VENDOR MANAGEMENT SYSTEMS: Definition, Types, and Top Systems

vendor management systems
Image source: Rishabh Software

In the field of contingent workers, vendor management systems (VMS) are becoming more and more common. The top vendor management systems may help your company reduce expenses, find qualified candidates more quickly, plan for all of its workforce management requirements, and adapt to changes in production and demand. Furthermore, an efficient vendor management system is a cloud-based technology solution that is best known for its capacity to expedite the management of contingent workforces. Companies can gain a competitive advantage with the help of vendor management systems since these systems provide a one-stop shop for insight into their whole contingent workforce, streamline procedures, increase compliance, and offer possibilities for enhanced reporting and invoice automation. In this post, we will also be talking about vendor management systems staffing.


Vendor management systems automate your contingent labor process, freeing up your in-house HR, procurement, and PMO teams to focus on higher-level strategic initiatives. Automation of routine processes in areas like job ad distribution, vendor administration, approvals, candidate qualifying, onboarding/offboarding, reporting/analytics, timekeeping, and invoicing can make handling external workforce management much less complicated.

In addition, an additional area in which a VMS can be useful is audit and compliance. A VMS can help you comply with all the laws by combining your contingent labor data and creating audit trails. By fostering uniformity, a VMS can also guarantee legal and organizational policy compliance.

What Is Vendor Management Systems?

A vendor management system (VMS) is a software package that assists organizations in managing vendor relationships from the beginning of a contract through to the final close of a deal. A VMS automates and streamlines each process involved in the sourcing, acquisition, management, and payment of temporary workers by serving as a platform for your company to manage and procure contingent workers through staffing agencies.

What Are the Types of Vendor Management Systems?

A cost-effective investment makes possible seamless management of vendor operations. Furthermore, businesses may use vendor management systems to guide and manage their relationships with outside providers.

  • Vendor Onboarding: This allows for the enrollment and registration of new suppliers, as well as the administration of access and rights for these businesses within the system.
  • Performance Management: evaluation of the performance of the vendor on a regular basis to monitor and analyze the quality, performance, and dependability using scorecard metrics specifically designed for that purpose.
  • Vendor Risk Management: The identifying and mitigating of possible hazards to vendors, such as those pertaining to their intellectual property, information security, and financial stability.
  • Financial Controls & Compliance: Allows the vendor management team to define spending restrictions and budgets, which helps to decrease compliance and conformance risks associated with suppliers.

What Are the Benefits of a Vendor Management System?

In order to be genuinely effective, your vendor management system should be fully automated, purpose-built, and comprehensive. A reliable VMS is essential in today’s interdependent and genuinely international corporate environment. Investing in an automation-driven, adaptable solution like PLANERGY is the smartest way to ensure “ABC” compliance.

In addition to the ease and transparency that cloud-based data management provides, there are many more advantages, such as

#1. It improves Transparency

If you have one reliable system to monitor your multi-channel workforce, you’ll know who works for you, where they are, what resources they have access to, and how much they’re worth. Even if workers are paid by a third party, they can utilize a VMS to manage their schedules.

#2. Automate Processes

If AI is used with robotics, the resulting process optimization tool can be rather potent. Workflows including supplier onboarding, invoicing, and the procure-to-pay process, are prone to human errors and costly delays if done manually.

VMS solutions streamline the steps involved in renewing contracts or assignments, controlling costs, and adapting to new opportunities. In addition, it keeps track of the company’s outside employees, so HR can see who to bring back and whether or not their certifications are up to date. 

#3. Improve the On-Boarding Process

High-demand employees are more inclined to choose companies that are straightforward to deal with and that have dependable procedures in place for billing, payments, and reimbursements. Automated, well-defined processes boost contractor productivity and increase worker satisfaction.

#4. Vendor Management Systems Aid in Risk Reduction and Success Maximization

A poorly managed supply chain will fail under stress. Invest in a trustworthy and comprehensive vendor management system to develop strategic partnerships, streamline workflows, and reduce expenses.

Furthermore, with automation, full transparency, increased collaboration, and centralized, cloud-based data management, your team can break free from low-value chores, achieve more strategic sourcing through greater insights, and ensure your organization can thrive in today’s competitive environment.

