The pros, the cons—and how to stay in control of your
buying process.
May 8, 2025
By Chris Harvey
If you’re planning to replace your current HRIS system, your instinct may be to delay conversations with vendors until you’ve “figured out
what you need.” It’s understandable. The last thing you want is a pushy salesperson rushing your timeline or trying to sell you a system that might not be the right fit.
But it may surprise you to learn that engaging HR technology vendors early in your process—on your terms—can actually give you a huge
strategic advantage. Done right, these early conversations don’t just save you time; they can help you make a much better decision.
Let’s break it down.
1. Get Clarity on Your Current Gaps
Talented HRIS salespeople will walk you through a discovery process to understand your current state and how your organization uses HR tech to support your workforce. You may already know your current system is falling short—but a new vendor can help you pinpoint what’s broken and identify the specific functionality and process gaps. A strong vendor partner will help you envision new capabilities that address today’s problems while preparing for future business growth.
2. HRIS Vendors Help You Build a Business Case for Change
You might be painfully aware that your current HRIS solution isn’t cutting it—but your executive team may not share your sense of urgency.
HRIS vendors can help you build a compelling business case showing how a new system will drive ROI and improve operational efficiency. Quantifying the impact of better technology can be the key to securing buy-in from leadership and accelerating your timeline.teams.
3. Get Access to Useful Tools Like RFP Templates
Yes, vendors want you to choose their solution—but many provide genuinely helpful resources to support your evaluation. Think free RFP templates, business case slides, comparison checklists, and more. These tools are often built with input from real customers to help buyers like you ask smarter questions and avoid common pitfalls.
4. Get Introduced to HR Leaders with Similar Challenges
Most top vendors have customer reference programs and peer networking opportunities. They can connect you with other HR leaders—not just for reference calls, but from similar industries and company sizes who’ve faced the same challenges. You’ll learn what worked, what didn’t, and what they wish they had known before selecting their HRIS.
5. Understand Pricing, Integration, and Implementation
Timelines Sooner
Even if you’re not buying today, you need to understand what
your budget and resource plan will look like. Implementation and integration are two areas that often don’t get enough attention early in the process. The earlier you engage, the more time you’ll have to get clear on integration needs, implementation timelines, and hidden costs that don’t show up in the demo.
Be Careful: 3 Pitfalls to Avoid When Engaging Vendors Early
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1. Pushy Salespeople Who Rush Your Timeline
Some sales reps are more focused on their pipeline than your priorities. If you feel pressure to schedule a demo before you're ready, it's okay to push back or pause. A true partner will respect your process and your pace.
2. Vendors That Talk More Than They Listen
Be wary of conversations where the rep talks endlessly about their product—but never asks about your goals or requirements. If you leave a
call knowing all about the product but nothing about how it fits your needs, that’s a red flag.
3. The “Yes” Vendor
If a vendor says “yes” to everything—without explaining how their system actually does it—be skeptical. Great vendors are honest about
limitations and trade-offs. A trustworthy partner will admit when they’re not the best fit or when a workaround is required.
How to Take Control of the Process
You don’t need to book five demos in your first week. Instead, start with short intro calls or product overview videos. Come prepared
with your biggest challenges and be clear that you’re in discovery mode. Use those conversations to refine your shortlist—and build trust with the vendors who listen well and provide insight, not pressure.
Final Thoughts
Talking to vendors early isn’t about buying sooner. It’s about buying smarter. The best HRIS vendors want to be a resource—not just a
sales pitch. If you know what to look for—and what to avoid—those early conversations can give you the clarity, confidence, and momentum you need to choose the right solution for your team.
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