AI has changed the world we live in. And most want to get on board and start using it to their advantage. You can’t go a day without seeing a new AI use-case, but what does it actually look like in practice?
We've noticed two camps in most AI conversations: there are the ones that are skeptical and are waiting it out. While many others that are more open but overwhelmed, and who think there are way too many tools, and not enough time to figure out which ones matter.
So let's cut through the noise.
Here are 5 AI tools that we've either integrated into our workflows or genuinely recommend based on our experience. They've either helped us directly or shown real promise in saving time, reducing mistakes, and freeing up teams to focus on strategic work. If you're wondering where to begin with AI, this is a practical starting point.
1. Don’t Let Meetings Disappear into the Void
Ever leave a Zoom call thinking, "Wait… what were the next steps again?"
Fireflies is now a core part of our meeting toolkit. It joins scheduled calls automatically, records them, and generates searchable transcripts with speaker labels. But here's where it gets powerful:
We pair it with a custom GPT assistant trained on our meeting style. After the call, we run the transcript through GPT to extract:
- A 3-bullet summary
- Action items with deadlines
- Questions raised but unresolved
- Follow-up reminders
This combo now supports everything from client check-ins to internal strategy syncs.
Example in action: During a sales call with a new lead, our team used Fireflies to capture the session. We then ran the transcript through our GPT assistant. It flagged follow-ups and outlined action items across departments. Everyone was aligned without having to rewatch the recording.
2. Hiring Based on Skill
One thing we’ve learned firsthand: Great resumes don't always mean great hires.
Vervoe helps us dig deeper. While we still scan CVs, we use Vervoe to send promising candidates tailored assessments that test for the actual skills required in the role. The platform uses AI to evaluate responses based on questions and answers we provide in advance (when the role is created). Instead of assessing dozens or hundreds of candidates’ tests and scores - we set it up once - and let Vervoe’s AI magic do its thing.
Here’s how we use it:
- For bookkeeping roles, we assess how candidates categorize transactions, clean up messy accounts, or catch sales tax issues.
- Once the test results are in, we have a clearer sense of how someone thinks, not just how they talk in an interview.
This has helped us save time across teams. Instead of multiple hiring managers joining early interviews, we can move forward confidently with fewer, more targeted conversations.
When it really made a difference: We once had a candidate with a polished resume and great interview presence, but their test flagged major blind spots. On the flip side, one of our best hires didn’t have the typical years of experience on paper but absolutely aced the assessment. It was clear they were a fast learner and sharp thinker. Without Vervoe, we might’ve missed them.
3. AI-Powered Tax Research
Researching complex tax issues can eat up hours. When we're trying to understand if a cross-border setup might trigger a permanent establishment, the last thing we want is to dig through 80 dense CRA memos.
That's where our internal GPT tools come in.
We trained them on CRA rulings, public documents, and our own tax commentary. Now, we can:
- Instantly surface relevant cases
- Summarize them in plain language
- Identify angles for deeper review
For a recent client with an international structure, our tax team used GPT to pull every applicable ruling in minutes. We still reviewed manually, but started with the right 3 documents, not a pile of 80.
Bonus general prompt example: “We’re reviewing a Canadian SaaS company with an international subsidiary. Can you find CRA rulings or guidance that discuss permanent establishment risks in similar cross-border structures? Focus on rulings that mention digital services, cloud-based operations, or having a foreign affiliate providing services to Canadian customers. Summarize the top 3 most relevant findings in plain language, and flag any cases that may require deeper review.”
4. Build Presentations Without the All-Nighter
If you've ever scrambled to polish a slide deck late at night, this will be a huge game changer.
Gamma takes your raw notes (bullets, paragraphs, outlines) and turns them into sleek presentations.
We use it for:
- Internal reviews (KPIs, forecasting, progress reports)
- Client walkthroughs (month-end processes, dashboard insights)
- Sales proposals
Normally, a PowerPoint job would take around 3 hours. With Gamma, a Google Doc became a presentation-ready deck in under 10 minutes, complete with graphics and an aesthetic layout.
5. Let Your Databases Talk Back
CRM tools have come a long way, and many now include built-in AI assistants that can actually help you manage the day-to-day. Whether you’re using Airtable, HubSpot, Notion, or other systems, these features can help teams keep better track of what matters.
Here’s what AI-powered CRMs can offer:
- Summarizing messy notes (like client onboarding feedback)
- Flagging overdue tasks or projects
- Drafting internal updates based on recent activity
How we plan to use it: We use Airtable as our digital command center - it holds everything from task management to internal notes. While we haven’t fully deployed the AI assistant yet, we see clear opportunities. For example, we believe it could help surface clients who are due for proactive check-ins, summarize recent activity before calls, or flag tasks that need our attention before month-end deadlines. These kinds of insights could help us stay proactive instead of reactive, and ensure nothing falls through the cracks.
Even light usage could help surface things we might otherwise overlook.
Final Thoughts: AI Should Work for You, Not Replace You
We’re using it because it solves real problems. The biggest one being time. These tools give us back hours we’d otherwise spend buried in admin work, formatting docs, or searching for buried notes.
That extra time lets us focus on what actually matters which is to serve our clients better. Whether that’s diving deep into a complex tax scenario, building out a more streamlined reporting process, or simply having the breathing room to think ahead, we want our energy going to the work that drives real results. That’s the value AI brings to the table.
If any of these tools sparked ideas for your business or if you're looking for ways to build more intelligent financial systems, let’s talk. We’re always happy to share what we’ve learned, and what we’d do differently if we had to start from scratch.
