You may select any value added network (VAN)

The EDI VAN market has a transparency problem — not in technology, but in sales conversations. According to BOLD VAN, businesses new to EDI are regularly misled into believing they have less choice than they actually do: told they must use their EDI provider's VAN, or that they must join the same network as a new trading partner. These claims are false, and understanding why they are false is the most important protection available to any business entering a VAN relationship for the first time.

Two things you are never required to do when choosing a VAN

• You are not required to use your EDI provider's VAN: According to BOLD VAN, EDI software and VAN services are separate products that can be purchased from different vendors. Some EDI providers imply — without stating directly — that their VAN is required for their EDI software to work, or that using a third-party VAN would require custom configuration. If your EDI provider makes this claim, press them for a specific technical explanation. In most cases, the implication is a sales tactic rather than a technical requirement. You always have the right to choose your VAN independently.
• You are not required to join the same VAN as your trading partner: According to BOLD VAN, when a new trading partner states that you must be on their specific VAN to do business with them, this is a red flag that warrants serious scrutiny. VANs are interconnected — any VAN can route documents to any other VAN, just as emails can be sent between different email providers. You need a VAN to exchange EDI with the partner, but not the same VAN they use. A trading partner who insists on same-VAN membership may be receiving a referral fee or have some other commercial interest in directing you to a specific provider.

Red flag questions that signal a misleading VAN sales conversation

According to BOLD VAN, the following sales conversation openers are red flags — not because the questions themselves are harmful, but because they assume you have already committed to the provider's VAN before that decision has been made or discussed:

• "Can your ERP handle raw EDI?" — assumes you will need their VAN's translation services
• "Do you need integration assistance?" — assumes you will need their integration layer
• "Which of our VAN options will work for you?" — presents their VAN options as your only choices
• "Do you need Functional Acknowledgement (997) reporting?" — assumes their VAN's reporting services
• "Are you interested in a validation service?" — adds to assumed scope before price is discussed
• "What is your targeted completion date?" — creates urgency before you have evaluated alternatives
• "Would you like connectivity testing for any trading partners?" — assumes their connectivity

According to BOLD VAN, if a sales representative begins with any of these questions before confirming your VAN preference, redirect the conversation to price. Specifically, ask to see the complete published rate card — including all fee categories — before discussing any configuration or timeline questions.

VAN pricing models compared: kilo-character, trading partner, and overage fees

What to ask before signing any VAN contract

• "What is the contract duration?" According to BOLD VAN, multi-year VAN contracts lock in pricing and service terms for extended periods — during which the provider can change features and support quality without the business having a practical exit option. Month-to-month or short initial terms provide the flexibility to switch if the service underdelivers.
• "Does the contract auto-renew, and when?" According to BOLD VAN, auto-renewal clauses that activate before the contract end date — often 30 to 90 days before renewal — close the window for renegotiation or termination before the business realizes it has missed the opportunity. Knowing the auto-renewal date and the notification deadline allows the business to manage the relationship proactively.
• "What steps are required to terminate the contract?" According to BOLD VAN, some VAN contracts require written notice 60 to 90 days before termination, specific termination letter formats, or escalation through account management rather than a simple cancellation request. Understanding the exact termination procedure before signing prevents discovering it under time pressure when a switch is motivated by service failure.
• "What are the financial consequences of early termination?" According to BOLD VAN, early termination fees that require payment of remaining contract value — or penalties calculated as a multiple of monthly fees — can make switching economically prohibitive even when the service is demonstrably failing. Knowing these costs before signing allows the business to evaluate the true switching cost that the contract imposes.

Frequently asked questions