How to Switch Your VMS | Conexis VMS

Switching a VMS can feel risky. Most teams worry about disruption, data, supplier pushback and retraining hiring managers who already know the old system. This page walks you through the four steps every switcher takes:

1. Know it's time to switch
2. Build your business case & get buy-in
3. Choose the right replacement VMS
4. Switch with Conexis Easy Switch™

Step 1: Know It's Time to Switch Your VMS

Most organizations don't switch the day their contract renews. They switch when staying with their current VMS starts costing more in time, money and risk than making a change. It's probably time if any of these sound familiar:

• Your team works around the system. Hiring managers and administrators rely on spreadsheets, email and manual steps because the VMS won't do what they need.
• You can't get the reports you need. Answering questions about spend, headcount or supplier performance still means exporting data and building reports by hand.
• Every change takes months or costs extra. New workflows, approval rules or locations need change requests, custom development or added fees.
• Your integrations are missing or fragile. Your VMS doesn't connect cleanly to your HRIS, payroll, ERP or timekeeping systems, so data is entered twice.
• Support is slow. Tickets sit for days, and you don't have a senior account manager who knows your program.
• Costs keep climbing. Licensing, upgrades, maintenance and change fees push your total cost of ownership higher every year.
• Adoption is low. Hiring managers and suppliers avoid the system, so data is incomplete and compliance gaps appear.
• Your program has outgrown it. New sites, regions, languages, currencies or shift-based workers have pushed your current VMS past its limit.

Seeing the warning signs? Read 6 Signs It's Time to Switch Your VMS.

Not Sure Yet? Can You Answer These Questions Right Now?

If several of these are hard to answer, your current VMS is likely holding your program back:

• How long does it take to create and approve a new contingent worker requisition?
• How many contingent workers are active across every location today?
• Which staffing suppliers consistently deliver your best candidates?
• What is your total contingent workforce spend, in real time?
• Is your VMS fully integrated with your HRIS, payroll, ERP and identity management systems?
• How much time do hiring managers spend working around the system?
• Are you confident your current VMS can support your program for the next five years?

Should we wait until our VMS contract renews?

Not necessarily. Renewal is a natural time to review your options, but the best time to switch is when the cost, risk and limits of staying outweigh the effort of moving. Start evaluating 6 to 9 months before renewal so you have time to compare vendors, review exit terms and plan the transition without rushing.

Step 2: Build Your Business Case and Get Buy-In

Switching touches everyone who already uses your current VMS, and some of them will be comfortable with it even if it isn't working. Showing each team what improves for them, and how the move will be managed, is the difference between a smooth switch and one that stalls.

Five steps to a winning business case for switching

1. Audit your current VMS. List what works, what doesn't and where your team relies on workarounds.
2. Calculate the cost of staying. Include licensing, upgrades, change fees, admin hours spent on workarounds and compliance risk.
3. Define what your new VMS must fix. Match each pain point to a requirement, such as configurable workflows, real-time reporting or an Open API.
4. Plan your exit. Review your current contract's notice period, renewal date, data ownership and data export terms.
5. Present it and agree on the plan. Show each team what changes for them, then agree on budget, ownership, timeline and success measures.

Step 3: Choose the Right Replacement VMS

Your next VMS should fix what your current one can't, and make the move itself low risk. Here's what to look for.

Must-have capabilities

Questions to ask every vendor

• How do you migrate data from our current VMS, and what do you need from us?
• How long does a switch take for an organization our size?
• What's included in your price, and what costs extra for migration, integrations, training or support?
• Who pays for the VMS, and are any fees charged to staffing suppliers?
• How do you onboard and train our existing suppliers?
• What testing is completed before go-live?
• What is your Net Promoter Score (NPS)?
• What does your SLA promise, and what is your actual performance against it?
• Can we speak with a customer who switched from another VMS?

Red flags

• A migration plan with no detail on data cleanup, validation or who does what.
• Fees for migration, integrations or support that emerge late in the buying process.
• Workflows that need heavy custom development before go-live.
• SLA targets with no data on actual performance.
• No reference customers who have switched from another VMS.

