3 Mistakes To Avoid When Setting Up Your Vendor Management System


A Vendor Management System or VMS, is an integral part of modern business. An effective VMS provides the ability to automate critical business practices via the Internet, essentially eliminating the need to dedicate tasks like billing, invoicing, vendor management, and vendor metrics analysis to working employees. An effective Vendor Management System is fundamental to the everyday functions of most modern-day businesses, if mistakes are made when selecting an appropriate VMS, there can be damaging and detrimental effects seen throughout nearly every aspect of a business.

Here are three tips on what to do and what to avoid when preparing to implement your Vendor Management System:

  1. Be Prepared & Know Your Business Goals

Prepare yourself ahead of time by understanding your business’ short-term and long-term goals before choosing a VMS provider. Simply having a clear vision of where your business should be in five to ten years will allow you to select an effective VMS. Businesses that select their system provider prematurely can often find themselves in a bit of a rut when the VMS does not fit or work within their established workflow, thus hindering workplace production. It is best to know exactly your business goals and the important questions to ask before selecting your VMS provider.

Vendor Management System Mistakes to Avoid

  1. Know The Traits Of An Effective VMS

An effective VMS can help a business better manage their time, payroll, vendor billing and invoicing, provide detailed analytics, and work across both desktop and mobile platforms. In the modern-day business world, an effective VMS must have the ability to perform each of these tasks and more. It is crucial that your VMS can function appropriately across platforms to allow a seamless workflow. In addition, detailed vendor analytics allow businesses to evaluate their spending and profits on a per transaction basis leaving room for further analysis of business and vendor relations.



  1. Implement Your VMS Appropriately

When you are ready to implement your new VMS, ensure that it fits correctly within your already established workflow. Be sure to take special care and pay extra attention to its implementation to ensure all functions and services are working properly and effectively. Make sure you have a clear implementation roadmap, buy-in from your buyers, strong technical support, clear communication to both managers and suppliers, multiple ways to train internally and strong leadership support. Every function and service should be actively monitored to ensure your VMS remains effective for the long haul.

Vendor Management Consulting 

There are established consulting services who work with clients to help them find an appropriate Vendor Management System for their specific business needs. Adaptive Workforce Solutions provides Vendor Management Consulting Services for businesses looking to implement an effective VMS or for businesses with an already existing vendor management system in place that may not be adequate for their needs.

We will assist you in analyzing your current vendor management capabilities and help to define your goals in order to determine which VMS provider will best fit your needs and objectives. Adaptive Workforce Solutions provides clients with a unique and personalized solution for Vendor Management Systems selection and implementation along with strategies and best practices for an effective workplace within an existing VMS.

For questions or for more information on vendor management solutions, feel free to request a consultation.