How long does switching from HeavenHR actually take?

An evening for most accounts. The export from HeavenHR is the slow step - the import side runs in minutes once the field mapping is settled. Larger teams (50+ seats with custom field schemas) sometimes split it across two sessions: import first, reorganise the next day.

Will I lose data when I switch?

Nothing structural. The CSV/JSON export from HeavenHR preserves the data: records, fields, history, and attachments come over intact. What doesn't transfer is anything tied to HeavenHR-specific UI metadata (custom views, saved searches, in-app annotations) - those don't sit in the export, they sit in the source product's UI. Plan an evening to rebuild your most-used views once you're in.

What about my existing HeavenHR subscription?

Run both side-by-side until you're confident, then cancel HeavenHR from their side. We don't lock you in - export from KI BMS is one click in account settings, same as import.

Is the import path free?

The import button is open on every plan, including the free tier - we don't paywall the way out of a competitor. The data going in still has to fit your plan's per-type quotas (the free-tier caps are listed on /sales); paid plans raise those caps. If you're moving a large set, check the caps first or write to /support and we can advise.

Can I get help with the switch?

Yes. Write to /support - both founders see those threads directly. Reply within a working day. For the field-mapping itself we typically resolve things in one or two exchanges; if your dataset is unusually large or HeavenHR's export shape is unfamiliar, we'll say so up front.

KI BMS

Pricing

Compare

KI BMS: the alternative to HeavenHR

What moving from HeavenHR to KI BMS actually looks like in 2026.

Switching

ATS

Comparison

DACH

Julia YukovichCo-Founder + CEO

·March 15, 2026·

2 min read

KI BMS is what people use when HeavenHR stops fitting. Below is the honest side-by-side - same product surface, different posture: hosted in Germany, no third-party trackers, one honest price - plus the migration mechanics that decide whether the switch lands in an evening or in a quarter.

At a glance

HeavenHR is a fair pick for 10-50-person teams in Germany wanting one tool for files + absence + payroll handoff + a bit of recruiting. KI BMS is right when recruiting is your bottleneck and you want a tool that does exactly that, modern: KI pre-sort, real pipeline, public careers page. If you need both in parallel, the math is friendly: HeavenHR for HR (~€6/employee/month), KI BMS for recruiting (€1-10/month flat). Under €250/month combined for a 30-person company.

Switching

What moving from HeavenHR actually looks like

The switch goes in three rough phases: export from HeavenHR, import into KI BMS, and reorganise what came over. Most people allocate an evening for it. The export side is where the time goes - HeavenHR hands you a CSV/JSON dump and the field mapping isn't always obvious; once that's resolved the import is a couple of minutes. We don't paywall the import path or pretend it's a pro-only feature, and you can run both side-by-side while you decide.

KI BMS vs HeavenHR: feature comparison

	Ours KI BMS	Theirs HeavenHR
HR files + absence
Payroll handoff (DATEV)
Recruiting module	Specialist	Module
KI fit-score built in
Careers page included		Basic page
Multi-voice scorecards
GDPR auto-anonymisation		Manual
Hosted in Germany
Free tier		14-day trial
Starting price	€0 / €1 / €10 per month	from ~€6/employee/month
Contract model	Monthly cancellation	Annual contract typical

When to pick which

Pick KI BMS when

Recruiting is your bottleneck - 5+ open roles or 100+ applications per quarter.

You already have HeavenHR or DATEV or Sage for payroll + files and just need a better ATS.

KI pre-sort with per-application reasoning is the deciding lever - not 'another recruiting tab in the HR suite'.

Pick HeavenHR when

You don't have HR software yet and need files + absence + payroll handoff first.

Recruiting is small - 1-3 roles a year, the tool needs to suffice, not shine.

A suite is politically easier to procure than two specialists.

Where HeavenHR honestly shines

HeavenHR does one thing right that Personio doesn't: lean per-employee pricing without a 12-month enterprise contract. For a 25-person Berlin startup with two HR people, HeavenHR is often the more cost-aware suite. Files, leave requests, sickness tracking, DATEV handoff - all in, German legal grounding, German DPOs happy.

What HeavenHR does in recruiting is solid for 1-3 roles a year: create role, receive application, set status, send mail. That covers 50% of recruiting reality. What HeavenHR doesn't do in recruiting: KI pre-sort with reasoning, multi-voice scorecards for structured interviews, built-in retention windows with auto-anonymisation. If you need that, the HeavenHR recruiting module is at a point where a specialist alongside is cheaper and better.

The combination we see in pilot teams

Three out of four pilot teams running KI BMS for recruiting have HeavenHR or Personio or rexx HR alongside for HR admin. The tools don't need to talk much - on a hire, the person is created fresh in HeavenHR, the application record stays archived in KI BMS. Nobody misses deep integration; the clean separation between recruiting funnel and HR file is what makes the architecture work.

Cost math for 30 people

HeavenHR list price from ~€6 per employee per month (negotiated, depending on module bundle). 30 people = ~€180/month. KI BMS Power for recruiting is €10/month flat. Combined ~€190/month for 30 people - an HR suite + a recruiting specialist, both German, monthly cancellable (KI BMS) or annual (HeavenHR). Personio Standard on the same axis would be ~€250-350/month plus a 5-figure implementation cost.

Step by step

Export from HeavenHR

Find the export option in HeavenHR's account settings. Most tools provide a CSV or JSON download. Save the dump locally - that's the source of truth for the next step.

Account settings → Export / Download data

Pick the broadest format the tool offers (usually JSON)

Map fields in KI BMS

Open the import tool in KI BMS. HeavenHR's field names rarely match KI BMS' 1:1; the import flags any unmapped columns so you can pair them up before anything commits.

Account settings → Import

Resolve the mapping prompts the tool surfaces

Run the import

Run the import. KI BMS shows a preview of the first parsed rows in the import dialog so you can sanity-check the column mapping + a sample of records before anything commits. If you're nervous about a large dump, import a small subset first, verify it landed the way you expected, then run the full file.

Re-create your views, tags, saved searches

HeavenHR-specific UI metadata (custom views, saved filters, in-app annotations) doesn't transfer with the data export. Spend an evening rebuilding the views you used most - usually a 30-minute job once you've done it once.

Cancel HeavenHR when you're confident

Run both side-by-side for a couple of weeks if you want to be sure. When you're confident, cancel the HeavenHR subscription from their side. KI BMS keeps your export option self-serve in account settings - no lock-in either direction.

Switching from HeavenHR

The five questions we get most often before someone moves their data over.

Start with KI BMS

Free plan, no credit card. We host in Germany. Export + delete are self-serve.

Written by

Julia Yukovich

Co-Founder + CEO

Julia is one of the Co-Founders. She handles design, product direction, and most of the support replies that arrive in the morning.

julia.yukovich at aicuflow dot comLinkedIn