Understand the cost and the SLA

The price of your next VMS is only part of the cost. Fees can hide in migration, setup, training, support and renewals, and weak support can cost you more than the license.

Read How Much Does a VMS Cost? and How to Evaluate a VMS SLA before you compare quotes, and see How to Choose the Best VMS for a deeper evaluation guide.

Step 4: Switch Your VMS with Conexis Easy Switch™

Conexis Easy Switch™ is our step-by-step program for organizations replacing a legacy, in-house or commercial VMS. Our senior implementation specialists manage the transition while your team keeps running your program, and most organizations are up and running in under 30 days.

There are no setup fees, and implementation, training and support are free.

1. Document your current state and requirements. We review how your current VMS handles requisitions, approvals, rates, compliance, time and invoicing, what's working, and where your team relies on workarounds.
2. Plan the transition and manage change. Your dedicated project team builds the timeline around your contract end date and handles stakeholder updates, supplier communication templates and regular project meetings.
3. Clean and migrate your data. We securely migrate worker records, suppliers, hiring managers, cost centers, rate cards and compliance documents, and remove duplicates and outdated records along the way.
4. Configure and integrate. We set up Conexis VMS to mirror how you work, improving workflows rather than copying old ones. Built on AWS microservices architecture and an Open API, Conexis VMS connects to the systems you already use, including Workday, ADP, Kronos, SuccessFactors and QuickBooks.
5. Test and accept. We test every critical workflow and integration end to end with your real data. Then your team runs real scenarios in user acceptance testing and signs off only when it works the way you need.
6. Train your team and provide 90-day hyper care. Role-based training for hiring managers, administrators, HR, procurement, finance and suppliers before launch, followed by 90 days of dedicated hyper care and an experienced senior account manager after that.

See how Conexis VMS launches a VMS in under 30 days.

Why Organizations Switch Vendor Management Systems

Organizations rarely replace a Vendor Management System simply because they want new software. They switch because their current VMS no longer supports the way they recruit, manage, and optimize their contingent workforce.

Many organizations continue using an outdated system because they believe replacing it will be too disruptive, expensive, or time-consuming. In reality, delaying the decision often creates greater costs through inefficient processes, poor user adoption, manual workarounds, limited reporting, and missed opportunities to improve workforce performance.

Some of the most common reasons organizations decide to switch their Vendor Management System include:

• Legacy technology that is difficult to configure or maintain
• Limited reporting and workforce visibility
• Poor user experience resulting in low adoption
• Slow or outdated workflows
• Limited integration capabilities
• Insufficient AI and automation
• Inflexible pricing or expensive upgrades
• Poor customer support and long response times
• Difficulty scaling as contingent workforce programs grow
• A desire to modernize technology without disrupting operations

While every organization has different priorities, the goal is usually the same: implement a Vendor Management System that is easier to use, provides better workforce visibility, improves supplier collaboration, strengthens compliance, and supports future growth.

If you're beginning to question whether your current platform is meeting your organization's needs, the next step is understanding the warning signs that indicate it may be time for a change.

Is Switching a Vendor Management System Difficult?

One of the biggest misconceptions about replacing a Vendor Management System is that it will be disruptive, expensive, and require months of work.

While every implementation is different, modern cloud-based Vendor Management Systems have significantly simplified the migration process. With experienced implementation teams, well-defined project plans, and modern integration tools, many organizations successfully transition to a new VMS in weeks rather than months.

The complexity of a VMS migration depends on several factors, including:

• The number of contingent workers being managed
• The number of staffing suppliers
• Existing integrations
• Data quality
• Workflow complexity
• Compliance requirements
• Global operations
• Change management

Organizations with well-documented business processes often experience the smoothest implementations because they can focus on improving workflows rather than recreating outdated processes.

