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.
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 |
Most SMEs use AI tools with limited risk, such as chatbots, AI assistants for your administration, or automated analyses. Three obligations apply to those:
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.
Record which AI systems you use, what you use them for and which measures you take to limit risks.
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.
Make a list of all AI tools your business uses:
Classify each tool in the right risk category. For most business applications (administration, customer service, analyses) the level is: limited risk.
Document for each AI tool:
Make sure your employees know:
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.
The fines are substantial:
Lower maximums apply to SMEs, but the message is clear: take the rules seriously.
| 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 |
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 →