Top features to look for in a vendor management system

Top features to look for in a vendor management system

As companies grow, so do their needs for the best vendor management systems for their needs. A vendor management system is a software solution that streamlines the process of managing vendors for businesses.

By automating and centralizing vendor information, it can improve the efficiency of vendor management, reduce the risk of compliance issues, and increase overall productivity.

However, not all vendor management systems are created equal, and choosing the right one for your business is crucial. In this article, we will explore the top features to look for in vendor management systems to help you make informed decisions.

What is a vendor management system?

A consultant vendor management system (VMS) is a software solution that assists businesses in managing the vendor lifecycle and streamlining their business processes. Vendor management software offer a range of features, including the automation of vendor onboarding, performance tracking, contract management, and more.

Selecting the right vendor management system for your business is crucial since it can significantly affect your operations. The right system can help you save time, reduce costs, and enhance overall efficiency.

Feature #1: Customizable vendor database

When selecting vendor management software, a key feature to consider is a customizable vendor database for efficient vendor data management. This feature enables businesses to tailor the fields in the database to their specific requirements.

By customizing the fields, businesses can eliminate irrelevant data, leading to improved accuracy and faster data entry. With a customizable database, it becomes easier to quickly access relevant vendor information.

Moreover, businesses can ensure the accuracy of their vendor information by customizing the fields according to their specific needs. This feature enables efficient data management, providing a comprehensive overview of all vendor-related activities.

Feature #2: Automated vendor onboarding

When searching for vendor management software systems, it’s important to look for the feature of automated vendor onboarding, which can save your business valuable time and resources.

Vendor onboarding can be a time-consuming process, but with an automated system, your business can quickly and easily set up new vendors.

This is especially beneficial for companies that frequently onboard new vendors, as the system can manage background checks, credit checks, contracts, and other essential documents automatically.

By reducing the time necessary to get a new vendor up and running, businesses with an automated vendor onboarding feature can move faster and efficiently grow their vendor network.

Feature #3: Contract management

Effective contract management is crucial for any business, and a comprehensive vendor management solution should include a compliance management feature. These features can help your business manage vendor contracts more efficiently and reduce the risk of compliance issues.

Contract management features in vendor management software should include electronic signature capabilities, template library, and contract reminders. These features enable your business to quickly and easily manage contracts while ensuring accuracy and compliance.

Onsiter VMS* offers a free platform to source and manage your external IT workforce in Europe. It provides access to tens of thousands of IT contractors through Vendor Universe and allows for complete workflow management using its centralized platform.

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Feature #4: Performance management

Vendor performance management is another key feature to look for in vendor management software. By tracking vendor performance, you can identify areas for improvement and work with vendors to make changes.

Examples of features to look for in a performance management system include the ability to track vendor KPIs, the ability to set up alerts for poor performance, and the ability to track vendor compliance.

By tracking KPIs, you can identify areas where vendors are excelling and areas where they may need to improve. Alerts for poor performance allow you to address issues quickly, reducing the risk of further issues down the line.

Feature #5: Reporting and Analytics

The final feature of a vendor management system that you should consider is reporting and analytics. This feature is important because it enables you to generate reports and gather insights into the performance of your vendors and the overall effectiveness of your vendor management system. Here are some examples of features to look for in a reporting and analytics system:

  • Customizable reporting: The ability to create customized reports that are tailored to your business needs is crucial. Look for a system that allows you to select the data points you want to include in your report and arrange them in a format that makes sense for your business.

  • Real-time data: A reporting and analytics system that provides real-time data is ideal because it allows you to make decisions quickly based on the most up-to-date information available.

  • Data visualization: Look for a system that offers data visualization tools such as charts and graphs that make it easier to understand complex data sets.

  • Predictive analytics: Some systems offer predictive analytics capabilities that use machine learning algorithms to analyze data and make predictions about future vendor performance. This can be a valuable tool for identifying potential issues before they become major problems.

  • Integration with other systems: Look for a system that can integrate with your other existing software systems, such as your ERP or CRM. This will make it easier to gather data from multiple sources and generate comprehensive reports.

The benefits of having a comprehensive reporting and analytics system are numerous. Some of the key benefits include:

  • Improved visibility: A good reporting and analytics system provides visibility into all aspects of your vendor management system. This makes it easier to identify areas where you can make improvements and optimize your processes.

  • Better decision-making: Real-time data and predictive analytics enable you to make better, data-driven decisions about your vendor management processes.

  • Cost savings: By identifying inefficiencies and areas where you can make improvements, you can save money on vendor management costs.

  • Compliance: A reporting and analytics system can help you ensure that your vendor management processes are compliant with applicable regulations and standards.


In conclusion, when choosing a vendor management system, it’s important to look for a system that offers customizable vendor databases, automated vendor onboarding, contract management, performance management, and reporting and analytics.

By selecting a system with these features, you can improve the efficiency and effectiveness of your vendor management processes, save money, and ensure compliance with applicable regulations and standards.

Remember to take the time to choose the best vendor management system for your business, and don’t hesitate to seek the advice of a consultant if you need help making your decision.

*Onsiter is the sister company of Right People Group, a leading IT consultancy in Europe, and by trying the Onsiter VMS, businesses can benefit from the expertise and experience of both companies to streamline and optimize their contingent workforce management.

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