The AI vendor landscape is crowded and confusing. Every platform claims to be the best. Every demo looks impressive. This template gives you a structured way to evaluate vendors against your actual needs — not their marketing materials.
Use this template to evaluate 2-3 vendors side by side. Score each criterion on a 1-5 scale (1 = poor, 5 = excellent). The vendor with the highest total score isn't automatically the winner — but the scoring process forces you to think critically about what matters most.
1. Problem Fit
Does this vendor solve your specific problem — not just a generic version of it?
| Criterion | Score (1-5) | Notes |
|---|---|---|
| Solves your primary use case | ___ | Does it handle the main problem? |
| Handles your edge cases | ___ | What happens with unusual inputs? |
| Works with your data format | ___ | Can it ingest your existing data? |
| Scales with your volume | ___ | What happens when you grow 2x? |
2. Ease of Use
Can your team actually use this — or will they need weeks of training?
| Criterion | Score (1-5) | Notes |
|---|---|---|
| Learning curve | ___ | Hours to basic proficiency? |
| Interface clarity | ___ | Is the UI intuitive or confusing? |
| Documentation quality | ___ | Are guides and tutorials helpful? |
| Onboarding support | ___ | Do they help you get started? |
3. Integration
Does this work with the tools you already use — or does it require replacing everything?
| Criterion | Score (1-5) | Notes |
|---|---|---|
| Connects to your existing tools | ___ | CRM, email, accounting, etc. |
| API availability | ___ | Can you build custom integrations? |
| Data import/export | ___ | Can you get your data in and out? |
| Third-party integrations | ___ | Pre-built connectors available? |
4. Cost & Value
What does it actually cost — and what do you get for the money?
| Criterion | Score (1-5) | Notes |
|---|---|---|
| Monthly/annual cost | ___ | Actual price, not "starting at" |
| Pricing transparency | ___ | Hidden fees? Usage-based surprises? |
| Free tier or trial | ___ | Can you test before committing? |
| Time-to-value | ___ | Hours/days until you see results? |
5. Support & Reliability
When something breaks (and it will), how quickly can you get help?
| Criterion | Score (1-5) | Notes |
|---|---|---|
| Support channels | ___ | Email, chat, phone, Slack? |
| Response time | ___ | Hours or days to get a real answer? |
| Uptime guarantees | ___ | SLA commitments? Historical uptime? |
| Community / resources | ___ | Forums, user groups, tutorials? |
6. Security & Compliance
Is your data safe — and does the vendor meet your industry's requirements?
| Criterion | Score (1-5) | Notes |
|---|---|---|
| Data encryption | ___ | At rest and in transit? |
| Compliance certifications | ___ | SOC 2, HIPAA, GDPR, etc. |
| Data ownership | ___ | Do you own your data or do they? |
| Data deletion policy | ___ | Can you delete everything on exit? |
Red Flags to Watch For
- Can't explain their pricing clearly. If the sales rep can't give you a straight answer about what you'll pay, walk away.
- No free trial or sandbox. Legitimate AI platforms let you test before you commit. If they won't, they're hiding something.
- "It just works" promises. No AI tool works perfectly out of the box. Anyone who says otherwise is selling you something.
- Vendor lock-in. Can you export your data and leave? If not, you're renting their platform, not building your capability.
- No references or case studies. Ask for 2-3 customers similar to your business. If they can't provide them, you might be their test case.
- AI-powered everything. Some vendors slap "AI" on features that are basic automation. Ask what's actually AI versus what's a rule-based workflow.
How to Use This Template
- List 2-3 vendors you're considering for the same problem.
- Score each criterion (1-5) based on demos, trials, and conversations with their sales team.
- Total the scores per vendor.
- Weight what matters most. If cost is your primary constraint, multiply cost scores by 2. If integration matters most, weight that section higher.
- Talk to existing customers. Scores tell part of the story. References tell the rest.
Need Help Evaluating Vendors?
I've evaluated dozens of AI platforms for businesses across Maryland. I can help you cut through the marketing noise and find the right tools for your specific situation.
- Book a free discovery call to discuss your vendor evaluation
- Read the AI Readiness Checklist first to make sure you're ready to implement
- See 5 Ways Small Businesses Are Using AI to understand which tools fit which use cases