Home >> Vendor Management Software

What to Consider When Choosing A Vendor Management Software

Vendor management is a system that oversees the entire vendor relationship. It helps acquire a vendor, deliver goods and services, submit timecards, and issue paychecks. Companies often use vendor management software because it is generally cost-effective and useful. It makes sure that all the work in an organization is running smoothly.

There are various vendor management solutions that you can choose from. To help you narrow it down, you need to define what your requirements are. Here are some of the characteristics to look out for when choosing the right vendor management software.


First, choose a software that is user-friendly and easy to navigate. This way, you can be sure that managers and team leaders can smoothly manage contractors that you work with. After all, you do not want to end up investing too much time and money in a system that is too sophisticated to use.

Vendor Management Software

Ease of deployment

Procuring additional infrastructure, educating your contingent workers on how to use the program, and installing of any business software product can end up putting a burden on your workflow and budget. Make sure that the vendor management tool you will choose is cost-efficient and fast to deploy, especially if your business is experiencing rapid growth.

Compatibility with other applications

Your vendor management tool does not operate in a vacuum. It need to be incorporated with other systems in your business. Remember which applications your vendor management software requires to communicate with, and prepare this phase well before choosing the right approach for your company.

Suitable to your contractors

Choose a solution that you and your contractors are comfortable using. If neither of your are not well-versed with it, you will encounter problems. Put yourself in the shoes of your vendors and think about their habits, behaviors, and uniqueness, both as individuals and as a group.

Payroll and work hours logging

If you are using a certain program for your internal payroll system, you might want the vendor management software to be combined with it, to have everything in one spot. You might also want to have a built-in time clock to monitor your contractor’s billing hours, so you’re never shocked at the end of a week or month. If you need these apps, check for them when selecting a VMS.

Compliance and regulations

Many businesses need to follow specific processes in order to conform with local legislation and regulations. Banks, construction projects, and medical fields are just a handful of the many that need vendor management software to comply with these requirements. Make sure that your favorite vendor management software provider meets these demands to avoid facing any fines.

Qualification, training, and onboarding

How will the vendor management software fit with your existing vendor recruiting, training, and on-board processes? How is it going to make them more successful (and cost-effective) to implement? If you are going to utilize the software to hire, train, and onboard vendors, make sure to include these features in your list of requirements.

Project management

If your business has contractors which are pretty similar from each other, you won’t need a project management feature in your vendor management software. But if your vendors are assigned various tasks according to their capabilities, you should opt for a vendor management software that enables you to manage workflows. It would be ideal to have pre-made templates to allow for quick customization and deployment.

Communication and engagement

You would want your contractors to spend time doing what you’re charging them for, and not spending their work-hours on something that wasn’t what you expected when you delegated the task to them. To make sure that everyone is on the same page, allow for effective collaboration and interaction between vendors and their team leaders. Try to find vendor management software that offers communication features as well as administrative capabilities.


Most importantly, put security on your requirements when selecting a software solution. That way, even if accidents happen – whether your vendor records vanish, get hacked or altered by unauthorized users of the system – you need not worry. The stability and security of a vendor management software can do the job of putting everything back in order.

Contact Us Today

Ultimate Technical Solutions Inc

UTSI offers a flexible, cohesive vendor management service. Through our vendor management solutions, we partner through suppliers on your behalf to negotiate equitable arrangements, resolve issues, and handle the solutions. For more information about our services, contact us at (504) 370-2102.