The vendor management software market is growing remarkably, and it is clear why. Developing robust relationships with your suppliers can lead to preferential treatment, such as being prioritized for new products, receiving expedited assistance when a shipment is lost, or securing bulk discounts to enhance your profit margins. With the market size expected to reach $17.2 billion by 2030, businesses are heavily investing in better ways to manage vendor relationships. However, with an overwhelming array of solutions available, finding the right Vendor Management System (VMS) can feel like looking for a needle in a haystack. In this article, we will explore the top six VMS options for 2025 and provide criteria for selecting the best one for your business.
1. Shopify
Best for: Retailers looking to integrate vendor management with their unified commerce strategy. Shopify offers essential VMS features that support a unified commerce approach to retail operations. Although it is not a dedicated VMS, Shopify provides management tools that enable retailers to effectively oversee suppliers and inventory through its admin interface and Stocky app integration. The unified commerce platform connects vendor data with product management and inventory control, making it an ideal solution for retailers aiming to consolidate their tech stack and manage operations cohesively. By integrating vendor management with other commerce operations, Shopify allows you to create more seamless workflows and gain visibility across your entire supply chain.
Retailers can enhance their vendor management capabilities through the Shopify App Store, utilizing specialized apps for supplier portals, advanced inventory management, and automated purchasing workflows. Some key features of Shopify include built-in vendor information management in the admin interface, product filtering and sorting by vendor, bulk editing capabilities for vendor assignments, Stocky app integration for detailed supplier profiles and inventory management, and vendor performance tracking through sales data. Shopify Bill Pay enables streamlined vendor payments, while CSV import/export facilitates vendor data management.
A case in point is Havens Luxury Metals, which uses Shopify Bill Pay to manage vendors. The ability to upload vendor invoices to Bill Pay allowed Havens Luxury Metals to automate invoice processing, saving up to two hours per week and better organizing the company’s finances. Pricing for these features is included with Shopify plans, while Stocky is part of the Shopify POS Pro subscription.
2. SAP Fieldglass
Best for: Large enterprises and organizations with complex external workforce needs. SAP Fieldglass offers an enterprise VMS tailored for large brands. This platform helps retailers manage complex networks of temporary staff, service providers, and contractors with its comprehensive workforce management features. As part of the broader SAP ecosystem, SAP Fieldglass allows organizations to integrate workforce management with their other enterprise systems, providing visibility and control over external talent and services spending.
SAP Fieldglass also tracks statement of work (SOW)-based projects with external service providers. For instance, if you’re placing a purchase order with a supplier for 500 units, you can upload the SOW to Fieldglass and track the procurement process, offering valuable visibility for budgeting. Notable features of SAP Fieldglass include the Contingent Workforce Management module for holistic non-payroll workforce oversight, Services Procurement capabilities for SOW-based project tracking, Assignment Management for coordinating multiple external workers, Worker Profile Management for talent tracking and compliance, and extensive security and risk mitigation tools.
In addition to cloud-based application benefits and ERP integration, SAP Fieldglass offers comprehensive analytics and reporting, along with automated onboarding and workflow management. For pricing details, businesses must contact SAP directly for custom pricing information.
3. Coupa
Best for: Retailers looking to automate supplier management processes while maintaining strong risk controls and compliance. Coupa provides a supplier management solution as part of its business spend management (BSM) platform. Coupa’s focus is on vendor self-service and supplier risk management, helping businesses efficiently manage supplier relationships. For retailers dealing with complex supplier networks and compliance initiatives, Coupa offers AI-powered insights and automated workflows to reduce manual processes, mitigate supplier risk, and strengthen relationships with vendors.
Some standout features of Coupa include an intuitive supplier self-service portal for information management and updates, AI-powered risk monitoring and automated alerts, multi-domain risk assessments (InfoSec, GDPR, anti-bribery), diversity and inclusion tracking with access to over 2 million certified diverse suppliers, performance scorecards and continuous monitoring, automated supplier onboarding and information validation, and robust vendor fraud prevention for sensitive supplier data. Real-time compliance monitoring and alerts, coupled with seamless integration with procurement and invoice management, further enhance Coupa’s functionalities. Interested businesses can contact Coupa for custom pricing information.
4. Oracle SCM Cloud
Best for: Large-scale enterprises already invested in the Oracle ecosystem. Oracle’s vendor management tools within its SCM Cloud suite help organizations standardize the vendor management process from qualification to evaluation. As part of Oracle’s unified cloud ecosystem, the vendor management module integrates seamlessly with other Oracle applications, offering enhanced visibility and control across the entire supplier lifecycle. This solution is ideal for enterprises already using Oracle products like the NetSuite enterprise resource planning (ERP) system.
Key Oracle SCM Cloud features include comprehensive vendor record management with detailed profiling, structured pre-qualification workflows for new vendors, advanced vendor evaluation and performance tracking, Master Service Agreement (MSA) management and automation, and facilities bid management and vendor sourcing. Additionally, Oracle SCM Cloud supports automated compliance monitoring and tracking, real-time vendor performance analytics, and integration with Oracle ERP and procurement modules. For custom enterprise pricing details, businesses must contact Oracle directly.