Top Vendor Management Systems

According to recent data conducted by SAP, your internal staff only accounts for 58% of workforce spending, with the remaining 42% going to external resources. This should serve as a strong indication that the management of vendors and suppliers is going to consume a greater portion of the time of your finance team in the years to come.

Furthermore, many CFOs, VPs of Human Resources, and business owners remain unsure of how to formally establish procurement and vendor management, despite the fact that they are recognized as critical operational tasks. In addition, to solve this problem, vendor management systems have been developed. Here are the top vendor management systems to consider.

#1. Venminder

Third-party risk management is an area where Venminder claims to be an industry pioneer. Throughout the duration of a business’s vendor relationship, the platform helps with data organization, tracking, and reporting. Some clients reportedly use the program for as few as 10 and as many as 7,000 different suppliers.

#2. Ramp

In addition to receiving unlimited 1.5% cashback on all transactions and instant alerts regarding cost-cutting opportunities, our vendor management software is the only one that is fully connected with your corporate card. Automated vendor management can help your company streamline and standardize its purchasing, saving time and effort for the finance department while also holding internal project managers to account. Ramp’s procurement services also include automated contract negotiation with vendors, so you know you’re getting the best deal possible.

Additionally, ramp’s platform makes it easy to locate and compile all relevant suppliers and contract owners, as well as monitor past and future expenditures with each vendor and receive reminders when payments are due.

#3. GateKeeper

Gatekeeper is an automated system for vendor management that includes AI-powered tools and functions that are oriented toward vendors. For internal users, Gatekeeper provides an Employee Portal for requesting new suppliers and compliance reviews, and for external vendors, it provides a Vendor Portal for managing duties, including non-disclosure agreements (NDAs) and information security evaluations.

#4. Precoro

Precoro guarantees to deliver procurement solutions that are both easy to use and cost-effective, with the goal of assisting businesses in lowering their administrative burdens, cutting their costs, and raising their levels of productivity. Purchase requests, approval procedures, inventory management, and financial management are some of the capabilities offered by Precoro.

#5. Onspring

Onspring assists organizations in managing “diverse vendor sets” by providing a service that is primarily geared toward the control of vendor risk. Their third-party risk management systems, which they abbreviate as TPRM, provide customers with assistance in assessing and mitigating risks posed by third parties.

What Does a Vendor Management System Do?

A Vendor Management System (VMS) is a cloud-based software platform that helps businesses identify, engage, and manage their external workforce. This includes both contract or contingent labor and services, as well as suppliers. Many companies around the world are struggling with this issue.

What Is a Vendor Management System in Simple Words?

A vendor management system is a process that companies use to keep track of their suppliers, who are also called vendors. Choosing vendors, negotiating contracts, controlling costs, lowering risks related to vendors, and making sure services are delivered are all part of vendor management.

Vendor Management Systems Staffing

Increasing vendor management systems Profitability is challenging for a staffing firm, but the payoff in terms of expanded market share and client base is substantial if the company takes advantage of the opportunities that arise. There is a reluctance among many staffing agencies to implement vendor management systems. There are, however, a number of misconceptions that underpin this.

Furthermore, the original purpose of VMS (Vendor Management System) software was to simplify the process of finding and hiring temporary workers. The advantages this provided for businesses ranged from easier monitoring of labor costs to simplified processes and the removal of human mistakes thanks to automation. However, the benefits have not always been readily apparent to recruiting agencies. In the eyes of many, a VMS just serves to impose more restrictions, make rate card controls more rigid, and fuel pointless rivalry.

The Benefit of Vendor Management Systems Staffing.

In actuality, a VMS may enhance the efficiency, effectiveness, and financial success of staffing agencies just as much as it helps businesses in general. Let’s see some of the benefits

#1. More Efficient Staffing Processes

The use of a VMS can improve efficiency in the hiring process and guarantee high standards of quality and legal compliance. Staffing agencies must outperform the competition by giving their clients exceptional service. 

Unfortunately, many vendors are having difficulty guaranteeing quick responses and continuous communication as firms rely more and more on external workers. As such, a VMS is a vital resource. With this platform, staffing agencies can streamline their operations and tailor the software to their own processes.

#2. An increase in the transparency of results

Better information allows staffing agencies to refine their methods and procedures.  There is a centralization problem for many suppliers that have trouble measuring their efforts. Even though many businesses provide data on multiple aspects of their process, they often lack a consolidated platform from which to draw conclusions about overall performance.

