not found image

From Personal Use to Teamwide AI Adoption for SMBs

Home / Articles / From Personal Use to Teamwide AI Adoption for SMBs

Many SMB CFOs have already discovered the power of AI in their own work. Whether it’s using ChatGPT to draft a tricky email, summarize a contract, or quickly generate a financial scenario, AI has become a quiet sidekick in the CFO toolkit. However, personal experiments only scratch the surface. Effective AI adoption for SMBs goes beyond personal use, unlocking productivity, strategic insights, and competitive advantage when scaled across finance teams. By moving AI from the CFO’s desk to the wider team, SMBs can ensure their AI investments deliver meaningful results rather than staying siloed.

Step 1: Recognize the CFO as the Early Adopter

CFOs are usually among the first in their organization to test AI because their role demands efficiency and data-driven insight. This early experimentation is a critical proof point: if AI is helping the CFO save time and sharpen decision-making, it can likely do the same for controllers, analysts, and accounting staff. The key is moving from individual use to a structured, teamwide approach. this shift marks the first real stage of AI adoption for SMBs, where experimentation evolves into an operational advantage.

Step 2: Move from Convenience to Competitive Advantage

  • Personal AI Use = Convenience. Drafting reports, summarizing data, writing clearer communications.
  • Team AI Use = Competitive Advantage. Standardizing financial forecasting, automating repetitive tasks, and ensuring faster, more accurate reporting.

When AI is embraced across the finance team, the benefits compound: reduced errors, streamlined workflows, and more time for forward-looking financial strategy.

Step 3: Address CFO Concerns About Expanding AI

Before scaling AI, CFOs must address legitimate risks:

  • Security: Protecting sensitive financial data from misuse.
  • Accuracy: Reducing the risk of “hallucinations” or unreliable outputs.
  • Compliance: Ensuring AI use aligns with audit and regulatory requirements.
  • Cost Control: Making sure AI tools deliver measurable ROI and don’t create hidden expenses.

Working with an MSP partner can help put guardrails in place, from secure AI integrations to usage policies.

Step 4: Practical Ways to Scale AI Across the Finance Team

  1. Develop AI Usage Guidelines – Define what data can and cannot be entered into AI tools.
  2. Provide Training Sessions – Teach team members how to craft effective prompts and evaluate AI outputs.
  3. Integrate AI Into Workflows – Use MSP-supported AI solutions that connect directly with ERP, accounting, or reporting systems.
  4. Create AI Champions – Identify team members who can pilot AI use cases and share best practices with others.
  5. Measure Success – Track time savings, error reduction, and improved forecasting accuracy.

Step 5: CFO as the AI Champion

By taking the lead, CFOs can model responsible innovation. Instead of AI being a secret productivity hack, it becomes a shared resource that strengthens the finance function. The CFO’s leadership ensures adoption is secure, aligned with company goals, and ultimately transformative.

Key Takeaway

CFOs using AI personally is just the beginning. The real value comes when that experimentation scales into a structured team strategy. By setting policies, providing training, and partnering with an MSP for secure deployment, CFOs can ensure AI becomes not just a convenience, but a competitive advantage for the entire SMB.

Ready to scale AI across your team? Datotel can help you deploy secure, business-focused AI solutions that drive measurable results. Let’s start the conversation today.