5. Kissflow Procurement Cloud
Best for: Retailers looking for a solution with quick implementation and ease of use. Kissflow Procurement Cloud offers a flexible and user-friendly procurement platform that emphasizes customization and ease of use. Known for its low-code capabilities, Kissflow enables retailers to tailor the procurement process to their specific needs. Unlike more rigid enterprise solutions, Kissflow focuses on making supplier management accessible while providing tools necessary for end-to-end procurement automation.
Kissflow’s key features include an intuitive supplier portal for self-service management, customizable supplier onboarding workflows, performance tracking with configurable scorecards, centralized supplier information management, real-time catalog management capabilities, contract storage and management, and integrated supplier performance ratings. Pricing for Kissflow Procurement Cloud starts at $1,500 per month, offering a scalable and adaptable solution for various business needs.
6. Procurify
Best for: Companies looking to reduce maverick spending and establish more structured procurement processes without overwhelming complexity. Procurify simplifies retailer-vendor relationships with strategic sourcing and documentation management features. The platform centralizes vendor records and documentation while integrating external supplier catalogs for more efficient ordering. Procurify’s centralized approach allows businesses to better negotiate rates, track spending against established vendor contracts, and assess vendor risks.
Notable features of Procurify include automated vendor onboarding workflows with standardized forms, a pre-approval system for vendor management, centralized document storage for W9s, contracts, and agreements, custom product catalogs for controlled purchasing, PunchOut capabilities for external supplier catalogs, contract tracking and renewal management, vendor performance tracking and analysis, and integration with major retail ERP and accounting systems. For additional details on pricing, businesses can contact Procurify directly.
How to Choose Vendor Management Software
When selecting a vendor management platform, it is crucial to evaluate several factors to ensure it aligns with your business needs and strategy. Consider the scalability of the platform, ensuring it can grow seamlessly with your organization. Assess if the VMS can handle an expanding supplier base, increasing transaction volumes, and growing user counts without performance degradation. Look for features like batch processing capabilities, automated workflow scaling, and load balancing. The platform should also offer flexible pricing models corresponding with your growth trajectory.
Customization is another vital feature to evaluate in a VMS. Your chosen solution should adapt to your organization’s unique processes rather than forcing you to change them. Key customization features should include configurable vendor management workflows, custom fields and forms, adjustable approval hierarchies, and branded portal interfaces. Ensure you can modify dashboards, reports, and notification settings without requiring developer support, reducing your total cost of ownership.
It is essential to consider the integration capabilities of the VMS, which should go beyond mere API connections. Look for platforms that support real-time data synchronization, automated data validation, and secure information exchange to ensure seamless operations. The VMS should have a native integration layer that works smoothly with your existing systems, including ERP, inventory management, and order management systems. Evaluate both pre-built connectors and custom integration capabilities.
Comprehensive reporting and analytics are indispensable for assessing vendor performance and procurement processes. Look for features like vendor scorecards, spend analysis, compliance tracking, and risk assessment reports, which provide 360-degree visibility into your procurement processes, helping reduce maverick spending and identify cost savings. Ensure the software offers real-time performance metrics and the ability to export reports for sharing with stakeholders, such as store managers, buying teams, and merchandising managers.
Lastly, evaluate the vendor’s support infrastructure and training resources to guarantee successful implementation and adoption. Look for multiple support channels, including phone, email, and chat, with clearly defined response times. Access to a dedicated account manager can help quickly resolve issues, impacting your ability to communicate with suppliers. Ensure the VMS provides personalized onboarding, ongoing training sessions, and a dedicated customer success manager, with extra materials to aid employee buy-in for the new software.
Find the Right Vendor Management Software for Your Organization
When comparing vendor management solutions, the objective is not to find the best overall platform but the one that best aligns with your vendor ecosystem and procurement workflows. Your VMS should integrate seamlessly into your daily operations, making supplier relationships more efficient and transparent. Consider both the core vendor management features and additional procurement and compliance tools offered. A unified system like Shopify connects your vendor database, contract management, payment processing, and compliance monitoring, significantly streamlining operations.
Managing Vendors on Shopify
The vendor management software market is experiencing significant growth, and it’s easy to see why. Building strong relationships with your suppliers can offer substantial benefits, such as priority access to new products, faster issue resolution when shipments go astray, or obtaining bulk discounts that boost your profit margins. With the market projected to reach $17.2 billion by 2030, many businesses are eager to invest in advanced methods for managing vendor relationships effectively.
However, the abundance of available solutions can make selecting the right Vendor Management System (VMS) a daunting task, akin to searching for a needle in a haystack. Different systems offer various features and benefits that cater to diverse business needs. It is imperative for businesses to carefully evaluate their options to find a VMS that aligns with their objectives and requirements.
In this article, we will delve into the top six VMS options for 2025. We’ll examine their key features, strengths, and what sets them apart in the crowded marketplace. Additionally, we will provide important criteria to help you choose the best VMS for your business. By considering factors such as user-friendliness, customization capabilities, integration with existing systems, and cost-effectiveness, you can make an informed decision that will enhance your vendor management process and contribute to your company’s success in the long run.
