Many MSPs built their own in-house or proprietary VMS years ago, and while these platforms made sense at the time - they provided control, customization, and predictable workflows - the truth is that today’s contingent workforce programs have evolved dramatically and many MSPs now face demands that legacy, internally developed platforms can’t keep up with.
In this article, we look at some of the challenges that MSPs face with their in-house, proprietary system, the advantages of moving to a more modern white-label VMS and how they can modernize without disrupting their clients or suppliers.
Why MSPs Built Their Own VMS - and Why It’s Hard to Maintain Today
Building an in-house VMS often began as a competitive advantage. But as markets change, these systems become:
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Expensive to maintain
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Difficult to scale
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Outdated in design and integrations
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Hard to adapt for new verticals like healthcare or industrial
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Slow to update for compliance or credentialing rules
MSPs end up devoting internal tech resources to maintain a system that pulls them away from core client work. At some point, the question becomes:
Why MSPs should replace their in house VMS with a more modern platform
Contingent Workforce Programs have evolved dramatically in recent years. Many MSPs find that their internally developed platforms can't keep up with:
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High-volume, shift-based and fluid workforce scheduling
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Credentialing, licensing, and compliance tracking
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Real-time timekeeping and streamlined approval flows
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Multi-entity clients with complex integrations
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Supplier and hiring manager expectations for modern UX and automation
1. Proprietary Systems Are Expensive to Maintain
As client needs expand, proprietary systems require continuous investment: developers, QA, servers, upgrades, patching, and custom coding. This drains margin and keeps MSP tech teams busy maintaining an outdated architecture.
Advantage of a Modern VMS
A modern VMS absorbs all development, maintenance, security, and upgrades - allowing MSPs to redeploy internal resources toward revenue-generating work instead of system upkeep.
✨ The Conexis VMS Advantage
Conexis includes all enhancements, updates, hosting, and maintenance at no additional cost. Your tech team is freed from system management entirely, while clients benefit from continuous upgrades and a modern infrastructure.
2. In-House VMS Platforms Can’t Keep Up With Modern Requirements
Legacy systems often lack native capabilities for shift scheduling, credentialing, mobile timekeeping, supplier analytics, and automated workflows. Adding these features requires expensive development cycles that slow the business down.
Advantage of a Modern VMS
Modern VMS platforms offer these capabilities out of the box, tested and proven across dozens of MSP programs. No custom coding. No long IT roadmaps.
✨ The Conexis VMS Advantage
Conexis comes with native shift scheduling, advanced credentialing, automated timekeeping, configurable workflows, and full audit-ready compliance - built specifically for high-volume, fast-moving MSP environments.
3. Proprietary Systems Struggle With Integrations
Older in-house tools often rely on outdated architecture, making integrations with HRIS, ATS, ERP, and finance systems slow, complex, or impossible.
Advantage of a Modern VMS
Modern platforms support API-driven, scalable integrations that reduce manual work and improve efficiency across suppliers and client systems.
✨ The Conexis VMS Advantage
Conexis offers a fully open API and proven integration framework that replicates or replaces your existing internal interfaces with faster turnaround, less cost, and more reliability.
4. User Experience Falls Behind Market Expectations
Hiring managers, suppliers, and workers expect a fast, modern, intuitive interface. Most proprietary systems show their age: outdated screens, slow workflow navigation, limited mobile functionality, and inconsistent performance.
Advantage of a Modern VMS
Modern VMS tools improve adoption, reduce training time, and elevate client satisfaction with cleaner UX, mobile accessibility, and streamlined workflows.
✨ The Conexis VMS Advantage
Conexis is built on a modern UI/UX standard - with clean navigation, mobile-responsive design, and role-based views that make it easy for suppliers, MSP teams, and clients to work quickly.
5. Slow Change Management Limits MSP Competitiveness
Adjusting workflows, adding fields, launching new verticals, or supporting new client requirements often requires custom development and long wait times in proprietary systems.
Advantage of a Modern VMS
A configurable VMS allows MSPs to adapt instantly to changing client needs - without waiting months for code changes.
✨ The Conexis VMS Advantage
Conexis offers near-instant configuration updates, including workflow changes, rate rules, compliance triggers, reporting, and supplier tiers. MSPs can launch new clients and adapt existing ones in days, not months.
6. Proprietary Systems Introduce Security & Compliance Risk
Outdated authentication, limited audit trails, missing document expirations, and lack of rule-based compliance tracking put MSPs and clients at legal risk.
Advantage of a Modern VMS
Modern VMS platforms embed compliance into the workflow—ensuring documents, credentials, rates, audits, and worker details are accurate and easily reportable.
✨ The Conexis VMS Advantage
Conexis provides role-based access control, audit logs, document expiration alerts, credential tracking, automated compliance holds, and secure hosting - all built to enterprise security standards.
