Summary: The best vendor is not the cheapest or the one with the most promises, but the one that understands your process, is transparent about scope, and hands full ownership to you.

12 Must-Ask Questions

  1. What business problem is being solved? A good vendor asks about the process first, tools second.
  2. Is there a discovery/process audit phase?
  3. What approach do they recommend and why? (RPA vs API vs n8n)
  4. Who actually does the work? In-house team or subcontractors?
  5. How are scope, milestones, and completion criteria written?
  6. How are requirement changes handled? (change requests)
  7. Who owns the code, workflows, and accounts? It should be you.
  8. How are data and credential security managed?
  9. How are monitoring and error handling done?
  10. What support exists after go-live? SLA, service hours, cost.
  11. Is there documentation and handover?
  12. Can they show real case studies or references?

Red Flags

  • Promising specific results without seeing your process.
  • Unwilling to give access to code/accounts.
  • No written scope contract.
  • Focused on tool brands rather than outcomes.
  • No discussion of security or testing.

Evaluation Scorecard (1-5)

Criterion Weight Vendor A Vendor B
Process understanding 25%
Scope clarity 20%
Technical expertise 20%
Security and compliance 15%
Post-release support 10%
Transparent pricing 10%

Start with a Pilot

Test the collaboration on one small process before a large commitment. Measure results against agreed metrics (ROI).

Pricing Models

Fixed price for clear scope, time & material for exploration, retainer for maintenance. See application cost factors.

FAQ

Does the vendor need to be local?

Not required, but understanding the local context (tax, banks, marketplaces, data protection law) and easy communication help a lot.

How long does vendor selection take?

A few weeks is enough: brief, 2-3 vendors, presentations, pilot.

Next steps

Book a consultation with Oneflux: we start with a process audit, not a tool sales pitch.