For the past few years, the introduction of AI has changed the game for users. With all the information in the palm of your hand, people can easily access data and use artificial intelligence as a trusted advisor or personal assistant. To make the process even easier, we now have access to AI templates or predefined structures for managing your day-to-day tasks. All done so you don’t have to worry about spending time on routine tasks.

But what does it mean for businesses? Should they be scared of the AI revolution? We say there’s no better time than the present to embrace the productivity boost that comes with AI templates and predefined workflows. 

Take a few minutes to read a quick 101 on AI templates for your business processes, and don’t waste precious time ever again.

Understanding AI templates

Since their early introduction to regular users a few years ago, AI-based tools have simplified many tasks for the end user, especially when it comes to research and personal assistance, content creation, and process automation. 

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To make the process even easier for the end user, companies identified some of the most common use cases for AI and prepared ready-to-use templates so you don’t have to start from scratch every time you complete a task. 

These templates serve as a blueprint for completing the task, allowing the user to customize the inquiry and desired outcomes. Other major benefits include: 

Time Efficiency 

Business processes include an endless list of recurring tasks you need to keep track of. That’s why easy automation is a great way out if you want the team to spend more time ideating and growing your businesses. 

Easy Execution 

Although AI has rightfully become a part of our lives, we can’t expect everyone to easily understand the process behind AI automation and Generative AI outputs, especially when we are talking about complex solutions such as onboarding streamlining. AI templates are here to save the day with a proven algorithm and structure. 

Better Deliverables 

When it comes to AI, the logic is simple: the better you describe the task, the better the outcomes. Thinking every detail through can be even more challenging than doing the desired task yourself, so working with a ready-made template is a great solution for getting high-quality results. 

Types of AI templates 

AI templates take various forms to help you streamline the business process. Let’s look at a few common types. 

Generative AI Text Prompts 

GenAI platforms like ChatGPT and AI SEO tools are some of the most widespread ways to use AI solutions. But among nearly 180 million users, only a small part knows how to realize OpenAI’s full potential: building detailed and comprehensive prompts. Whether it’s doing research or creating a business plan for your company, the right prompt can go a long way in finding clear answers. 

Today, companies offer ready-to-copy prompts for creating copy and product descriptions on par with the Shopify blog apps or building a business development plan for a startup from scratch. 

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AI Task Automation Templates 

Think of the daily challenges you face during work, and there’s a chance someone has already built an automation template for completing them faster. Summarizing documents, translating or editing text, creating a brainstorming session for your project, SEO audit for a link-building agency,  ̶  anything you can think of can be automated with a pre-defined AI algorithm. 

Data Visualization AI Templates

Data visualization works great when you need to communicate with the team or shareholders and explain complex data reposting in the most engaging way possible. These templates take the data and demonstrate it in the way you choose, sometimes even adding real-life insights into it. 

Chatbot and Website Integration AI Templates 

Quality buyer experience no longer depends on your ability to code. Today, many companies offer you a range of pre-coded templates for chatbots or CRM integrations to embed in a website and get real-time customer insights. The results can be easily applied to your business: data will point to buyer triggers you can later use for SaaS or E-commerce website optimization to drive more customers to your website. 

Chatbots in e-commerce have become increasingly prevalent as businesses seek to enhance customer engagement, streamline operations, and provide personalized shopping experiences. These AI-driven tools utilize natural language processing (NLP) and machine learning algorithms to simulate human-like conversations with users. Here’s how chatbots are transforming the landscape of AI in e-commerce.

In a nutshell, there are many types of AI templates to facilitate your workflow. But, for now, let’s focus more on the business areas that benefit the most from ‌template integration. 

Where can you use AI templates? 

