Every AI vendor promises transformation. Faster operations. More clients. Less admin. The pitches sound compelling. But most of what is being sold to professional practices right now is either the wrong solution, the wrong fit, or flat-out overpriced.
We have seen practices spend tens of thousands on AI tools they never use. Chatbots that annoy clients instead of helping them. “AI-powered” software that is really just a rebranded template. The AI gold rush has created a market full of noise, and practices without technical knowledge are the ones paying the price.
Here is how to tell the genuine AI partners from the ones wasting your money.
Red flags: When to walk away
They lead with technology, not your problems
If the first conversation is about their platform, their AI model, or their proprietary algorithm, be cautious. A good AI partner starts by understanding your practice. What software do you use? Where does your team waste time? What problems keep you up at night? Technology should be the answer, not the opening pitch.
They promise results without understanding your business
“We will increase your revenue by 40%.” “Our AI will save you 20 hours a week.” If someone makes specific claims before they have looked at your systems, your workflows, or your data, they are guessing. Or worse, they are selling you something generic they sell to everyone.
They cannot show relevant experience
AI for an accounting practice is different from AI for a medical practice. The tools are different. The compliance requirements are different. The workflows are different. If your vendor has no experience in your industry, they will learn on your dollar. Ask for examples of work they have done in your sector. If they cannot provide them, factor that into your decision.
They lock you into their platform
Some vendors build AI solutions on proprietary platforms that only they can maintain. If you stop paying, you lose everything. A good AI partner builds on open standards, connects your existing tools, and makes sure you own the result. You should be able to walk away and keep what was built.
They use cold outreach with big promises
Unsolicited emails promising AI transformation are the new version of the dodgy SEO cold email. “We noticed your practice is not using AI effectively.” Delete it. Reputable AI partners do not need to cold-email to find clients.
Green flags: Signs of a genuine AI partner
They ask before they sell
The first meeting should be mostly questions. About your practice, your team, your tools, your frustrations. If they spend the first hour listening and the last ten minutes explaining how they might help, you are in good hands.
They know your industry software
They should be able to name the tools your industry uses without prompting. Xero, MYOB, Clio, LEAP, Best Practice, Cliniko, Actionstep. If they know these platforms and how they connect, they understand your world.
They start small
A good partner will suggest a pilot project or assessment before a full engagement. They want to prove value before asking for a large commitment. Be wary of anyone who wants to overhaul everything at once.
They train your team
Anything they build should come with documentation and training. Your team needs to understand what the AI does, how to maintain it, and what to do if something goes wrong. If the vendor is the only one who understands the system, you have a dependency, not a solution.
Questions to ask before signing anything
Before you engage any AI vendor, get clear answers to these questions:
- What specific problem will this solve for my practice?
- What is included in the cost, and what is extra?
- Who owns the system when the project is finished?
- Can you show me examples of similar work in my industry?
- What happens if we stop working with you?
- How will you measure whether this is working?
- What training and documentation does my team receive?
Need independent advice?
At Navii, we are independent. We do not sell AI software. We help practices figure out what they actually need, build it using the right tools, and train the team to use it. If you are being pitched by an AI vendor and want a second opinion, or if you want to understand what AI could do for your practice before talking to anyone, get in touch.