How to choose the right agent-based AI tool for your SME

Currently, artificial intelligence (AI) is no longer a luxury reserved for large technology corporations. Small and medium enterprises (SMEs) from any sector, such as agri-food, logistics, tourism, or manufacturing, can integrate AI solutions to improve operational efficiency and reduce costs. However, given the wide range of available tools, a key question arises: how to choose the right AI tool?

In this article, we will explain briefly and concisely what agent-based AI is, how it works, and what criteria an SME can follow to select the most effective solution for their needs.

What is an AI agent?

An AI agent is a system that perceives its environment, makes decisions, and executes actions autonomously to achieve a defined objective. These agents can be integrated into software (such as chatbots, virtual assistants, task automators) or hardware (collaborative robots, intelligent sensors).

The key is that agents work with autonomy, can learn from their experience, and communicate with other tools or with humans to coordinate actions. Thus, an agent can send emails, respond to customers, manage an inventory, or even analyze market data.

Basic types of agents

To be able to choose, an SME must start by understanding the most common types of agents:

• Simple reactive agents: Respond to stimuli without learning (for example, a chatbot with predefined responses).
• Agents with memory or internal modeling: Can learn and adapt to new patterns (for example, a system that detects drops in sales and recommends an appropriate response: discounts, promotions…).
• Multi-agent agents: Coordinate multiple agents among themselves (ideal for complex tasks, such as logistics, distributed customer service, or economic scenario simulation).

How to choose the right tool: step-by-step guide

Step 1: Identify repetitive or inefficient tasks

Conduct an internal audit to detect processes that consume time or are prone to human errors: customer service, accounting, stock control, order management, lead tracking, etc. These are natural opportunities to delegate to agents.

Step 2: Determine the degree of autonomy needed

In this step, the key question is: do you want a tool that executes fixed instructions or one that learns and adapts to business changes?

• If you need something simple and direct (like sending automatic reminders), a reactive agent is sufficient.
• If you want prediction or decision-making (for example, adjusting prices or delivery routes), you will need agents with memory or internal modeling.

Step 3: Evaluate integration with your systems

The tool must connect easily with what you already use: CRM, ERP, billing software, or ecommerce. Platforms like Make, Zapier, or Microsoft Power Automate allow creating automated flows between agents and existing tools without the need to program.

Step 4: Consider ease of use and support

SMEs usually don’t have advanced technical teams. Therefore, it’s important to look for solutions with friendly interfaces, good documentation, and support in Spanish. Tools like ChatGPT with custom functions or copilots on platforms like Notion or Microsoft 365 are ideal for their ease of adoption.

Step 5: Start with a pilot

Don’t try to automate the entire company from the beginning. Choose a specific and measurable task, such as automatic budget generation or basic WhatsApp customer service, and implement a 2-3 week pilot. Evaluate results, and from there decide whether to scale.

Agent-based AI is not a magical black box: it is a concrete, structured, and above all, useful tool if chosen well. For SMEs, the approach should be pragmatic: identify repetitive tasks, understand the type of agent needed, and start with low-cost pilots.

To understand how agent-based AI works and avoid unnecessary investments. Don’t hesitate to contact the Economic Office.