Start with the work being purchased
An AI setup can include discovery, configuration, account connections, testing, and a team walkthrough. Those activities take effort even when the underlying software has a low monthly price. Ask for a written scope naming the workflow, tools, deliverables, and completion criteria.
Also ask what happens when a requested connection proves incompatible. A clear scope makes offers easier to compare.
Separate the three main cost categories
- Implementation: the agreed work to get a defined setup ready.
- Recurring service: hosting, maintenance, monitoring, or support as specified.
- Third-party usage: model calls, storage, connected software, and other metered services.
Ask who bills each category and which account owns it. An inexpensive hosting subscription is not an unlimited allowance for custom workflows or AI usage.
Read reference prices carefully
InstallAI currently shows requested reference amounts: $29, $49, and $89 per month for hosted tiers; $1,500 for mail-in setup; and $3,000 for on-site setup. They are conversation starting points. Currency, package inclusions, taxes, total quote, and commercial terms must be confirmed before a purchase.
Do not add a monthly plan to a setup price automatically. Ask which combination fits the work and which charges recur.
Estimate usage from a real example
Describe a typical task and estimate how often it runs. Include the information sent to the model, expected output, tool calls, and possible retries. Then measure a representative test using current provider rates.
Infrastructure has its own dimensions. Cloudflare Workers, for example, documents request and CPU-time charges, while other services have separate pricing. A single hosting figure cannot describe the full bill. See Cloudflare Workers pricing.
Ask about the practical extras
For on-site work, confirm location, travel arrangements, and required hardware. For mail-in work, confirm shipping, packaging, insurance, device condition, return handling, and what happens if the device cannot be configured as requested. For all setups, include paid software licenses and the cost of later changes.
Make the budget manageable
- Name a person who reviews usage and approves scope changes.
- Distinguish an alert from a true spending cap.
- Include testing, correction, and team review time.
- Write down every estimate and assumption.
- Update the plan with measured usage instead of promising savings in advance.