Name the recurring problem
Separate an actual bottleneck from something that merely looks attractive. Write down how often the task occurs, who performs it and what currently goes wrong.
Check what you already own
A phone may be enough for an occasional scanned page. An existing software plan may include the simple form you need. An improvement does not always require a new purchase.
Compare the full cost
Include accessories, consumables, seats, renewals and the effort of moving data. Introductory pricing alone does not describe what a tool will cost to keep.
Test the handoff
Identify who owns the account, who recovers it and who receives the output. A tool that works for one person but cannot be handed over can become an operational problem.