Running the selection · Chapter 11
How to shortlist AI automation agencies
A good shortlist saves weeks of wasted calls. The goal is a small set of strong fits. This chapter shows how to build one.
“Focusing is about saying no.”
Where to find AI automation agencies
Start wide, then narrow. Pull candidates from a few sources.
- A specialist directory like AI Automation DB, filtered by service and location.
- Referrals from peers and your network.
- Case studies in your industry or use case.
- Communities around the tools you use.
A directory is the fastest route to a broad list. AI Automation DB lets you filter by service, industry, platform and location. From there, screening does the hard work.
How many agencies to shortlist
Aim for three or four. That is enough to compare well. Fewer gives no real choice. More spreads your time too thin.
Move from a long list to a screened set. Then cut that to a shortlist you can evaluate deeply.
How to screen agencies fast
Screening is not deep evaluation yet. Use a few pass-or-fail filters to cut the list. Drop any agency that fails a must-have.
| Screen on | Pass | Fail |
|---|---|---|
| Relevant experience | Work like yours | No proof at all |
| Ownership stance | You own the build | They keep control |
| Budget fit | In your range | Far above budget |
| Availability | Can start in time | Booked for months |
These filters are quick to check. They cut a long list to a handful in an hour.
Build a comparison shortlist
Keep your shortlist in one simple table. Note each agency's fit, ownership terms and rough price. This makes the deep evaluation faster later. Use the same scorecard for every agency.
Red flags that cut the list
Some signs justify dropping an agency early. Watch for these.
- No case studies or references at all.
- They resist you owning the build.
- Vague answers on price and scope.
- A pitch before they hear your problem.
Shortlisting by company size
For small teams
Two or three fits are often enough. Favour agencies used to fast, fixed-scope builds.
For enterprises
Screen for security, integration and delivery at scale. A formal RFP can structure a larger shortlist.
Common shortlisting mistakes
Key takeaways
- Pull a long list, then screen it hard.
- Narrow to three or four strong fits.
- Use pass-or-fail must-haves to cut fast.
- Save deep scoring for the shortlist.
Ready to build your list?
Browse and filter agencies by service, industry and location.
Browse the directoryFrequently asked questions
How many AI automation agencies should I shortlist?+
Aim for three or four. That is enough to compare without wasting weeks. Fewer than three gives you no real choice. More than five spreads your time too thin. Screen a longer list down to this handful, then evaluate them deeply.
Where can I find AI automation agencies?+
Start with a specialist directory you can filter by service and location. Ask peers and your network for referrals. Search for case studies in your industry. Check communities around the tools you use. A directory is usually the fastest way to a broad list.
How do I screen AI automation agencies quickly?+
Use a few pass-or-fail filters first. Check relevant experience, ownership stance and budget fit. Confirm they are available on your timeline. Drop any that fail a must-have. This cuts a long list to a handful in an hour.
What criteria should I use to shortlist an agency?+
Screen on relevant experience, ownership terms and budget fit. Add availability, communication and integration with your tools. Treat your non-negotiables as pass-or-fail. Score the rest when you evaluate the shortlist. Keep the screen fast and the deep dive for later.
Should I shortlist local or remote agencies?+
Most AI automation work is delivered remotely. Location matters less than relevant experience and fit. A local agency can help if you want on-site work. Otherwise, widen the net and judge on delivery. Do confirm time-zone overlap for support.
How long does it take to choose an AI automation agency?+
Screening a shortlist takes a day or two. Discovery calls and proposals add one to three weeks. A paid pilot, if you run one, adds a few more. Most buyers choose within a month. Rushing the shortlist is where mistakes start.