Choosing an artificial intelligence vendor is a big decision. You want to get it right the first time. You also want a platform that supports your business, not one that adds more headaches. Whether you are running a small company, managing a care facility, handling procurement, or heading up operations or IT, you have one question in mind:

How do I know this is the right vendor for us?

Let us walk through the key questions you need to ask before you sign the dotted line. This AI vendor checklist will help you slow down and think through what matters most. You might even avoid a few expensive regret.

1. What Does the Platform Actually Do?

Some platforms promise the moon. You need to ask what the tool actually delivers. Not just what is written on the homepage, but what it really does when you log in.

Ask this:

• What are the core features of this platform?
  
• Which tasks can it perform without manual workarounds
  
• Are there any features that are still in development?
  

You need clear, straightforward answers. If you cannot explain what it does in plain terms, there is a problem. A good vendor will not dance around the details.

2. Is This Tool Right for My Industry?

Not every artificial intelligence tool works for every business. If you work in aged care, for example, the needs are very specific. You need something that fits the regulatory environment and the day-to-day work.

Ask this:

• Has this platform been used in aged care settings?
  
• Does it support needs around care reporting and audits?
  
• Can it help with AI for Aged Care Compliance
  

You can also check out tools that are designed with this space in mind, like Norma Care Bot from Governa AI. That tool supports compliance and saves staff time.

3. Who Owns the Data?

It is easy to get caught off guard here. You upload your business data, and then find out later that the vendor controls it. That is not a fun surprise.

Ask this:

• Who owns the data I upload into the platform
  
• Can I export all of my data if I leave
  
• How is my data stored and protected?
  

You want to know that your business data stays yours. If the vendor gives vague answers, keep asking until you get the facts

4. How Will This Tool Fit With My Existing Systems?

You already have tools you use—spreadsheets, care software, accounting platforms, maybe even some basic automation. The big question is how this new tool will sit alongside those.

Ask this:

• Does this platform integrate with the tools I already use
  
• Will I need to manually transfer information from one system to another
  
• Is there an application programming interface?
  

Compatibility matters. If the vendor does not have an answer, you may be looking at more work instead of less.

5. How Long Does It Take to Get Up and Running?

A tool might look good on paper, but what does the setup process actually look like? Some platforms take months to get going. That might not work for your timelines.

Ask this:

• How long does it take to set up the platform?
  
• Who supports onboarding—do I do it myself, or do you help
  
• Is there training available for my team?
  

Time is money. You want a vendor who understands that

6. What Is the Total Cost—Really?

Let us not beat around the bush. You need to know what you are paying and what you are getting. Costs can add up fast if you are not paying attention.

Ask this:

• What is the monthly or yearly cost
  
• Are there setup fees or other hidden charges
  
• Will I need to pay extra for support or training?
  

Budget surprises are like finding a mouse in your lunchbox. Better to open the lid early and take a good look.

7. What Kind of Support Do I Get?

Artificial intelligence tools do not run themselves. Sooner or later, you will have questions. What happens then?

Ask this:

• Do you offer live support or just a help center?
  
• What are your support hours
  
• How fast do you respond to urgent issues?
  

Customer support is not a luxury. It is part of the package. If something goes sideways, you want someone to answer the phone—or at least the chat.

8. How Do You Handle Updates and Changes?

You do not want a tool that changes every week. At the same time, you want a platform that keeps pace with industry needs.

Ask this:

• How often do you update the platform
  
• Will you notify me before updates go live?
  
• Do I have a say in the product roadmap?
  

Some vendors run a tight ship. Others steer by guesswork. You want to know who is driving the boat—and where it is going.

9. What Results Can I Expect?

This is not about marketing promises. It is about understanding what kind of difference this tool will make in your business.

Ask this:

• What improvements have your other clients seen
  
• How will I measure success with this platform
  
• What should I expect in the first 30, 60, and 90 days?
  

Set expectations early. That way, you can measure whether the tool is working for you—or just taking up space

10. What Happens If I Want to Leave?

Nobody likes to think about breaking up, but it happens. You need to know how things will work if you want to move on.

Ask this:

• Is there a contract term or cancellation policy?
  
• Can I take my data with me when I go?
  
• Will there be any fees or penalties
  

No one wants to be stuck in a contract that does not fit anymore. Make sure the exit plan is as clear as the entry.

11. Does This Vendor Have Experience with Compliance Needs?

This is especially important if you are in a regulated field like aged care. You cannot afford to miss the mark.

Ask this:

• How do you support compliance with industry rules?
  
• Do you offer features that help with reporting and documentation?
  
• Are there audit tools or logs built into the platform?
  

Tools like the Norma Care Bot from Governa AI are purpose-built to help teams meet their compliance needs without adding more paperwork.

12. Can the Platform Scale With My Business?

Maybe you are small now. Maybe you will double in size next year. You need a platform that will not buckle under the pressure.

Ask this:

• How many users can this platform support?
  
• Can I upgrade or change my plan as I grow
  
• Will performance be affected by higher usage?
  

Planning ahead is like packing a suitcase with extra room. Better to have space than scramble for solutions at the last minute.

13. Is This Vendor Clear and Transparent?

Sometimes the way a vendor talks tells you more than their product brochure. If they cannot give straight answers, that is a red flag.

Ask this:

• Are your terms and pricing easy to understand?
  
• Will I have a single point of contact
  
• Can I see documentation before signing?
  

You are not just buying software. You are starting a working relationship. That means trust matters.

Use This AI Vendor Checklist Before You Commit

Here is a simple list you can print or copy for your next vendor meeting:

• What does the platform actually do?
  
• Is this tool a good fit for my industry
  
• Who owns and controls the data?
  
• Will it work with my existing tools
  
• How long does setup take?
  
• What is the total cost
  
• What support is offered?
  
• How are updates managed
  
• What results should I expect?
  
• What if I want to leave
  
• How does it handle compliance
  
• Can it scale with my business?
  
• Is the vendor transparent?
  

When you ask the right vendor questions, you protect your business. You keep things simple. You avoid headaches down the road. And most of all, you set yourself up with a tool that will support your actual goals—not just checkboxes.

Governa AI Can Help

If you are looking for an artificial intelligence solution that supports aged care compliance and daily operations, Governa AI may be a good fit. Our Norma Care Bot helps aged care teams stay on top of documentation and meet their reporting requirements without adding extra work.

We believe in clarity, support, and platforms that do what they say

Ready to Ask Smarter Questions?

Bring this AI vendor checklist to your next meeting. Ask the questions. Get the answers. And when you are ready to explore tools that match your business goals, reach out to Governa AI.

Your next smart decision starts here