Tired of vendor chaos? Learn how a VMS simplifies vendor management, improves compliance, and keeps your staffing program on track.
If managing staffing vendors feels like herding cats, you're not alone. For organizations that rely on a contingent workforce, especially across multiple locations or high-volume environments, keeping track of vendors, job orders, rates, compliance, and performance can quickly become overwhelming. That’s where a Vendor Management System (VMS) comes in.
A VMS is designed to bring structure, transparency, and control to your staffing vendor relationships. Whether you partner with two suppliers or twenty, a VMS ensures every engagement is consistent, compliant, and optimized for results.
Say goodbye to scattered email threads, outdated spreadsheets, and disconnected procurement tools. A VMS centralizes all staffing vendor activity into a single, easy-to-use platform. This includes:
Job requisitions
Candidate submissions
Assignment tracking
Time and attendance approvals
With a centralized system, every stakeholder - from hiring managers to procurement to HR - can access the same data. You gain full visibility into which vendors are supplying which workers, at what cost, and under what terms.
Rate inconsistencies and "rate creep" can sneak into staffing spend, especially when managers negotiate independently or when markups vary by location.
A VMS enforces rate cards and standardized markups across roles, locations, and vendors. You can:
Pre-approve bill and pay rates
Set up workflows for rate exceptions
Gain full visibility into staffing costs
This allows for cost predictability and helps prevent budget overruns, ensuring consistent financial governance.
Do you know which of your vendors deliver the highest-quality talent, on time and on budget?
A VMS tracks key staffing KPIs, including:
Fill rate
Time-to-submit
Time-to-fill
Assignment completion rate
Worker quality ratings
Compliance status
With automated performance dashboards and customizable supplier scorecards, you can hold quarterly business reviews, reward top-performing vendors, and make informed sourcing decisions.
Managing staffing vendor compliance is about more than policy—it’s about reducing risk.
A VMS helps you enforce credentialing requirements at the vendor, worker, or job level. Whether it’s:
Background checks
Drug screenings
Certifications
Safety training
Vendors must upload documentation before a worker is deployed. The VMS automatically flags missing or expired credentials, helping you maintain compliance and avoid audit failures.
A VMS standardizes how job orders are submitted and how vendors respond. Every job request includes detailed requirements, timelines, and workflows.
This leads to:
Faster vendor response times
Clear documentation trails
Better alignment between expectations and delivery
With automated communications and performance tracking, high-performing vendors shine, while underperformers have fewer places to hide.
Managing staffing vendors without a system is like running a supply chain on Post-it notes—it’s inefficient, error-prone, and risky. A Vendor Management System brings clarity, structure, and insight to the entire process.
From sourcing and compliance to cost control and vendor performance, a VMS transforms staffing vendor management into a scalable, strategic advantage.
Download a copy of our free VMS Buyers Guide - it includes everything to know about a VMS and a checklist of all the questions you should ask a VMS provider.
Managing Staffing Agencies with a VMS | Everything You Need to Know
Conexis is an award-winning Vendor Management System built for organizations that want the power of enterprise software without the complexity or cost.
Leveraging the latest technology, Conexis delivers the expertise, reliability and security of enterprise systems, while offering the flexibility, user friendliness and tailored, personal service you require. Learn more about our Company and why organizations Choose Conexis VMS.
Conexis VMS is purpose-built for organizations seeking to manage their contingent labor spend effectively. Here’s why we're the right choice:
Whether you are looking to switch your VMS, or just getting started, we are here to help. Contact Us for a Free No-Obligation Consultation, See how Easy Conexis is to use by taking a quick 2 minute Self-Guided Online Demo, or Book a Personal Demo Today!