Example: ❌ "We'll use a microservices architecture with event-driven design" ✅ "We'll reduce order processing from 4 hours to 12 minutes, saving $187K annually"

They Show You Similar Wins

Ask to see:

Projects in your industry or with similar challenges
Actual results with metrics
References you can call
Case studies with real numbers

Warning: Everyone has a portfolio. Ask specific questions:

"What was the ROI?"
"How long to see results?"
"What challenges came up?"
"Can I talk to that client?"

The 10 Critical Questions

Before signing anything, get clear answers to these:

1. "What's your process for discovering requirements?"

Good answer: Detailed process involving stakeholder interviews, process mapping, and clear documentation before any development.

Bad answer: "We'll figure it out as we go" or "Just tell us what you want."

2. "Who will actually do the work?"

Good answer: Introduction to specific team members, their experience, and their roles. Senior people you'll see throughout the project.

Bad answer: "We have a great team" without introducing anyone specific.

3. "Show me a similar project that failed and why."

Good answer: Honest discussion of challenges, what they learned, how they adapted.

Bad answer: "We never have failures" (they're lying or inexperienced).

4. "What happens if the project goes over timeline or budget?"

Good answer: Clear escalation process, transparent communication protocols, defined risk-sharing.

Bad answer: "That won't happen" or "You'll need to pay more."

5. "How do you handle changing requirements?"

Good answer: Structured change request process, impact analysis, prioritization framework.

Bad answer: "Scope is locked" or "Everything's extra."

6. "What metrics will you track to prove success?"

Good answer: Specific KPIs aligned with your business goals, measured before and after.

Bad answer: "You'll see the benefits" without concrete metrics.

7. "How will you train our team?"

Good answer: Detailed training plan, documentation, ongoing support period.

Bad answer: "The system is intuitive, you'll figure it out."

8. "What happens after go-live?"

Good answer: Clear support structure, maintenance plan, upgrade path, response time commitments.

Bad answer: "We'll be available if you need us."

9. "Can you work with our existing systems?"

Good answer: Questions about your current tech stack, integration points, data migration approach.

Bad answer: "You should replace everything with our solution."

10. "What could go wrong with this project?"

Good answer: Honest risk assessment with mitigation strategies.

Bad answer: "Nothing can go wrong with our process."

The Investment Sweet Spot

Understanding pricing helps avoid costly extremes:

Too Cheap = Expensive Later

$15-30K projects often cut corners:

Junior developers
Minimal testing
Poor documentation
No proper discovery
Technical debt from day one

Real cost: $15K initial + $40K fixing problems = $55K total

The Right Range for Most Businesses

$40-80K projects typically include:

Proper discovery and planning
Senior developers
Comprehensive testing
Training and documentation
Post-launch support
Quality that lasts

Real cost: $60K that works = $60K total + $150K annual savings

When to Spend More

$100K+ projects make sense for:

Complex multi-system integrations
Mission-critical operations
High transaction volumes
Regulatory compliance requirements
Competitive differentiation

The Warning Signs During the Project

Even with the right partner chosen, watch for these red flags:

Communication Goes Dark

Warning: Days or weeks without updates

What it means: They're struggling and hiding it

What to do: Demand weekly status meetings with demos

Scope Creep Without Discussion

Warning: Features changing without your approval

What it means: They're solving problems they created

What to do: Require written change requests and impact analysis

No Working Software Until the End

Warning: "You'll see it when it's done"

What it means: Probably nothing works yet

What to do: Demand weekly or bi-weekly working demos

Your Team Isn't Involved

Warning: Partner works in isolation

What it means: Building the wrong thing

What to do: Require regular stakeholder reviews

What Great Partnerships Look Like

Successful automation projects share common patterns:

Regular Communication

Weekly status updates
Bi-weekly working demos
Monthly business reviews
Immediate escalation of issues

Collaborative Problem-Solving

Joint decisions on tradeoffs
Your team's input valued
Problems discussed openly
Solutions evaluated together

Transparent Progress Tracking

Clear milestones
Honest status reporting
Early warning of issues
Evidence of progress (working software)

Knowledge Transfer

Documentation as you go
Training throughout project
Your team gradually taking over
No mysterious "black box" code

The Contract Essentials

Protect yourself with these terms:

Clear Deliverables

Include:

Specific features and functionality
Performance requirements
Acceptance criteria
Definition of "done"

Milestone Payments

Structure:

20% kickoff
30% at halfway milestone
30% at completion
20% after 30-day warranty period

Never: Pay everything upfront or at the end.

IP and Ownership

Must specify:

You own all custom code
You own all data
No ongoing licensing fees
Source code provided

Support and Maintenance

Define clearly:

Support hours and response times
Maintenance scope and cost
Upgrade policies
System documentation

Exit Clause

Include:

Conditions for early termination
Deliverables upon termination
Transition support
No hostage situations

Industry-Specific Considerations

Different industries have unique needs:

Manufacturing

Critical factors:

Understanding of production workflows
ERP integration experience
Downtime minimization strategies
Shop floor connectivity

Healthcare

Must-haves:

HIPAA compliance expertise
Medical system integration experience
Patient data security protocols
Regulatory documentation

E-commerce

Key capabilities:

High-volume transaction handling
Payment system integration
Inventory management experience
Peak season scalability

Professional Services

Important aspects:

Client workflow understanding
Billing system integration
Document management expertise
Customization flexibility

The Decision Framework

Use this scorecard to evaluate potential partners:

Industry Experience (20 points)

Similar industry projects: 10 points
Understanding of your challenges: 5 points
Relevant case studies: 5 points

Technical Capability (20 points)

Senior team members: 10 points
Modern technology stack: 5 points
Integration expertise: 5 points

Process Maturity (20 points)

Clear methodology: 10 points
Project management tools: 5 points
Quality assurance process: 5 points

Communication (20 points)

Responsiveness: 10 points
Clarity of explanations: 5 points
Regular updates promised: 5 points

Business Understanding (20 points)

Asks about ROI: 10 points
Discusses business impact: 5 points
Quantifies benefits: 5 points

Scoring:

80-100: Strong candidate
60-79: Acceptable with reservations
Below 60: Keep looking

Real Success Stories

Case 1: Distribution Company

The choice: Between $35K "cheap" option and $65K experienced partner

The decision: Went with experienced partner

The result:

Project completed in 12 weeks (vs. estimated 6 months with cheap option)
Working perfectly from day one
$220K annual savings
ROI in 4 months

Key factor: Partner had done three similar distribution automation projects.

Case 2: Professional Services Firm

The choice: Between technology-focused vendor and business-focused partner

The decision: Partner who asked business questions first

The result:

Delivered solution they needed, not what they asked for (partner identified better approach)
60% time savings (vs. 30% from original plan)
$180K annual savings
Became competitive advantage

Key factor: Partner challenged their assumptions and proposed better solution.