10 Common Mistakes to Avoid When Switching Your Vendor Management System

Replacing your Vendor Management System is an opportunity to improve your contingent workforce program - not just replace one piece of software with another. While every implementation is different, many organizations encounter similar challenges during a VMS migration.

Understanding these common mistakes can help reduce implementation risk and improve long-term success.

1. Skipping the Planning Phase

A successful VMS implementation begins long before data is migrated or users are trained. Organizations that rush into implementation without clearly documenting business requirements, workflows, integrations, stakeholders, and project goals often experience unnecessary delays and rework.

Taking the time to plan your implementation creates a smoother migration and helps ensure your new Vendor Management System meets your organization's long-term needs.

2. Paying for Features You Don't Need

It can be tempting to compare Vendor Management Systems based on the number of features they offer. However, more functionality doesn't always translate into more value. Many organizations end up paying for features they never use while still lacking the capabilities that matter most to their contingent workforce program.

Instead of asking: "Does this VMS have more features?", Ask: "Does this VMS solve our business challenges?"

Focus on capabilities that deliver measurable business value, such as: Improving workforce visibility, Strengthening compliance, Automating manual processes, Increasing user adoption, Supporting your required integrations, Improving supplier performance, and Delivering reporting that helps you make better business decisions

The best Vendor Management System isn't the one with the longest feature list. It's the one that best supports your organization's goals, users, and contingent workforce program.

3. Recreating Inefficient Processes

One of the biggest implementation mistakes is recreating inefficient workflows from the old system.

A VMS implementation provides an opportunity to improve approval workflows, automate manual processes, enhance reporting, and eliminate unnecessary complexity.

Rather than asking, "How do we copy our current system?" ask, "How can we improve the way we work?"

4. Not Using Agile Implementation Methodology

Consider an implementation methodology that delivers functionality in manageable phases, allowing for continuous feedback, testing, and improvements throughout the project.

Traditional waterfall approaches to VMS Implementation can be rigid and slow. Instead, ensure you adopt an agile methodology, where the implementation process is broken down into smaller, manageable phases. This approach allows for iterative improvements, quicker adjustments and faster results. 

5. Over-Customizing the Platform

One of the biggest causes of delayed VMS implementations is trying to customize every workflow before go-live.

Focus on your critical business requirements first. Additional enhancements can often be introduced after launch once users become comfortable with the new platform.

A highly configurable Vendor Management System can often deliver the flexibility organizations need without extensive custom development.

6. Underestimating Data Migration

Data quality has a significant impact on implementation success.

Migrating duplicate records, outdated suppliers, incorrect worker information, or inconsistent business rules into a new system simply transfers existing problems into a new platform.

Taking time to review and clean data before migration helps improve reporting accuracy and reduces implementation issues after go-live.

7. Not Involving Key Stakeholders Early

Successful implementations involve more than HR or Procurement.

Organizations should engage: Hiring managers, HR, Procurement, Finance, IT, Staffing suppliers, and Program administrators

Early collaboration helps ensure the new Vendor Management System supports the needs of every user group.

8. Waiting Too Long to Train Users

Training should begin before launch, not after.

Hiring managers, staffing suppliers, administrators, HR, Procurement, and Finance teams should understand how the new platform works before implementation is complete.

Best-practice includes:

• Offering role-based training that tailors sessions to different user needs.
• Utilizing a dynamic training model that includes live and recorded training as well as text and video guides for on-demand training.
• Providing continuous learning resources to support user’s post-implementation.

When users are well-trained from the beginning, they’re more likely to use the system efficiently, speeding up adoption and reducing post-launch issues.

9. Treating Go-Live as the Finish Line

Launching a new Vendor Management System is only the beginning.

The weeks following implementation should focus on monitoring adoption, answering user questions, validating reporting, and continuously improving workflows.

Organizations that actively review performance after launch generally achieve higher user adoption and greater long-term value.

10. Choosing a Vendor Instead of a Long-Term Partner

Technology is only one part of a successful implementation.