An ideal solution, a VMS provides suppliers with detailed, trustworthy information to analyze their present performance and make informed decisions about how to improve it.

#3. Superior Interactions With Clients

By facilitating better communication and teamwork, vendor management systems (VMSs) enhance supplier-client relationships. Many staffing agencies find it difficult to maintain productive business relationships. However, maintaining a good relationship is crucial since it establishes trust and guarantees that the company will continue to hire you.

#4. Increased Business Opportunity

Using vendor management tools and systems, staffing agencies may better manage their relationships with their vendors, which in turn can help their businesses expand. In terms of enhanced operations and connections, a VMS offers multiple advantages. In other words, the problem is that not all of your vendors understand how they may contribute to your success.

What Is the Vendor Management Process?

The term “vendor management process” refers to a set of procedures utilized by businesses to coordinate and control their relationships with external suppliers. However, this entails doing things like planning out goals, deciding on vendor selection criteria, negotiating contracts, developing a plan to mitigate risks, and monitoring and managing both costs and timeliness of delivery.

What Is the Difference Between Procurement and Vendor Management?

An organization can boost its bottom line and lessen its exposure to risk by better understanding the objectives of vendor procurement and vendor management. Furthermore, The goal of a business’s vendor procurement strategy should be to reduce spending on purchases and to apply risk management within a business partner’s contractual framework. 

Moreover, negotiating the terms and conditions of a contract to ensure high-quality items at low prices is one way to cut costs. To cut costs, businesses should always be on the lookout for new, cost-effective suppliers.

On the other hand, the goal of vendor management is to reduce the risks faced by vendors while forging mutually beneficial partnerships with businesses. Long-term contracts and careful relationship monitoring are crucial to the success of both parties in this arrangement. Integrating procurement and vendor management efficiently benefits firms through better longevity, productivity, and earnings.

The key distinction between vendor management and procurement is that the former engages directly with the goods and services through possible vendors, while the latter is an indirect cycle of chain management. To maximize fulfillment effectiveness, businesses require seamless integration between the two processes.

What Is Good Vendor Management?

Since managing suppliers can be difficult, effective vendor management entails being able to put your vendors and crucial data in a single location that software users, essential stakeholders, and the vendors themselves can access. Good vendor management requires the use of a vendor management system since it gets rid of paper files and labor-intensive manual procedures that can lead to inefficiencies.

How Do We Choose the Best Vendor Management Systems?

We looked at 12 vendor management systems, and the top six stood out as the best choices for firms right now. When assessing suppliers, we paid close attention to the platform’s usability as well as the features provided, beginning price, integrations, and onboarding and training services.

Additionally, we assigned each vendor management system a category to highlight its greatest advantages or the kinds of businesses it is most appropriate for. In order to decide which of these companies generates the best ROI for actual users, we also took into account third-party customer reviews.

What Is Vendor Management Process?

Companies employ the vendor management process, which consists of a number of tactical and strategic actions, to coordinate and manage their relationships with vendors. Setting goals, creating vendor selection standards, negotiating contracts, planning for risk mitigation, and cost and delivery control are all included in this.

What Is Vendor Management Database?

A vendor management system is an online, web-based platform that serves as a central hub for all vendor-related activities in any company or organization, enabling increased productivity and sustainable, cost-effective growth. Diagnose for Source-to-Pay Digitization.

What Is a Vendor Risk Questionnaire?

A vendor risk management questionnaire sometimes referred to as a third-party risk assessment questionnaire or a supplier risk assessment questionnaire is made to assist businesses in identifying potential vulnerabilities among partners and vendors that might lead to a breach.


Choosing the first one you come across while searching for a vendor management system and putting it into use in your company is not the best course of action. Planning, selecting, configuring, and deploying the appropriate technology to meet your management needs and goals is essential to achieving success in this endeavor.

Vendor Management Systems FAQs

What is vendor management tools?

Software systems, known as vendor management tools, facilitate consistent vendor management via close cooperation and constant oversight.

Is workday a vendor management system?

VNDLY is a vendor management system that makes it easier to oversee contract employees. in addition, it’s established in 2017

What is vendor lifecycle management?

Vendor lifecycle management is characterized as a transparent and structured, from birth to death, approach to managing vendors.

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