7. Proprietary Systems Are Hard to Scale Into New Verticals
Industries like healthcare, industrial, or high-volume shift-based programs require specialized capabilities. Most homegrown systems can’t expand quickly or support the complex needs of multiple verticals.
Advantage of a Modern VMS
A modern VMS provides industry-ready capabilities that help MSPs move into new markets without redesigning their technology from scratch.
✨ The Conexis VMS Advantage
Conexis includes healthcare-grade credentialing, shift-based scheduling, multi-entity support, and flexible configuration - making it easy to expand into healthcare, industrial, light industrial, retail, or mixed programs.
8. Clients Expect Technology That Looks and Feels Modern
When clients compare MSP partners, tech maturity is a key factor. A proprietary VMS that appears dated can hurt win rates and credibility in RFPs.
Advantage of a Modern VMS
A modern, white-label platform strengthens the MSP’s brand, boosts RFP performance, and positions the MSP as a tech-forward partner.
✨ The Conexis VMS Advantage
Conexis allows MSPs to present the entire VMS under their own brand, with a clean, consumer-grade interface that impresses clients and enhances differentiation.
A Modern Replacement Strategy That Avoids Disruption
Migrating away from an in-house VMS doesn’t have to cause chaos. Many MSPs recognize the need to modernize - but may hesitate because transitioning away from their proprietary system feels risky.
The reality? You can replace your legacy VMS without disrupting a single client or supplier.
Here’s the proven transition model used by dozens of successful MSP to ensure a smooth VMS upgrade:
1. Audit Your Current Platform and Workflows
Identify what works, what can be retired, and which client workflows are mission-critical. This helps ensure your new VMS matches or improves every key process.
2. Choose a Modern VMS Purpose-Built for MSPs
When replacing a proprietary system, MSPs need a platform that already includes:
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Native shift scheduling
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Advanced credentialing and compliance
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Automated timekeeping
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Open API for integrations
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Multi-client support
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White-label branding options
This eliminates the need for internal development teams and accelerates go-live timelines.
3. Migrate Clients in Phases - Without Interrupting Workflow
The smartest MSPs transition:
- A pilot client
- Then a small cluster of programs
- Then roll out remaining accounts
Clients experience zero downtime, and MSPs retain complete control of the pace.
4. Prepare and Support Suppliers Early
MSPs see the highest adoption rates when suppliers receive:
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Guided onboarding
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Clear communication
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Simple training
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Dedicated support from the VMS team
Suppliers typically prefer modern VMS tools anyway—especially when replacing a dated proprietary system.
5. Leverage End-to-End Support From the VMS Partner
A capable VMS provider delivers:
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Configuration
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Workflow mapping
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Integration builds
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Supplier onboarding
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Custom reporting
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Full testing & cutover support
This ensures MSPs don’t carry the load alone.
Final Thoughts
MSPs don’t need to stay trapped in an in-house or proprietary VMS platform that’s expensive to maintain and impossible to scale.
With the right partner and a structured transition plan, you can upgrade your technology, strengthen your competitive position, and deliver better outcomes - without disrupting a single client or supplier.
Why Conexis is the Ideal VMS for MSPs moving off their legacy In-House platforms
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Lightning-fast implementation
Go live in weeks - not months. Perfect for MSPs needing to transition clients and suppliers quickly. -
Minimal Disruption to Clients and Suppliers
Our onboarding and migration process handles everything. -
White-label ready
Deliver your own branded MSP technology platform to clients, strengthening your value proposition and positioning. - Purpose-built shift scheduling + credentialing
No third-party add-ons. No extra licensing. Fully native.
- Built for mid-market programs
Ideal for MSPs managing multiple clients who demand simplicity, speed, and better visibility. - Open API for fast, seamless integrations
Connect with ATS tools, HR systems, invoicing platforms, and analytics suites. - Modern user experience
Simple, intuitive workflows that reduce MSP training time and boost supplier adoption. - Cost-effective for MSPs and clients
No bloated pricing, no long-term lock-ins, no unnecessary complexity - just the features MSPs actually need. - A partner-first VMS provider
Conexis works closely with MSP partners, providing support, RFP assistance, demos, and client-facing materials to help you win more deals.
What MSPs love most:
Conexis helps you deliver a fully tech-enabled MSP program - without having to build your own, or without the complexity or cost of a legacy system that’s too expensive or too complex to implement and manage.
Learn more about Conexis VMS for MSPs
About Conexis VMS
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.
Ready to Replace Your In-House VMS Program?
If you are looking at upgrading your existing program, let's talk. Conexis helps MSPs deliver high-performance, technology-enabled contingent workforce management that delights clients.
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