New AI rules from August 2026
On 2 August 2026 the EU AI Regulation (AI Act) takes full effect. Do you use AI tools in your business? Then you will be dealing with new rules around transparency, documentation and knowledge within your team. For most SMEs the obligations are manageable. In this article you will read what is changing, what you can already do now and how your accounting software can help you with that.
What does the EU AI Regulation involve?
The AI Act is the first comprehensive AI legislation in the world. The goal is to make AI systems reliable and safe without blocking innovation. The law divides AI systems into four risk levels:
| Risk level |
Example |
Consequence |
| Unacceptable |
Social credit system |
Prohibited |
| High risk |
Medical diagnosis, credit scoring |
Strict requirements for documentation and supervision |
| Limited risk |
Chatbots, AI assistants |
You must inform users |
| Minimal risk |
Spam filters, recommendations |
No obligations |
Which category do you fall under as an SME?
Most SMEs use AI tools with limited risk, such as chatbots, AI assistants for your administration, or automated analyses. Three obligations apply to those:
Transparency obligation
Let users know they are communicating with an AI system. Do you generate AI content for your business? Then make it clear that it was created by AI.
Documentation obligation
Record which AI systems you use, what you use them for and which measures you take to limit risks.
AI literacy
Employees who work with AI must have enough knowledge to use it responsibly. This does not have to be formal training. An internal manual or short training session is enough.
What should you do? Four steps
1. Map out your AI use
Make a list of all AI tools your business uses:
- ChatGPT, Claude or other AI assistants
- Automated analyses or reports
- Chatbots on your website
- AI features in existing software (such as your accounting software)
2. Determine the risk level
Classify each tool in the right risk category. For most business applications (administration, customer service, analyses) the level is: limited risk.
3. Record everything
Document for each AI tool:
- What it does and what you use it for
- Which data it processes
- Who has access to it
- Which measures you take (confirmation for changes, recording of actions, etc.)
4. Inform your team
Make sure your employees know:
- Which AI tools are available
- How to use them responsibly
- What the limitations are
- Where to go with questions
How does a good AI connector help with compliance?
A professionally set up AI connector with your accounting software already takes part of the obligations off your hands. Curious how such a connector protects your data? Read our article about security of accounting data with AI connectors.
| Requirement |
How a good connector solves this |
| Transparency |
Every change requires confirmation before it is applied |
| Recording of actions |
All requests and actions automatically go into an audit log |
| Security |
Secure login procedure, encryption and ISO 27001 certification |
| Control |
You always stay in charge of what happens |
Our experience is that companies which set up their AI connector well already meet the majority of the obligations without extra administrative work.
What does it cost if you do not comply?
The fines are substantial:
- Up to 35 million euros or 7% of annual turnover for prohibited AI systems
- Up to 15 million euros or 3% for other violations
- Up to 7.5 million euros or 1.5% for providing incorrect information
Lower maximums apply to SMEs, but the message is clear: take the rules seriously.
Timeline
| Date |
What takes effect? |
| 2 February 2025 |
Ban on unacceptable AI practices |
| 2 August 2025 |
Rules for general-purpose AI (GPT-4, Claude, etc.) |
| 2 August 2026 |
Full law in effect, including high-risk systems |
| 2 August 2027 |
Additional rules for specific sectors |
Start today
The EU AI Regulation requires preparation, but for most SMEs the steps are manageable: transparency, documentation and basic knowledge within your team. Start taking inventory now, so you will be ready well in time.
Do you want to get started right away with an AI connector that is compliance-proof? Take a look at our step-by-step guide to start in five minutes.
Do you want to try it yourself? Start for free with Exact AI Connect →
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