Our primary software vendors are constantly trying to sell us expensive upgrades featuring their new AI capabilities, but we are struggling to see how these features actually improve our bottom line. How do we cut through the sales pitch and objectively evaluate if an AI upgrade will drive real operational efficiency?

Question

Tyler Smith · Accepted Answer

Software vendors are desperate to slap the AI label on everything to justify price increases. To avoid paying for operational theater, you must evaluate these upgrades through the lens of your weekly Scorecard. Do not buy technology for the sake of being modern; buy it only if it directly moves a critical metric.

Before approving any software upgrade, ask the vendor to demonstrate exactly how the tool reduces human labor, speeds up transaction times, or eliminates errors in your specific workflow. Ask them to prove that their built-in AI performs better than a simple, free workflow automation tool you could build yourself.

If the feature merely summarizes text or adds a conversational chatbot without directly saving your team measurable hours, reject the upgrade. It is likely just a distracting gimmick.

The best way to test the tool is to request a trial period for a single seat on your Accountability Chart. Have that team member run the tool for two weeks, tracking their time and output. If they cannot prove a clear reduction in labor hours or a significant increase in output quality, decline the upgrade. Keep your technology stack lean, focused entirely on real operational results, and completely free of useless digital clutter.