Your Vendor Ghosted You Because Bad Implementations Are More Profitable Than Good Ones

If you’ve ever felt abandoned in the middle of a software rollout or watched your HR system launch limp along, underutilized and glitchy, you’re not alone. What you’re experiencing is not just a fluke. Sadly, in today’s HR-technology marketplace, bad implementations are more than just a nuisance; they’re often more profitable for vendors than good ones.

Why Vendors Might Quietly Prefer a Messy Implementation

It sounds counterintuitive, but from a vendor’s perspective, a botched implementation can work in their favor:

1. Recurring Revenue from Fixes
   The more problems that arise, the more implementation-based “patchwork” is needed. Vendors (or their implementation partners) can bill for extra hours, consulting, change orders, and ongoing support.
   
   
2. Low Adoption = High Dependence
   When employees don’t actively use the system, and only a fraction of your workforce adopts it, your company becomes reliant on vendor help. According to SHRM, one of the biggest reasons HR tech fails isn't technical; it’s human adoption. Without proper training and change management, the ROI collapses.
   
   
3. Vendor Lock-In
   Switching away gets harder. As you work around the system’s faults, you customize workflows, build internal processes around its quirks, and essentially make it “your way.” That’s a textbook example of vendor lock-in.
   
   
4. Hidden Costs Add Up
   Poor implementation brings hidden costs: low adoption, compliance gaps, inefficient processes, and data quality issues. According to APS Payroll, these can quietly bleed budget and stall ROI.

The Real Impact on HR Teams (Especially in Mid-Sized Companies)

As HR professionals in a rapidly scaling company, you are often on the frontlines of stability and change. When a system doesn’t work, the fallout is real:

• Change Management Breakdowns
  A failed implementation usually starts with underestimating how big a transformation this is. Every new HRIS (Human Resource Information System) rollout is more than just software; it’s a change in how people work. And yet many organizations skip proper planning.
  
  
• Poor Data Migration & Integration
  Legacy systems, manual data, and siloed databases don’t migrate themselves. Common challenges in HRMS implementation often lead to huge delays and project budget overruns.
  
  
• Low Employee Adoption & Engagement
  Without strong training or ongoing support, only a fraction of a newly implemented system gets used. In fact, some surveys suggest average adoption rates are painfully low, undermining the entire value proposition.
  
  
• Budget Overruns & Operational Headaches
  According to people-strong implementation case studies, lack of clarity, no governance, and fuzzy requirements result in timelines that stretch, sometimes doubling, and disrupt day-to-day operations.
  
  
• Hidden Liability
  HR systems often handle sensitive data: payroll, performance, benefits, etc. If an implementation is rushed or poorly configured, the risk of compliance failures or data inaccuracies spikes.
  
  

So, what's the solution? How HR Can Fight Back

If you suspect your vendor is banking on poor implementation (or just want to avoid being “ghosted” mid-rollout), here’s a strategic approach:

1. Build a Strong Internal Implementation Team
   Don’t let the vendor run the whole show. Create a cross-functional team (HR, IT, Finance) that holds implementation partners accountable and deeply understands business goals. According to PeopleStrong, a lack of internal governance is a major cause of failure.
   
   
2. Define Clear Objectives & KPIs
   Before any “go live,” your organization must articulate what success looks like. Whether it’s reduced payroll errors, faster onboarding, or better data insights, these KPIs will help you push back if the vendor cuts corners. As HR Tailor suggests, vague goals are a common root cause of failed HRMS implementations.
   
   
3. Prioritize Change Management
   Implementation isn’t done at “go live.” Train, communicate, and support users before, during, and after launch. PeopleStrong highlights that insufficient post-launch care is a top reason many systems fail to deliver. Use digital nudges (built into your tools) to promote adoption, and consider mechanisms like peer champions to reinforce usage. These tactics align with best practices mentioned in current HR implementation research.
   
   
4. Get Transparent About Scope & Contracts
   Read your vendor contract closely. Too often, basic services seem “included,” but critical tasks like data migration, specialized integrations, or training are hidden behind change orders. RedHammer warns that failure to clarify these details upfront leads to surprise costs.
   
   
5. Mitigate Vendor Lock-In
   Negotiate for data portability, open APIs, and clear exit terms. Don’t let your processes get locked into a flawed system just because undoing it later will cost more than fixing it now. Vendor lock-in is a real risk.
   
   
6. Track the Hidden Costs
   Keep an eye on adoption metrics, support ticket volume, productivity drag, and manual workarounds. These “soft” costs can silently erode your ROI, and measuring them helps you stay in control.

For mid-sized companies, every dollar and every headcount matters. When HR drives a shaky or poorly executed implementation, the cost isn’t just financial; it’s operational, cultural, and strategic. And when vendors benefit more from problems than solutions, HR leaders must act as stewards of long-term value, not just day-one checklists.

At its core, a successful HR tech rollout isn’t just about installing software, it’s about aligning systems to human workflows, creating accountability, and staying vigilant to avoid being ghosted when the vendor’s job should just be beginning.