Questions to Ask Before Buying an AI Solution
A practical procurement checklist for business owners comparing AI products and implementation partners.
Key takeaways
- Test the product on representative work.
- Clarify data access, ownership and ongoing costs.
- Plan how to stop or switch before signing.
Can the supplier demonstrate your workflow?
Provide a controlled set of representative tasks and ask to see both successful and unsuccessful results. Include missing information, ambiguous requests and exceptions. Ask which parts require manual preparation or checking.
Compare the proposed solution with your current process. Record the assumptions behind claims about speed, accuracy or savings, and test those assumptions in a bounded pilot.
What happens to your information?
Ask what is collected, where it is stored, who can access it, how long it is retained and whether it is used to improve models. Request documentation for the specific service and plan you are buying.
Clarify permissions, subcontractors, deletion and export. Have the appropriate privacy or security specialist review the arrangements when the use case warrants it.
Who manages errors and changes?
Ask how outputs are supported by sources, how incidents are reported and who can pause an integration. Find out whether model or product changes are announced and whether you can retest before rollout.
Use our SME AI governance guide to define your own responsibilities. NIST’s AI RMF 1.0 also addresses risks involving third-party technology.
What is the full cost?
Include subscriptions, usage charges, setup, integration, training, human review and ongoing maintenance. Ask about limits and the cost of higher usage rather than comparing headline licence prices alone.
For an illustrative document assistant, count time spent maintaining the knowledge baseA managed collection of information used to answer questions and checking answers. Faster draft generation does not necessarily mean lower total operating cost.
Can you leave without losing control?
Confirm how to export records, revoke access and continue the work if the service stops. Record agreed responsibilities in the contract and operating guide.
Use the pilot evaluation guide before expanding a purchase. Seek appropriate professional advice for contractual terms rather than relying on a checklist alone.
Sources and further reading
Discuss your AI solution requirements
Discuss your business process, team needs and next practical step with Obizmax.