I Found 5 Best Vendor Management Software You’ll Love

As a marketer, my primary focus has always been on executing creative strategies that drive business outcomes. However, as my responsibilities expanded, I found myself dedicating more time to managing vendor relationships.

The need to track contracts, ensure timely payments, manage budgets, maintain compliance, and monitor performance quickly became overwhelming. Frustrated by the lack of control and the chaos that ensued, I set out to find the best vendor management software.

Upon deploying the right tools, I was able to centralize all vendor information in a single platform, which made it easier to manage multiple stakeholders and align diverse vendor deliverables with business goals. Automated payment reminders ensured deadlines were met, while the system helped me stay on top of compliance requirements, ensuring that all processes remained within regulatory standards.

After testing more than 10 tools, I found those that truly delivered. Whether you're managing multiple vendors, overseeing finances, ensuring compliance, or seeking operational efficiency, these tools provide the optimal solutions for keeping everything organized and running smoothly.

My top 5 best vendor management software recommendations for 2025

Through my research, I discovered that vendor management tools aren’t one-size-fits-all. They generally fall into three categories:

• Enterprise & workforce management: Tools like SAP Fieldglass help large organizations manage external workforce and vendor relationships at scale.
• Security & compliance management: Vanta focuses on vendor security compliance, ensuring that businesses meet regulatory requirements and industry standards.
• Spend & expense management: Solutions like QuickBooks Online, Airbase, and Ramp streamline vendor payments, procurement, and financial oversight.

What I look for in the best vendor management software

When testing the best vendor management software, I focus on the following key features:

• Vendor performance monitoring and analytics: I require robust vendor performance tracking capabilities, with deep integration of key performance indicators (KPIs) for each vendor. This includes delivery accuracy, response times, product/service quality, and adherence to service level agreements (SLAs). I look for built-in reporting tools that allow for real-time data visualization, with options for generating performance reports through business intelligence (BI) tools. Customizable dashboards with drill-down capabilities enable deeper insights into vendor performance trends and risk factors, with automated alerts when performance deviates from agreed thresholds.
• Contract lifecycle management (CLM): The software should enable seamless contract creation, tracking, and management, leveraging automated workflows and e-signature functionality. I need tools for managing the entire contract lifecycle, including contract authoring, review, approval, and renewal. The software must include version control to track edits and ensure compliance with the most recent terms. It should also offer automated reminders for key contract milestones (expiration dates, renegotiation periods, and payment schedules) to prevent lapses or missed opportunities. A document management system (DMS) integrated into the software ensures that all contracts are securely stored, easily searchable, and accessible by authorized personnel.
• Integration with enterprise resource planning (ERP) systems: Seamless integration with ERP systems is vital for synchronizing vendor data with procurement, finance, and inventory management systems. This integration should allow for automatic data flow between platforms to avoid manual entry, reduce errors, and enhance operational efficiency. I expect the software to support standard integration protocols, such as application programming interfaces (APIs) and webhooks, for bidirectional data synchronization. Additionally, the ability to export data to common file formats (e.g., CSV, XML) or BI tools for reporting and analysis is critical.
• Risk management and compliance tracking: The software must include functionality for vendor risk assessments, tracking compliance with industry regulations (e.g., GDPR, HIPAA, SOX), and ensuring adherence to internal policies. Risk management features should include automated vendor due diligence checks, including financial stability, certifications, and insurance status. I look for compliance tracking tools that provide audit trails, risk scoring, and automated alerts if vendors fail to meet compliance standards. A built-in audit management feature should also be available for monitoring vendor-related activities and generating compliance reports for internal or external stakeholders.
• Centralized vendor data repository and search functionality: A centralized database for storing all vendor-related data (e.g., contracts, performance metrics, invoices, communications) is essential for easy access and retrieval. The system should have robust data indexing and search functionality, allowing for advanced filtering by vendor name, contract status, KPI metrics, or risk factors. Full-text search capability across all documents, with metadata tagging, enables quick discovery of relevant information. I also look for the ability to categorize vendors by type (e.g., strategic, preferred, transactional) and manage complex vendor networks with hierarchical relationships.
• Cost management and budget tracking: I need the software to offer tools for managing vendor costs, budgeting, and tracking financial performance. Features for monitoring vendor spending against agreed budgets, analyzing cost breakdowns by vendor, and generating spend reports are essential. Integration with accounting systems can help automate invoice processing and ensure payments are made on time, reducing administrative burden. I also look for the ability to manage price changes, discounts, and volume-based pricing to ensure the best possible terms are being met.