Your VMS provider should continue supporting your organization long after implementation is complete through ongoing product innovation, customer support, training, strategic guidance, and continuous improvement.

Selecting a provider that acts as a long-term partner can have a significant impact on the long-term success of your contingent workforce program.

Why Organizations Switch to Conexis VMS

Conexis VMS was founded by former contingent workforce program leaders and built from the ground up on AWS microservices architecture, not retrofitted from legacy technology. Workflows change through configuration instead of custom code, your staffing suppliers move with you, and your team sees the difference within days through faster approvals, cleaner data, real-time dashboards and higher adoption.

Why Organizations Trust Conexis VMS

Customers recommend us.

Conexis VMS has a Net Promoter Score of +71, compared with an industry average of -28 (SIA 2025 Workforce Solutions Buyer Survey). See our commitment to customer care.

Analysts recognize us.

Conexis VMS is a Major Contender in the Everest Group VMS PEAK Matrix® Assessment 2026. See our awards and recognition.

We switch you fast.

Organizations go live in under 30 days, with no setup fees and free implementation, training and support.

Our pricing is transparent.

Pay-as-you-go pricing with no hidden fees. See pricing.

Frequently Asked Questions

How do I know if I need a new VMS?

If your current VMS is difficult to use, requires manual processes, lacks modern integrations, provides poor reporting, has low user adoption, or no longer scales with your organization, it may be time to evaluate a modern Vendor Management System.

Can I replace a legacy or in-house Vendor Management System?

Yes. Many organizations replace legacy or internally developed Vendor Management Systems when they become difficult to maintain, expensive to support, or no longer meet evolving business requirements.

When should I replace my legacy or in-house Vendor Management System?

Organizations often replace legacy or in-house Vendor Management Systems when they become difficult to maintain, expensive to support, or no longer meet evolving business requirements. Modern cloud-based Vendor Management Systems typically offer improved reporting, Open APIs, stronger security, AI-powered capabilities, mobile access, better user adoption, and ongoing product innovation. If your current VMS is limiting your contingent workforce program or requiring significant manual workarounds, it may be time to evaluate a modern alternative.

What is a VMS migration?

A VMS migration is the process of replacing an existing Vendor Management System with a new platform. It typically includes business requirements, data migration, configuration, integrations, testing, training, and go-live.

Can you switch VMS providers without disrupting your contingent workforce?

Yes. With proper planning, data migration, testing, user training, and change management, organizations can successfully transition to a new Vendor Management System while maintaining business continuity.

What data should be migrated to a new VMS?

Organizations typically migrate contingent worker records, staffing suppliers, hiring managers, locations, departments, rate cards, approval workflows, compliance documents, and reporting data.

What should I look for in a modern Vendor Management System?

Look for a modern cloud-based platform with Open APIs, strong reporting, workforce visibility, compliance capabilities, AI-powered functionality, mobile accessibility, configurable workflows, and excellent customer support.

Can I switch VMS providers without changing staffing suppliers?

Yes. In most cases, staffing suppliers continue working with your organization through the new Vendor Management System once they have been onboarded and trained.

What are the biggest risks during a VMS implementation?

The most common implementation risks include unclear business requirements, poor data quality, inadequate testing, insufficient user training, lack of stakeholder involvement, and ineffective change management.

How do I measure the success of a VMS implementation?

Organizations commonly measure implementation success using key performance indicators such as user adoption, supplier performance, compliance, workforce visibility, reporting accuracy, time-to-fill, hiring manager satisfaction, and contingent workforce spend.

What questions should I ask before selecting a Vendor Management System?

Ask about implementation methodology, project resources, integrations, Open APIs, customer support, Service Level Agreements (SLAs), training, testing, implementation costs, and post-launch support.

When should I replace my Vendor Management System?

You should consider replacing your Vendor Management System when it no longer supports your business requirements, creates manual workarounds, limits reporting or integrations, increases compliance risk, or becomes too expensive to maintain.

Can you switch a VMS without disrupting your contingent workforce?

