How VetnCare found the ideal HR tech solution in 30 days with OutSail
Learn how VetnCare partnered with OutSail to find the right HR software for their 250-person team — just in time for a seamless year-end transition.
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$13,110
50%
Eliminating the selection drag
HR leaders often lose months to manual research and vendor fatigue. OutSail replaces spreadsheet-heavy processes with a structured framework, turning months of uncertainty into a confident, data-backed selection in weeks.
“OutSail’s approach to vendor selection and evaluation is precise and effective. They put great care into understanding our needs.”
About
VetnCare is a network of 15 veterinary hospitals and cremation facilities in the Bay Area of California. Their mission is to provide pets and pet parents with exceptional care by empowering their team with comprehensive training, professional mentorship, and innovative resources.
Challenge
VetnCare needed to identify the right HR solution on a tight deadline
Historically, VetnCare had outsourced their HR function to PEOs and HROs — but after an acquisition that doubled their employee headcount, they needed an in-house HR solution to manage their workforce expansion effectively.
With the end of the fiscal year approaching, Chief Financial Officer Cyril Vergis was on a tight deadline. VetnCare had 90 days to evaluate, select, and implement their new solution. This way, they would ensure all data would migrate correctly and process the first payroll of 2025 in the new system, eliminating the need to issue multiple W-2s for a single tax year.
But, as Cyril explored HR solutions, vendor research and outreach were more time-consuming than anticipated. “Reliable vendor data is hard to find, and a comprehensive analysis of each option isn’t easy,” says Cyril. “Plus, when we contacted vendors, we kept getting stuck in the sales process. Instead of discussing our immediate needs, reps focused on winning us over with sales tactics, like offering game-day tickets.”
Fortunately, VetnCare’s benefits partner soon connected Cyril with OutSail. Right away, he knew OutSail had the expertise to help him pick the best HR solution — and fast. So, he jumped at the opportunity.
“When we explained our situation to our benefits and insurance provider, they instantly pointed us to OutSail — a tried-and-true partner that had helped numerous other clients before us. One call with Brett’s team convinced us they were the right solution for us.”
Solution
OutSail simplified VetnCare’s vendor search with expert guidance and data-driven recommendations
OutSail’s rich vendor data, advanced assessment tools, and industry connections allowed Cyril to streamline every step of the vendor research and selection process. After a comprehensive intake survey, OutSail quickly shortlisted seven options that fit VetnCare’s needs and preferences.
“Rather than combing through online sources, we received tailored recommendations in less than two days,” shares Cyril. These suggestions included detailed information on each vendor’s features, strengths, and weaknesses.
After the expedited vetting process, OutSail set up calls with internal contacts at each potential provider. As a result, Cyril bypassed time-consuming sales formalities and jumped right into discussing VetnCare’s priorities. OutSail also prepared questions for Cyril to ask during meetings and helped build a comprehensive vendor scorecard to rate each option.
When it was time for negotiations, OutSail helped Cyril identify the right contract conditions to push for. Through this guidance, he secured favorable terms and moved forward with a solution that offered the robust integrations and scalability he needed.
“OutSail had abundant vendor information and industry expertise to help us choose the right vendor for our organization. Plus, they matched our pace at every stage to keep us on track for our end-of-year implementation deadline. With OutSail, we felt in control of our search and selection process.”
Results
VetnCare expedited their mission-critical HR platform search with OutSail
One month into VetnCare’s partnership with OutSail, Cyril found the perfect HR solution for his organization’s growing team. This quick, informed selection process allowed him to implement the new software before year-end — without any internal disruptions or unnecessary rush.
- 3 best-fit vendors recommended in less than 2 days
- 30 days from onboarding to vendor selection
- $13,110 saved annually with OutSail’s negotiation support
- 50% fewer sales meetings due to targeted meeting agendas
Throughout VetnCare’s journey, OutSail’s advisory team provided regular check-ins and near-instant responses to any questions. They also equipped Cyril with strategies to navigate potential technological roadblocks — ensuring a successful vendor partnership long after deployment.
“The OutSail team helped us determine what HR solutions, features, and contract terms were worth chasing for our needs and size. They’re always a phone call or email away — and their advice is invaluable. ”
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