The list below contains genuine user reviews from our best vendor management software category page. To qualify for inclusion in the category, a product must:

• Track, categorize, and monitor vendors with performance and compliance insights.
• Manage contracts with approval workflows, renewal alerts, and compliance tracking.
• Store vendor details, agreements, and performance records in a centralized system.
• Upload and sync vendor and contract data from various sources.
• Provide email support for vendor communication and issue tracking.

This data has been pulled from G2 in 2025. Some reviews have been edited for clarity.

1. SAP Fieldglass

SAP Fieldglass is a vendor management system designed to help businesses manage their external workforce efficiently.

While testing the tool, I noticed that the intuitive interface for vendor onboarding made the process much smoother than expected. The workflows were well-structured, guiding me through each step without unnecessary complications. Tracking vendor performance was simple, and I could easily monitor compliance, contract statuses, and overall engagement within the system.

One of the biggest advantages I observed was the all-in-one service platform, which consolidates payments, reports, and other critical functions in a single interface. This eliminated the need for multiple tools, making vendor and workforce management more seamless. 

Another standout feature was the automation of routine tasks, such as onboarding, offboarding, and invoicing. Instead of manually handling these repetitive processes, the system streamlined them, significantly reducing the effort required. This not only saved time but also helped minimize human errors that could disrupt workflow efficiency.

What impressed me the most was the compliance management system within SAP Fieldglass. The platform actively tracked compliance with labor laws and regulatory requirements, flagging any potential risks before they became an issue. This feature seemed particularly useful for organizations that work with multiple vendors across different regions, as it ensured that all necessary legal guidelines were met.

However, during my testing, I found that the setup and integration process was time-consuming. The initial configuration required a deep understanding of the system, and without prior experience or expert assistance, it wasn’t the easiest tool to implement. 

Another drawback I noticed was the slow response times for support tickets. While the platform itself was robust, getting help when I encountered an issue wasn’t always quick. Some queries required back-and-forth communication, which delayed resolutions and made troubleshooting less efficient. This wasn't just me but was observed by other users of the platform, too. 

I also observed that some functionalities weren’t fully customizable. While the system covered most needs, certain workflows and reporting elements lacked flexibility. These limitations could be a challenge for businesses with highly specific requirements. 

What I dislike about SAP Fieldglass:

• The setup and integration process was time-consuming and required a deep understanding of the system. Without prior experience or expert assistance, implementing SAP Fieldglass was challenging and not as straightforward as I had hoped.
• Slow response times for support tickets were a major drawback. While the platform itself is robust, getting timely help when encountering issues often involves delays and prolonged back-and-forth communication.

What G2 users dislike about SAP Fieldglass:

"The implementation process for SAP Fieldglass can be lengthy, taking up to 10-12 months due to the extensive migration of master and transaction data."

- SAP Fieldglass Review, Harsh N.

2. Vanta

Vanta is a trust management platform designed to automate security and compliance processes, reduce manual effort, and ensure continuous monitoring.

While testing the tool, I quickly realized that its automation capabilities are one of its strongest features. It reliably handled routine security monitoring tasks without requiring constant manual oversight. This significantly reduced the workload, allowing for more focus on addressing security issues rather than just tracking them.

I also found Vanta’s security and compliance reports to be highly insightful. The platform continuously monitored the security and compliance status of our systems and tools, making it easy to detect vulnerabilities before they become serious problems. The real-time alerts were particularly useful—whenever an issue was detected, I was notified immediately.

A feature that stood out during my testing was the regulatory compliance documentation. The "starter guide" provided a well-structured introduction, making it easier to navigate the complexities of compliance. For those without prior experience, this is an excellent starting point, breaking down what needs to be done without overwhelming technical jargon.

I also appreciated the seamless integrations available within Vanta. Connecting existing tools was simple, and the pre-built integrations worked as expected. What really impressed me was the ability to build a "private integration," which allowed me to track multi-factor authentication (MFA) settings directly within Vanta. This level of flexibility makes it more useful for organizations with unique security tracking needs.

However, I noticed that some of Vanta’s compliance processes were rigid. While the platform is excellent at ensuring compliance, the predefined workflows and requirements didn’t always align perfectly with our needs. A bit more flexibility in tailoring compliance processes would have been beneficial.

Another issue I encountered was the delay in updates reflecting on the platform. When a team member completed a task in the platform’s computer section, it sometimes took minutes—or even hours—for the changes to show. This lag led to confusion about task statuses and progress, making it difficult to track real-time updates for me and some other users. 

