Switching your VMS used to take a year.
Migration pain is the single biggest reason programs stay on a platform they have outgrown. Industry-typical VMS replacements run six to twelve months. Our program is built around a different number, and it starts with a clear-eyed look at your own data.
The Migration X-Ray.
Run on your own data.
A fixed-scope assessment run on sample extracts you pull from your current system in an afternoon. You never need your incumbent's permission. These are your own reports, your own data. We hand you the extract instructions for your platform; you get the analysis back in days.
A data quality report
Volumes, gaps, duplicates, orphaned records, dirty rate data. For most programs this is the first objective picture of their own data anyone has produced, and it is often uncomfortable reading about the platform that let it get that way.
A scope map
What moves in the first 30 days, what rehydrates afterwards, and what is at risk: including artifacts like attachments that can only be pulled while your current system is still live. Fear of the unknown becomes a plan on a page.
A fixed date and a fixed price
Not a range, not time-and-materials. A date and a number, before procurement is even involved. We quote fixed because our engine carries the variance, quoting T&M would mean we did not trust our own automation.
Some platforms return a final CSV export when you leave and then erase personal data, SAP's published service terms describe exactly this for Fieldglass. Whatever you eventually decide, the time to inventory what you would need to take with you is while you are still live. The X-Ray does that inventory, and it does not require you to give notice or commit to anything.
Thirty days to live.
History follows behind it.
The clock starts at data receipt, not at contract signature. What goes live in 30 days is your full operating state: configuration, suppliers, users, workers, open requisitions and submissions, and active engagements with verified rate structures. Historical timesheets, expenses, spend and documents rehydrate after go-live, so the long tail of messy history never blocks the launch.
Migration X-Ray
Sample extracts profiled into a quality report, a scope map, and a fixed date and price. Live-only artifacts inventoried while you still have access to them.
Extract and map
Full extraction via your platform's own API, SFTP or report exports. AI proposes every field and value mapping with a confidence score; configuration loads first.
Build the program
Users, workers, open requisitions and submissions load. Suppliers are notified and given portal access. Each wave reconciles against your source before the next begins.
Verify the money
Active engagements and rate structures load, and every financial field is verified by a human being. No exceptions, whatever the AI's confidence score. The parallel-run window opens.
Cutover
A delta re-extract catches everything that changed in your source since the first pull. Final reconciliation, your sign-off, go-live. Your old system becomes a read-only reference.
Rehydrate and certify
Historical timesheets, expenses, spend and documents load and are certified with their own reconciliation. Staging data holding your people's personal information is purged.
AI does the mapping.
Humans verify the money.
Mapping five alien schemas onto one canonical model is exactly the work AI is good at, and exactly the work where a silent mistake is most expensive. So the policy is published rather than buried. You should be able to read how we decide what a machine is allowed to do unsupervised.
- Financial fields are always human-verified. Rates, spend amounts, invoice math, tax: regardless of confidence score, with no override. A mis-mapped rate card that bills wrong is a program-killing failure, so it is never automated.
- High confidence auto-applies for non-financial fields, and every auto-applied mapping is still logged and included in the audit sample.
- Middling confidence queues for review: a one-click approve-or-correct queue worked by our migration pod, not a black box.
- Low confidence is mapped by hand, with the AI offering candidates rather than deciding.
- Access control is never auto-applied. Who can see what is always reviewed by a person.
Corrections feed back into our template library for your platform, so every migration makes the next one faster.
Nothing left behind,
and we show our work.
Every migrated record carries its source identity permanently, so any record in Elevate can be traced back to the record it came from. That is what makes the reconciliation real rather than rhetorical.
Before cutover, your program office receives a reconciliation certificate and signs it. Not a status email, a line-item tie-out against your own source reports.
- Row-count control totals per entity, per status: every record accounted for as loaded, excluded, or errored
- Financial control totals: spend by month by supplier by cost center, tied to your source reporting
- Referential checks: no orphaned timesheets, no engagement without its worker
- Spot audits, records compared side by side against the source system
- Every load wave reversible before cutover; your source system untouched until you sign
- Configurationreconciled & signed
- Suppliers & usersreconciled & signed
- Workersreconciled & signed
- Open reqs & submissionsreconciled & signed
- Active engagementsfinancials human-verified
- Historical spendcertified post-cutover
Illustrative structure. Your certificate reports your own entities and your own totals.
Platforms we migrate from.
Each platform has a dedicated adapter that knows its extraction surfaces and ships with a mapping template that improves with every engagement. Every extraction path we use is your own contractual right to your own data: your reports, your API access, your exports. We do not need your incumbent's cooperation.
SAP Fieldglass
Standard download connectors over SFTP plus the analytics API for anything the connectors miss. The best-documented extraction surface in the category, and the fastest to template.
Beeline Professional
The Connect API, including field-level revision history: which makes it the strongest source we work with for reconstructing what your data used to look like, not just what it looks like now.
Beeline Enterprise & IQN
A documented extract kit your own administrator schedules: a defined set of report definitions delivered to SFTP, no vendor involvement required.
Workday VNDLY
Your downloadable report schema bootstraps the field map before a single row of data moves, with report exports and API access where coverage allows.
Flextrack
Salesforce-native, so the schema is discoverable at runtime and bulk extraction is straightforward, provided your organization holds the API access. We confirm that in the X-Ray, because it is a contractual question rather than a technical one.
Anything else
Smaller platforms, spreadsheets, and data held by your MSP all load through a generic file path. If you can export it, we can map it.
What people actually ask us.
“Our data is a mess. Nobody migrates that in 30 days.”
That is precisely what the X-Ray answers, using your actual data, in days. The 30-day scope is your operating state; the messy history rehydrates after go-live without blocking it. Dirty data is a reason to leave a platform that let it rot, not a reason to stay.
“AI will mangle our rates.”
Rates and every other financial field are human-verified, always. AI never auto-applies money math, and that policy is published above rather than buried in an appendix. You also receive a line-item reconciliation before cutover, tied to your source reports and signed by your own team.
“Our incumbent will not cooperate.”
They do not need to. Every extraction path runs on your own contractual right to your own data: your reports, your API access, your exports. The extract kits exist so your administrator can run them without involving your current vendor.
“Our suppliers just learned the current system.”
Supplier re-onboarding is the real switching cost, which is why we template and track it inside the platform. It is also worth asking your suppliers what they think of the portal they use today: in our experience they are the constituency most poorly served by legacy VMS interfaces, and they tend to be allies in a move rather than blockers.
“What if it fails mid-migration?”
Every load wave is reversible before cutover, your source system stays untouched until you sign the reconciliation, and the rollback boundaries are written into the cutover plan rather than improvised. The realistic failure mode is that we are late, not that data is lost.
“We are mid-contract.”
Then the X-Ray matters more, not less, because the inventory of what you would need to take with you can only be done while you are live. Run it now, move at renewal. Walking into a renewal negotiation holding a costed, dated exit plan is worth something even if you decide to stay.
Find out what switching would
actually take.
The X-Ray runs on extracts you can pull yourself, and it commits you to nothing beyond the assessment itself. Worst case, you come away with the clearest picture of your own program anyone has given you.