There are more AI tools than anyone can keep track of, and plenty of sales pitches promising they'll fix everything. Here's how to choose without wasting money.
Start with the problem, not the tool
Before you look at any product, write one sentence: "We're losing [what] because [why], and we'll know it's fixed when [number] changes." If you can't write it, you're not ready to buy.
Check what you already have
Your phone system, scheduling software, invoicing tool, or CRM may already include the feature you need. Look in the settings and ask your current vendors before adding another subscription.
Questions to ask every vendor
About the product
- What exactly does it do on its own, and what needs my approval?
- What happens when it doesn't know the answer or makes a mistake?
- Does it connect to the tools I already use, and who sets that up?
- Can I see a log of what it did?
About your data
- Where is my data stored?
- Is my data or my customers' data used to train your models? Can I turn that off?
- Who at your company can see my data?
- Can I export all my data if I leave? In what format?
- What happens to my data when I cancel?
About cost
- What's the full monthly cost at my volume, including usage fees?
- What does setup cost, and what does it include?
- Are there per-seat, per-message, or per-minute charges?
- What happens to the price after the introductory period?
About the contract
- How long is the commitment?
- How do I cancel, and how much notice is required?
- Is there a refund policy?
- Does it renew automatically?
Get the answers in writing.
Red flags
- Guaranteed results. No honest vendor can guarantee a specific outcome for your business.
- Pressure to sign today. Real deals still exist next week.
- No trial or pilot. You should be able to test it on your real work.
- Vague answers about data. If they can't explain where your data goes, assume the worst.
- Long contracts for unproven tools. Start month-to-month when you can.
- "It's AI, it just knows." It doesn't. It needs your information and your setup.
Run a small pilot
- Pick one task and a two-to-four-week window.
- Measure the baseline first (see How to Measure AI ROI).
- Assign one person to own the pilot.
- Compare the numbers at the end.
- Decide: keep, adjust, or cancel.
Keep an exit
- Make sure you can export your data
- Keep your process written down so you're not dependent on one tool (see Build Your First SOP for AI)
- Put contract end dates and renewal dates on your calendar
A word about us
Applying to AI Business Rescue never obligates you to buy anything, from us or anyone else. See the Refund and Services Disclaimer.