Updated: 12 October 2026
Can the solution handle your actual work?
Request a demonstration using an authorised sample of your situations, including incomplete documents and your team's languages. Ask about limits, supported volumes and failure handling. Check whether the output can be used in your business software without substantial re-entry.
What happens to data and access?
Ask which data is retained, for how long and who can access it. Separately check any use for training, backups and logs. Ask how access is restricted by role and how permissions are removed when someone leaves.
- Assess a business offering against its specific terms.
- A hosting location does not answer every access question.
What is the full cost and who provides support?
Separate subscription, usage, configuration, integrations, training and maintenance. Clarify support coverage, availability and escalation. Request an estimate for normal use and a busy month. Identify scope changes that would trigger additional charges.
How can you change solutions or stop the service?
Request a sample export of your data and settings and verify it is usable. Clarify timing, exit fees and retained copies. Record dependencies on proprietary features. Conclude the selection with an acceptance test, not just a sales proposal.