💻 AI Agent  ·  IT & Procurement

SaaS Vendor Proposal Comparison AI Agent — Finds Every Hidden Fee Before You Sign a Software Contract

Five software vendors quote the same platform five different ways. One prices per seat. One prices per usage. One buries implementation fees. One has an auto-renewal clause buried on page 11. Your IT or procurement team reads all of it manually — or they don’t read it all.

This AI agent reads every vendor proposal the moment it arrives, normalizes pricing model, seat cost, implementation, training, contract length, and renewal terms into one comparison, and flags whoever is hiding something before you sign.

👈  Below is a live demo — click through each step or hit Run Demo to watch the AI process all five proposals automatically.
3 days
manual vendor eval → 30 min
$0
vs $20k–80k/yr procurement tools
Zero
surprise auto-renewals missed
vendor-portal.saas-eval.com SALESFORCE HUBSPOT PIPEDRIVE ZOHO Per seat / mo Implementation Training Auto-renewal Year-1 total $150 $28,000 $8,500 90-day notice $162,500 $120 $0 included 60-day notice $115,200 $65 $2,000 $4,000 auto 30-day $68,000 AI RECOMMENDATION: HubSpot — Best Year-1 Value Analyzing terms... ✓ 5/5 reviewed ⚠ HIDDEN FEE FOUND Salesforce: $28k impl. fee VENDOR PROPOSAL INBOX SF Salesforce Account Executive Custom proposal — Enterprise CRM Suite PDF ⚠ Impl. fee on page 8, SOW required separately HS HubSpot Solutions Partner HubSpot Sales Hub Proposal — 80 seats XLSX HubSpot_Proposal_80seats_v2.xlsx PD Pipedrive Sales Team Pipedrive CRM — pricing breakdown attached EMAIL ONLY ⚠ Auto-renews in 30 days if not cancelled ZO Zoho Enterprise Sales Zoho CRM Plus Proposal — custom pricing DOCX ZohoCRM_Enterprise_Quote_v1.docx 4 vendors. 4 pricing models. All incomparable. Manual evaluation takes 3 days and a lawyer. AI agent does it in 30 minutes →
The Problem

Every vendor uses a different pricing model.
You can’t compare what you can’t normalize.

Salesforce quotes per seat. HubSpot bundles tiers. Pipedrive charges by feature package. Zoho quotes by module. Before you can evaluate anything, someone has to standardize all of it — and then find the stuff that’s deliberately hard to find.

⚠  What lands in your inbox
📎  Salesforce_Enterprise_Proposal.pdfPDF
⚠ Implementation SOW is a separate document. Training billed hourly.
📊  HubSpot_Proposal_80seats_v2.xlsxXLSX
⚠ Overage pricing on page 4. Annual commitment required.
✉  Pipedrive — email only, no attachmentEMAIL
⚠ “Auto-renews unless cancelled 30 days prior.” Easy to miss.
⟶
✓  What the AI gives you instead
AI-Normalized Summary — Salesforce
Seat price (80 seats)$150/seat/moFound
Implementation fee$28,000Hidden ⚠
Training cost$8,500 est.Estimated
Contract length3 yearsVerify
Auto-renewal clause90-day notice req.Risk ⚠
Real Year-1 cost: $162,500not the $144,000 headline
📉  The AI does this for all 5 vendors and calculates true Year-1 total cost including seats, implementation, training, and any committed overages.
👈  Interactive Demo — Click through or hit Run Demo

Walk through the same steps the AI takes — from the moment vendor proposals hit your inbox to the recommendation your IT director and CFO need to make the call.

