Procurement

AI procurement checklist for small teams

Small teams often buy AI tools quickly because the monthly price looks small. A basic procurement checklist prevents messy renewals, duplicate subscriptions, and tools that no one owns after the first week.

Before buying

• Who owns the tool and reviews usage?
• Which workflow will the tool improve?
• How many active users need paid access?
• What are the usage limits, credits, or overage rules?
• Can the team export work if the tool is canceled?
• Are there security, privacy, or client data concerns?

Test period

Run the tool on real work for at least one billing cycle. Track saved time, quality improvements, active usage, and friction. Do not judge only by a polished onboarding demo.

Renewal rule

A tool should earn renewal by being part of a weekly workflow. If the owner cannot explain the value, downgrade or cancel before the renewal date.

Cost planning

Before approving a new AI tool, enter seats, usage, and add-ons into the AI tool budget calculator.