Customer Relationship Management 

Since AI allows you to maximize the efficiency of your business processes, your customers expect no less than a personalized experience and the ability to self-serve their journey online. And that’s where AI templates come in handy: 

  • You can increase your lead conversion rate by adding a live AI chatbot that has all the necessary answers to your buyers’ requests 
  • You can add a survey chatbot to gather and organize feedback from the users 
  • You can use personalization templates to reach out to potential or existing customers
  • You can integrate the insights into a CRM database like Salesforce or Hubspot
  • You can use the data from the chatbots to collect pain points and keywords to edit and refine Salesforce filter logic views and find new opportunities for outreach 

The options are endless. But it’s important to remember why you need them in the first place: to gather as much relevant data as possible to optimize the experience for the end user. Whether with the help of conversion rate optimization agencies or by yourself, you’ll be able to use the insights from AI templates to turn prospects into loyal customers. 

Human Resources Management 

Keeping in touch with your team and handling all processes at once can be overwhelming. Especially during the onboarding process when the new employee has a lot of questions about your business. AI chatbot template can become a great solution for this scenario: You customize a template from platforms like ChatBot by sharing access to your knowledge base, and the chatbot automatically scans the source for answers, saving HR Managers time for handling more internal tasks.  

You can also use ready-made AI prompts for creating and managing employee feedback forms or performance review questionnaires. 

Finance and Accounting 

Another common business challenge is keeping track of all the invoices and billing within the company. If earlier, you were forced to manually enter every transaction, some platforms today allow you to use AI templates for analyzing and processing payments based on the scan of your digital invoice. 


Today, there are both automation software and AI prompts for scanning, summarizing, and annotating legal documents and contracts to make sure there are no discrepancies, vague wording, or structure errors before the agreement comes into effect. If your team has a contract management dashboard that stores contracts in one place, AI automation templates can help you get real-life insights into ongoing operations. 

Project And Product Management 

When overseeing a project, the main challenges are always to stay on top of the processes and organize a workflow without bottlenecks. Today, project managers have access to both AI prompts and project management software with built-in AI templates for building a project workflow, appointing tasks to the team members, and tracking project progress. 

Another important benefit of AI for product development managers is giving them the ability to see ‌ tasks from the end-user’s perspective. For example, before submitting a Jira user story template to the development team, they can use AI prompts for usability testing and see what workflows improve user experience. 


Today, AI templates thrive in marketing, helping teams with everything from initial market research to personalizing a message to the potential client. 

“While buyers today are not big fans of templated or AI-generated messages, you can still benefit a lot from AI marketing templates. When you’re a young company searching for an ideal customer, using a detailed prompt on building a buyer persona and their pain points is a great place to start.” 

Iurii Znak, CEO at Respect.Studio

The drawback of such widespread use of AI templates in marketing is the growing customers’ concern about business authenticity, so make sure to paraphrase the content or have a third-party advisor help you craft a compelling marketing strategy. 

Speaking of drawbacks, what other concerns are there to talk about?  

Challenges of Using AI Templates: What to Consider? 

No matter how helpful AI templates can be in your day-to-day business operations, relying heavily on artificial intelligence has its challenges: 

AI templates can only be customized to a certain extent 

Finding an easy solution comes with a price. In this case, your price is limited functionality and a lack of originality. Since there’s no way to create a one-size-fits-all template, your team will still need to account for processes that should be managed manually. 

Quality and Performance 

The one thing you should always remember about AI templates is that they are open-source models that get better through collaboration. It means that some templates or automation might not work perfectly and still need manager oversight. 

Privacy and Compliance 

Since AI templates need to process large amounts of data to train and produce good results, it’s important to make sure the data is protected. Plus, make sure you’re mentioning the author of the template when required to avoid intellectual property violations.

To sum it up…

We won’t see AI going anywhere anytime soon, so it’s a great idea to make use of ready-made AI templates to streamline your business and save time for more important things. 

With the help of these tools, businesses can stay competitive, innovate faster, and unlock new opportunities for growth. Sure, it’s still important to be on the lookout and choose sources you can trust. 

But once you know you’re safe and you know what you want to achieve, nothing can stop you from conquering the business world

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