Acme Corp — CRM Platform RFP  ·  80 Seats  ·  5 Vendors
Your RFP inbox — 5 vendor proposals, 5 different pricing models
The AI agent watches your vendor evaluation inbox. The moment a proposal lands — PDF, Excel, Word, or plain email — it starts reading. No one has to build a spreadsheet or extract data manually. Click any proposal to watch it work, or hit Run Demo.
01
Salesforce (Enterprise CRM)
PDF proposal · 22 pages · received Monday 9:15 AM
PDF
$144k/yr
Waiting
02
HubSpot (Sales Hub Enterprise)
Excel pricing sheet · received Monday 11:40 AM
XLSX
$115k/yr
Waiting
03
Pipedrive (Professional)
Email only, no attachment · received Tuesday 8:55 AM
EMAIL
$62k/yr
Waiting
04
Zoho CRM Plus (Enterprise)
Word document · 14 pages · received Tuesday 2:30 PM
DOCX
$57k/yr
Waiting
05
Monday.com CRM (Enterprise)
PDF proposal · 18 pages · received Wednesday 10:10 AM
PDF
$76k/yr
Waiting
💡  In real life, this connects directly to your company email or vendor portal. Proposals are processed automatically as they arrive.
Built with Claude Claude AI n8n n8n Make.com Make.com Gmail Gmail Outlook Outlook Sheets Google Sheets Airtable Airtable
The AI reads the raw proposal and extracts every cost and contract clause
On the left is the actual proposal — exactly what the vendor sent. On the right, watch the AI go through it: finding seat costs, implementation fees, training, contract length, renewal traps, and anything deliberately buried. Select a vendor below.
Raw vendor proposal — exactly as received
SalesforcePDF
What the AI found in this proposal
Reading & extracting costs & clauses
Ready
Select a vendor above to watch the AI read their proposal.
All 5 proposals normalized into the same format
Toggle between “As Quoted” (what each vendor presented) and “True Year-1 Cost” (with implementation, training, and risk-adjusted overages). The “cheap” option usually isn’t.
📈  Green = best for that line  ·  Orange = above average  ·  Red/italic = missing or risky clause
Cost ItemSalesforceHubSpotPipedriveZohoMonday.com
Best for that line item
Above average
Missing, hidden, or risky clause
Hidden fees and risky contract clauses found before you sign
The AI found 6 issues across 4 of the 5 vendors. Two of them are the kind of thing that gets discovered after you’ve already signed — and by then it’s too late.
Salesforce — $28,000 implementation fee not in the headline
Red Flag
Salesforce’s quoted price is $144,000/year. The implementation SOW is a separate document that adds $28,000 to Year-1. Training is billed hourly on top of that, estimated at $8,500.
Real Year-1: $162,500+. Get the SOW before comparing.
Pipedrive — Auto-renews in 30 days if you don’t cancel
Red Flag
Pipedrive’s email quote mentions in the last paragraph that the contract auto-renews for another full year unless cancelled 30 days before expiry. Easy to miss. Hard to undo once triggered.
Put a calendar reminder 11 months out the day you sign. Or negotiate it out.
Zoho — Module pricing adds up fast
Watch This
Zoho’s base price looks low but the features your team actually needs — advanced analytics, territory management, AI features — are in add-on modules that aren’t in the headline quote.
Get the full feature list mapped to your requirements before comparing.
HubSpot — Overage pricing not stated upfront
Watch This
HubSpot’s proposal doesn’t include what happens if you exceed the contact or email send limits in your tier. Overage pricing is on page 4 and kicks in fast for a 80-seat team.
Request the overage schedule and estimate based on your current volume.
Salesforce — 3-year contract locks pricing
Note
The standard Salesforce proposal is a 3-year commitment. The pricing is locked in, which sounds good — but so are you. If headcount drops or you want to switch, you’re paying for seats you don’t use.
Negotiate a 1-year initial term with renewal option if possible.
HubSpot — Most transparent proposal
Clean
HubSpot’s proposal includes all costs on one sheet — seats, implementation (included), training (included), and renewal terms. Onboarding is covered in the subscription. Easiest to evaluate.
True Year-1: $115,200. Best value at 80 seats with full onboarding included.
The AI writes and sends the vendor evaluation report automatically
Once analysis is done, the AI drafts this report and emails it to your IT director and CFO. Everything needed to make the vendor decision — true costs, risks flagged, recommendation included.
Step by step

Here’s exactly how it works

Three things happen automatically — from when a vendor proposal hits your inbox to when your IT director and CFO get the full comparison with a clear recommendation.

📤
Step 1
A vendor proposal arrives — any format
The system watches your vendor evaluation inbox. The moment a proposal lands — PDF, Excel, Word, or just an email — it picks it up and starts processing. Works with any vendor, any pricing model.
Orchestrated by n8n or Make.com.
n8nMake.comGmailOutlook
→
🤖
Step 2
The AI reads it and calculates true Year-1 cost
Claude AI reads each proposal like a sharp procurement analyst with a legal background. It finds seat prices, all fees, contract lengths, renewal clauses, overage pricing, and anything buried in footnotes — then normalizes everything into one standard format.
Replaces Vendr and Zluri — SaaS management platforms that cost $20,000–$80,000/year.
Claude AI
→
📋
Step 3
IT & Finance get the full evaluation report
The AI writes a summary with true Year-1 totals, flags risky clauses, and sends it to whoever needs to sign off. The full comparison sheet goes into Google Sheets. Every vendor decision is documented and auditable.
Results logged to Google Sheets and Airtable.
SheetsGmailAirtable
What this replaces

SaaS management platforms charge $20k–$80k a year to do this.

Here’s what IT and procurement teams spend today to manage vendor evaluations — and what they pay when we build it instead.

Vendr Current option
$30k+
per year
SaaS buying assistance
Benchmarking data
Requires their team to do the work
Not customized to your process
Zluri Current option
$20k+
per year
SaaS spend visibility
Renewal tracking
Still requires manual eval work
You rent it, don’t own it
IT analyst + lawyer Current option
3 days
per evaluation cycle
Deep domain knowledge
Can negotiate directly
3 full days per vendor RFP
Things still get missed
Omni AI Agent What we build
You own it
one-time build · no annual fees
Reads any format automatically
Calculates true Year-1 cost per vendor
Flags hidden fees & risky clauses
Sends the report automatically
You own it — not a subscription
Demo Notice: Conceptual demonstration of an AI-powered SaaS vendor proposal comparison workflow. All vendor names, pricing, and contract terms are illustrative. Omni Online Strategies builds custom AI automation systems scoped to your procurement process.
Josh Leavitt
From the founder
“Every IT team has signed a software contract and then discovered something they should have caught. An implementation fee on page 8. An auto-renewal that fired before anyone noticed. A seat price that looked great but didn’t include the features they actually needed.”
The information was always in the proposal — it’s just not designed to be easy to find. This agent reads every document, finds every line, and puts everything in the same format so the decision is based on actual numbers, not whoever made the cleanest deck.
Josh Leavitt
Founder & CEO · Omni Online Strategies

Let’s talk about your vendor evaluation process →