The workday of an entrepreneur in 2025 looks very different from ten years ago. Where once the telephone, email, and maybe an Excel sheet dominated, now an arsenal of apps and digital tools is at your disposal. With artificial intelligence (AI) rapidly gaining ground, more and more SMEs and freelancers are using smart software to save time, work more productively, and serve their clients better.
Why digitalization and AI are now essential
In recent years, the pressure on entrepreneurs has increased. Clients expect faster responses, competition is fiercer, and administrative tasks consume a lot of time. Tools and apps help ease that pressure. AI adds another dimension: think automatic text generation, smart calendars, and automated invoicing.
Communication and collaboration
Even if you work alone, you’re often in contact with clients, suppliers, or other entrepreneurs.
- Microsoft Teams / Zoom: Ideal for online meetings and quick updates.
- Slack: Perfect for those collaborating with partners and freelancers; a central hub for chat, files, and integrations.
- WhatsApp Business: Easy client communication through a channel everyone already uses.
Project and task management
The trick is to stay organized without drowning in endless to-do lists.
- Trello: Visual boards for project planning.
- Asana: More advanced, with workflows, deadlines, and reporting features.
- Notion: An all-in-one workspace for notes, tasks, and databases.
Administration and finance
Nothing is more important than having a clear overview of your numbers.
- Exact Online or Moneybird: Automatically send invoices, scan receipts, and prepare VAT returns.
- Bunq / Knab Business: Modern banks that integrate with accounting software.
AI tools for entrepreneurs
AI is no longer reserved for large corporations.
- ChatGPT (Enterprise): A powerful AI assistant for writing texts, drafting emails, or simulating customer queries. ChatGPT Enterprise also offers business-grade features like sharper Dutch output, team usage, and strong ROI (for example, SMEs report savings of up to €1,200 per month at around €25–40 per user).
- Autoppt: Generates professional-looking presentations in seconds based on your input, saving hours of creative work.
- Canva Magic Studio: User-friendly AI for visuals, designs, and social media-ready content, with no design experience needed.
- Grammarly: An AI-powered writing assistant for correct, clear, and professional text, integrated with your browser and documents.
- Grok AI: Strong for logical tasks, live web research, and complex prompts; excels in areas such as science, code, and trending topics.
AI: friend or foe?
Some entrepreneurs remain cautious about AI, fearing it will make work impersonal or replace them entirely. But for SMEs and freelancers, AI is an opportunity: it can take over repetitive tasks, freeing up more time for personal contact and creative work. Think automated customer emails, creating quotes, or even writing social media posts.
The right digital toolbox can mean the difference between constantly playing catch-up and taking the lead in your market. Whether you choose a handful of basic apps or a complete AI ecosystem, the most important thing is that it fits your way of working. Technology is not an end in itself, but a means to work smarter, faster, and with more enjoyment. What once took hours can now be done in minutes. Choosing the right tools is like building a great team: they should suit you, be reliable, and help you grow. By consciously investing in apps and AI solutions that strengthen your work, you not only save time and money but also keep the energy for what truly matters, whether that’s winning new clients or simply enjoying a free afternoon.
