built in that most people never touch.
For most small businesses, starting with one tool for one specific job works better than trying to use everything at once. Pick the most annoying thing you do repeatedly, and ask whether an AI tool could help with that first.
Can I use AI with Xero or MYOB?
Both Xero and MYOB have AI features built in — Xero’s have moved fast in the past year. For more specific connections (say, pulling invoice data into a custom workflow, or triggering a follow-up email when an invoice goes overdue), you’d typically use a connector tool like Zapier or Make sitting between them.
What’s possible depends on your specific setup, but connecting your accounting software to AI-driven workflows is generally not as complicated as it sounds. More on that at Dear John Connections.
Is it safe to put my client data into ChatGPT?
Not without reading the terms first. The free version of ChatGPT can use your inputs to improve its models by default. That’s not great for confidential client information. Paid plans give you more control — OpenAI’s business accounts let you opt out of training entirely.
The practical rule: don’t put anything into a public AI tool that you wouldn’t be comfortable putting in an email. If you’re working with sensitive client data regularly, it’s worth getting set up properly rather than hoping for the best.
What’s the difference between ChatGPT and a custom GPT?
ChatGPT is the general-purpose tool. A custom GPT is a version built specifically for your business — with your documents, your products, your tone, your processes baked in. It answers questions the way you would, about the things you actually do.
The difference in practice: a general tool gives general answers. A custom one gives your answers, without you having to explain context every time. More on what that looks like at Dear John AI services.
How much does it cost to use AI tools?
The base tools are not expensive. ChatGPT Plus is around NZ$30/month. Claude Pro is similar. Microsoft Copilot is included in some Microsoft 365 plans you may already have.
The cost goes up when you want AI to connect across your other systems — or when you want it to do something specific and consistent without you re-explaining yourself every session. That’s where having it set up properly pays for itself. Get in touch if you want to know what makes sense for your setup.
Do I need to be tech-savvy to use AI tools in my business?
For the standard tools, no. ChatGPT and Claude work like a text conversation — you type, they respond. The more technical part comes when you want AI to connect to your other systems, or behave consistently without ongoing prompting.
That’s where setup matters. A tool that’s been configured for your business, with the right context and guardrails, works differently from one you’re winging every time you open it. Most business owners aren’t short on intelligence — they’re short on time to figure out the setup. That’s the part Dear John handles. See what that looks like →
Does using AI tools affect how my business shows up online?
Not directly — but it’s worth knowing that AI tools like ChatGPT, Perplexity and Google’s AI Overviews now answer questions that used to go to Google. If your business isn’t structured to be cited by those systems, it won’t show up in those results regardless of what tools you’re using internally.
That’s a separate thing called GEO — Generative Engine Optimisation. More on that at Dear John GEO services.