Yes. With proper planning, experienced implementation resources, thorough testing, and effective communication with staffing suppliers and hiring managers, organizations can successfully transition to a new Vendor Management System while maintaining business continuity.

What are the signs it's time to switch your VMS?

Common signs include relying on a legacy or homegrown VMS, poor user adoption, limited reporting, inadequate integrations, growing compliance risks, rising costs, manual workarounds, poor customer support, and technology that can no longer keep pace with your organization's growth.

The Conexis Easy Switch™ Process

Choosing the right Vendor Management System is only part of a successful implementation. Equally important is choosing a provider with a proven implementation methodology, experienced project resources, and ongoing support to ensure a successful transition.

Conexis Easy Switch™ is our proven implementation methodology, developed to help organizations transition from their existing Vendor Management System with minimal disruption. Our senior and experienced implementation specialists manage every stage of the transition, allowing your team to remain focused on running your contingent workforce program while we manage the implementation.

Whether you're replacing a legacy Vendor Management System, an in-house platform, or another commercial VMS, Conexis Easy Switch™ is designed to reduce implementation risk, accelerate user adoption, and help you realize value from your new Vendor Management System as quickly as possible.

Phase 1 - Document Business Requirements

Every successful implementation begins with understanding your organization, your workflows, and your goals.

During this phase, we work with your team to:

• Document your current workflows and business rules
• Understand your contingent workforce program
• Identify opportunities for improvement
• Define future-state business requirements
• Develop the implementation roadmap

This creates the foundation for a successful implementation.

Phase 2 - Dedicated Change Management

Replacing a Vendor Management System affects multiple departments, hiring managers, staffing suppliers, and administrators.

Your dedicated Conexis VMS project team manages:

• Project planning
• Timeline management
• Stakeholder communication
• Change management
• Communication templates
• Regular project meetings
• Overall project coordination

Keeping everyone informed throughout the implementation helps improve adoption and reduce implementation risk.

Phase 3 - Configuration, Data Migration & Testing

Once business requirements are complete, our implementation team begins configuring your new Vendor Management System.

This phase includes:

• Secure data migration
• Configuration
• Required integrations
• Business rule configuration
• Workflow configuration
• User Acceptance Testing (UAT)
• Integration testing
• Final validation and sign-off

Every critical workflow is tested before go-live to ensure a successful transition.

Phase 4 - Training & 90-Day Hyper-Care

Successful implementations depend on user adoption.

Conexis VMS provides comprehensive training for hiring managers, administrators, staffing suppliers, and other stakeholders before launch.

Following implementation, every customer receives 90 days of dedicated Hyper-Care to help answer questions, support users, and ensure a successful transition.

Phase 5 - Ongoing White-Glove Customer Support

Implementation is only the beginning of your partnership with Conexis VMS.

After launch, your dedicated Customer Care team continues supporting your organization through:

• Ongoing account management
• Customer support
• Continuous training
• Product updates
• Strategic guidance

As your contingent workforce program evolves, your Vendor Management System should evolve with it.

Key Takeaways

• Know when it's time to replace your VMS.
• Define business requirements before evaluating vendors.
• Choose a VMS provider with a proven implementation methodology.
• Review integrations, SLAs, and post-launch support before signing.
• Focus on long-term business outcomes, not just software features.

Ready to Replace Your Vendor Management System?

Replacing your Vendor Management System doesn't have to be disruptive. With the right technology, experienced implementation team, and a proven implementation methodology, your organization can successfully transition to a modern Vendor Management System that improves workforce visibility, strengthens compliance, increases user adoption, and supports future growth.

Whether you're replacing a legacy Vendor Management System, a homegrown or in-house solution, or another commercial VMS, Conexis VMS can help you transition with minimal disruption through our proven Easy Switch™ implementation program.

Discover How Easy It Is to Switch to Conexis VMS

Talk with one of our contingent workforce specialists to learn how Conexis Easy Switch™ helps organizations replace their Vendor Management System with minimal disruption and get up and running in weeks, not months.