PrivateAgent
Buying Guide

How to Choose the Right AI Solution

A practical guide to evaluating AI vendors, comparing build vs buy options, and making smart decisions about AI for your Ontario business.

Build vs Buy: Which Is Right for You?

Compare custom AI development with SaaS platform options

Custom AI Development

Advantages

  • Tailored exactly to your workflows
  • Full ownership of the solution
  • No per-seat or usage fees
  • Deep integration with existing systems
  • Competitive advantage through differentiation
  • Complete control over data handling

Considerations

  • Higher upfront investment
  • Longer implementation timeline
  • Requires ongoing maintenance relationship
  • Need to clearly define requirements
Best for:

Complex workflows, compliance requirements, unique business processes, long-term cost optimization

SaaS AI Platforms

Advantages

  • Quick to deploy
  • Lower upfront cost
  • Vendor handles updates
  • Predictable monthly pricing
  • Minimal technical requirements

Considerations

  • Monthly fees add up over time
  • Limited customization options
  • Vendor lock-in risk
  • Data leaves your control
  • Generic experience for customers
  • Per-seat pricing gets expensive
Best for:

Simple use cases, small teams, quick pilots, limited budget for upfront investment

Vendor Evaluation Criteria

What to assess when comparing AI solutions

Technical Capabilities

Natural language understanding qualityCritical
Integration capabilities with your systemsCritical
Multi-channel support (chat, phone, email)High
Customization and training optionsHigh
Reporting and analyticsMedium
Voice capabilities if neededVaries

Security & Compliance

Data encryption (transit and rest)Critical
Data residency (Canadian for PHIPA)Critical
Access controls and audit loggingCritical
SOC 2 or equivalent certificationHigh
PIPEDA/PHIPA compliance experienceHigh
Incident response proceduresMedium

Vendor Reliability

Company stability and fundingHigh
Customer references in your industryHigh
Support availability and response timesHigh
Implementation methodologyMedium
Training and documentationMedium
Exit strategy and data portabilityMedium

Cost Structure

Total cost of ownership (3-5 year view)Critical
Transparent pricing modelHigh
No hidden fees or overagesHigh
Scaling costs as you growMedium
Contract flexibilityMedium
Payment termsLow

Red Flags to Watch For

Warning signs when evaluating AI vendors

No references or case studies in your industry
Vague answers about data handling and security
Aggressive sales tactics or pressure to sign quickly
No clear implementation timeline or methodology
Hidden fees or complex pricing that is hard to predict
Vendor cannot explain how their AI actually works
No options for customization or integration
Long-term contracts with no exit provisions
Data ownership clauses that give vendor rights to your data
No SLA or guarantees on uptime and performance

Frequently Asked Questions

Common questions about choosing AI solutions

Should I build custom AI or use a SaaS platform?

It depends on your needs. Custom AI makes sense for complex workflows, compliance requirements, or when you want full ownership. SaaS platforms work for simple use cases or quick pilots. Most businesses benefit from custom solutions long-term due to better fit and lower ongoing costs.

How much should I budget for AI?

Custom AI has an initial development investment, while SaaS platforms charge ongoing per-seat fees. Custom AI typically offers better long-term value since you own the solution outright. Contact us for a personalized quote and ROI analysis.

What questions should I ask AI vendors?

Key questions: Where is data stored and processed? What security certifications do you have? Can I see references in my industry? What does total cost look like as I scale? How do you handle integrations? What happens if I want to leave?

How long does AI implementation typically take?

Simple implementations: 2-4 weeks. Moderate complexity with integrations: 6-8 weeks. Enterprise deployments with compliance requirements: 3-6 months. Be wary of vendors promising complex implementations in days.

What if the AI does not work well for my business?

Good vendors offer pilot periods, satisfaction guarantees, or phased implementations. Avoid long-term contracts until you have proven value. Ensure your contract includes performance expectations and remedies if they are not met.

Need Help Choosing the Right AI Solution?

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