By AI Sales Tools · 14 September 2026 · 2 minute read
Before you begin
List one-time work separately from recurring costs. Ask vendors about usage limits, user seats, integrations and export options. Use a consistent month or year when comparing quotes. Do not count all time saved as cash saved. Some capacity may be used for better customer follow-up rather than lower costs. Review actual usage after the pilot before renewing a larger package.
Separate capacity from savings
Suppose a proposed workflow saves five hours of drafting each week but adds two hours of review. Three hours of capacity may become available; that does not mean the wage bill falls by three hours. Decide how the team would use the time and whether it can actually be reassigned. The free planner values this capacity using your assumptions. Treat its result as a comparison aid, not a revenue forecast.
Include the less visible work
List initial configuration, training, source-data cleanup, integration maintenance and periodic review. Ask the vendor which usage limits apply and how overages are charged. Put one-time costs and recurring charges in separate rows. Compare the same period and currency, and confirm VAT treatment in the actual quote. Keep a note beside any assumption that depends on an unanswered vendor question.
Revisit the estimate after a pilot
Compare actual review effort and usage with the plan. A lightly used licence and a heavily used integration can produce a different total from the initial demonstration. AI Sales Tool Cost Planning helps frame the decision; Choosing AI Sales Tools establishes whether the workflow is useful at all. Keep both conclusions together before approving a longer commitment or a larger rollout.
Put the notes to work
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