PIPELINEGuide
AI chatbot: comparing providers — what really matters
Quotes for AI chatbots are hard to compare because everyone includes something different. The questions that reveal differences — and the warning signs.
When comparing AI chatbot providers, what matters less is the stated price than the question of what happens afterward: who supports the system after it goes live, and what does a later change cost. That's the difference that only shows after a few months.
01 — Criteria
How quotes differ
- What exactly is included. Two quotes with the same total can cover completely different deliverables. Ask for scope as a list, not as running text.
- Who delivers what. Content, images, data, access — if it's not specified, it becomes a point of conflict later.
- What operation costs. Calculated over three years, including licenses, hosting, and support.
- What happens if you want to switch. Do you get access, data, and documentation? The answer to this question says more about a provider than any reference.
- Who actually does the work. With small providers this matters: who sits in the meeting, and who then does it.
02 — Questions
Questions you should ask
- What happens if the project becomes more expensive than estimated — who bears that?
- Who owns data, access, and, if developed, the source code?
- What does operation cost in the second and third year?
- What does the documentation we receive at the end look like?
- How would you measure whether the project was successful?
- Is there a case in which you would advise us against this?
03 — Warning signs
When to be skeptical
- Guaranteed results. Anyone promising top Google ranking or a specific revenue increase is selling something they can't deliver.
- No pushback. A provider who thinks every project is a good idea has either not listened or is only selling.
- Time pressure. Limited-time discounts on project prices are a sales tool, not an offer.
- Unclear ownership. Anyone who won't clearly say who owns data and access doesn't have your interests at heart.
- No contact with technical expertise. If only sales sits in the first meeting, that's where misunderstandings arise.
04 — Scope
What's included
- Preparing your content (website, price lists, PDFs, FAQ) into a searchable knowledge base
- Answer logic with source binding — the bot doesn't make things up, it answers from your documents
- Escalation to a human as soon as the question falls outside the knowledge base
- Lead capture with name, request, and contact method directly to your inbox or CRM
- Design matching your website's look, light and dark mode
- AI Act-compliant disclosure that this is an AI system
05 — Questions
Frequently asked questions
Does this also work on a WordPress site?
Yes. The integration is a single code snippet in the footer and works the same on WordPress, Shopify, Webflow, Wix, TYPO3, or a custom-built site.
Does this even pay off for us?
The calculation is simple: requests per week times processing time times hourly rate. With twenty repeat questions per week and seven minutes each, that's a good two hours of work — every week. We calculate this with your real numbers before the quote.
Doesn't an AI chatbot just make up answers?
A free-running language model does. That's why we build the bot so it only answers from a verified knowledge base and provides the source. If it finds nothing, it says so and redirects — that's the most important part of the configuration.
Do we have to label the chatbot as AI?
Yes. Since August 2026, the transparency requirements of Article 50 of the EU AI Act apply: Anyone communicating directly with an AI system must be able to recognize it. We build the labeling in as standard, it costs nothing extra.
What happens to our customers' data?
The conversations run through servers in the EU, no training is done with your data, and we write the appropriate section for your privacy policy. On request, chat logs are automatically deleted after a set period.
What if the bot answers a question incorrectly?
You see every conversation. Incorrect answers are refined by making the knowledge base more precise. This happens a few times in the first weeks, then rarely after that.
How much work does this create for us?
At the start, about two to three hours for gathering content and one alignment round. After that, nothing regular — unless you want to add new topics, which works through a simple document.
Next step
Send us a few sentences about your project.
We read every inquiry ourselves and respond personally. No sales team, no callback form into the void.