Implementing new technology in a small or medium-sized business is always a challenge. This is especially true for artificial intelligence - a field that often feels distant, complex, and reserved for big players with their own IT departments.

The truth is, AI can also be implemented effectively and safely in the SME sector - provided you approach it with a clear plan and the right support. That’s exactly why this guide was created. It’s based on a real-world process developed jointly by two teams: Numlabs, specialists in designing and deploying AI solutions, and Elpartners, experts in EU funding and securing grants for innovation.

This isn’t just theory - it’s a practical cooperation model that shows step by step how to prepare your business for AI adoption, navigate the funding process, and avoid common mistakes along the way.

Step 1: Diagnosis – Is There Space for AI in Your Business?

The first stage is a joint analysis. Many business owners ask: “Do we even need AI?” or “Does it make sense for us?” These are the very questions we address together at the start.

Numlabs runs workshops and meetings with the client’s team to identify areas that can be automated or improved - from simple admin tasks to more advanced data-driven processes. Sometimes even a small change (e.g., a bot transferring data between systems) significantly relieves the workload. Other times, the natural next step is to build a prototype of something new, like a predictive model for production planning or a sales lead analysis tool.

At this stage, Elpartners steps in. Based on the identified needs, they can point to suitable funding opportunities - whether the project involves a simple automation or a full-scale R&D initiative. Their expertise lies in translating business needs into the language of grants and funding competitions. Thanks to that, you’ll know right from the beginning where and how to apply for support.

Step 2: Choosing the Right Solution and Defining the Project Goal

Not every company needs a chatbot or its own large language model (LLM). Sometimes, the most valuable solution is a well-implemented robotic process automation (RPA) tool to handle invoices, emails, or generate “smart reports.” In other cases, a simple AI assistant to support employees in their daily work might be the best fit. And in some scenarios, the optimal path is building something entirely new based on R&D.

Numlabs doesn’t push ready-made products - we tailor the technology to your actual processes and resources. The goal isn’t to follow trends but to deliver solutions that bring real value without overwhelming your team.

Here, Elpartners plays a crucial advisory role. Many companies lose out on funding because they don’t align their project with the formal and substantive requirements of grant programs. Working together with the client, Elpartners helps define the scope, timeline, KPIs, and budget. This ensures the project not only meets business needs but also stands strong in funding applications.

Step 3: Applying for Funding – With Confidence and Clarity

Submitting a funding application can be stressful. It involves filling out detailed forms, estimating costs, and describing the technology in grant-compliant terms. That’s why Elpartners takes full responsibility for the application process.

The client doesn’t need to sift through regulations, hunt for the right program, or handle complex paperwork. Importantly, all applications are prepared in collaboration with Numlabs, ensuring full consistency between the technical plan and the formal documentation. This eliminates the risk of discrepancies between the implementation strategy and the official proposal.

Elpartners also prepares clients for potential questions or project defenses before funding institutions - helping the entire process run smoothly.

Step 4: Implementation – On Time and On Plan

Once funding is secured, we move forward with implementation in line with the approved schedule and project scope. Nothing is improvised - every stage is part of the pre-approved concept validated by the funding body.

Numlabs leads the technical implementation, working closely with the client’s team. The rollout is tailored to the reality of the organization - its infrastructure, tools, and resources. Progress is regularly reviewed with the client, feedback is collected, and requirements are consistently met.

Meanwhile, Elpartners ensures that all activities comply with funding rules, cost eligibility requirements, and documentation standards. This safeguards the project from a formal standpoint and ensures financial security.

Step 5: Final Delivery and Project Settlement

In the final stage, the solution is fully launched and integrated into the client’s processes according to the project’s milestones. Further system development, optimization, or functional expansion may follow - but these are separate investment decisions, often building on the success of the initial rollout.

Numlabs remains a long-term technology partner, providing operational support, development, and ongoing collaboration opportunities. Elpartners, in turn, guides the client through the financial settlement process - verifying expenses, preparing payment requests, and representing the company before the funding institution if needed.

This way, the business not only gains a cutting-edge AI solution but also the assurance that the entire process - from concept to settlement - was carried out professionally, transparently, and securely.

Conclusion

This guide is not a collection of generic tips but a proven cooperation model we’ve successfully delivered for many SMEs

- Numlabs is the technology partner that translates business needs into real, working AI solutions

- Elpartners is the strategic partner who knows the ins and outs of grant systems and helps secure the funding to make those solutions happen.

Together, we guide companies through the entire journey - from the first conversation, through prototyping and funding, all the way to full implementation and settlement.

If you’re wondering whether your company could benefit, let’s schedule a short call. We’ll assess the potential and suggest next steps.
No pressure. No hidden catch. Just a clear path toward real AI adoption.