Lastly, I found that Vanta has a steep learning curve. The application, while powerful, could be more intuitive. Even with the starter guide, it took some external assistance from consultants to fully grasp how to navigate and optimize the platform. 

What I dislike about Vanta:

• Some of Vanta's compliance processes felt rigid, as the predefined workflows didn’t always align with our unique needs. More flexibility in customizing these processes would have made the tool more adaptable to our specific requirements.
• There was a noticeable delay in updates reflecting on the platform, especially when team members completed tasks. This lag in updating task statuses made it difficult to track real-time progress and caused confusion in monitoring.

What G2 users dislike about Vanta:

"Vanta excels at maintaining compliance, but its rigid workflows don’t always align with our specific needs. Occasional syncing issues between platforms can cause delays, which is especially frustrating during time-sensitive tasks like audits."

- Vanta Review, David C.

3. QuickBooks Online

QuickBooks Online is a comprehensive accounting platform that brings together expense management, payments, and payroll in one place.

When I tested the tool, I quickly noticed how intuitive and user-friendly its interface is. Despite having a range of features, the platform is designed to be accessible, making it easy to navigate even for someone who isn’t an accounting expert.

One of the biggest advantages I found was the automation capabilities. Features like invoicing, expense tracking, and bank reconciliation are fully automated, saving a significant amount of time. This not only speeds up accounting tasks but also reduces the chance of manual errors, which is critical for maintaining accurate financial records.

A feature I particularly appreciated was the seamless integration with bank accounts and credit cards. Transactions are updated in real time, eliminating the need for manual data entry. This is a game-changer when it comes to effortlessly tracking cash flow and expenses. Additionally, the ability to work from anywhere without being tied to a single device made my workflow much more flexible.

Another aspect that stood out was the mobile app. Being able to send invoices and run financial reports directly from my phone added an extra layer of convenience. I didn’t have to be at my desk to manage finances, which is a huge plus for busy professionals who are always on the go.

However, there were a few downsides I encountered. The learning curve can be steep for new users, especially for those unfamiliar with accounting software. While the interface is well-designed, it still takes time to understand how everything works, particularly for someone without prior experience.

Another limitation I noticed was the lack of customization options. While QuickBooks Online offers plenty of built-in features, businesses with specific needs might find it restrictive. The ability to tailor certain reports or workflows more extensively would make the tool even more powerful.

One apparent issue during testing was occasional lag and slow loading times. During peak usage hours, the platform sometimes became sluggish, which was frustrating when trying to work efficiently. Given the number of features and integrations, performance optimizations could make a big difference.

What I dislike about QuickBooks Online:

• The learning curve can be steep, especially for new users or those unfamiliar with accounting software. While the interface is well-designed, it takes time to understand how everything works, and some users may need additional support.
• The lack of customization options can be limiting for businesses with specific needs. While the built-in features are helpful, the ability to tailor reports or workflows more extensively would enhance the platform's versatility.

What G2 users dislike about QuickBooks Online:

"Customization of accounting ledgers in QuickBooks Online can be challenging. An audit log with time and location tracking would help supervise contractor activity. Pre-configured GAAP/IFRS forms for audits and securities reporting would be a valuable addition. The platform also lacks stable connectivity to resource tracking tools like inventory or fleet management, leading to synchronization errors. Clearer instructions for per-project accounting are needed to prevent duplicate partner entries in the system."

- QuickBooks Online Review, Andrii L.

4. Airbase

Airbase has proven to be a game-changer in streamlining company spending. The platform combines procurement, payments, and expense management into one cohesive system, reducing friction and mitigating risks associated with financial processes.

During my testing, I was impressed with how easy it was to generate and use virtual cards. I was able to quickly create my own virtual card within the platform, making it convenient to manage transactions securely and efficiently. This feature has been particularly useful when making online purchases or managing recurring payments.

One of the standout features for me was the in-app communication functionality. Airbase makes it simple to initiate and track discussions with stakeholders. Whether it’s about approvals or clarifications, I could easily keep track of conversations within the platform. This helped ensure there were no delays or confusion, as all communication was neatly organized and readily accessible.

A feature that I found particularly convenient was the ability to have vendors email receipts directly to my Airbase account, where they are automatically matched to a transaction. This has saved me countless hours of manually uploading receipts and matching them to credit card statements. It’s a simple yet effective solution that ensures all expenses are accurately documented with minimal effort.

Additionally, Airbase integrates expense management, bill payments, and corporate cards, which has greatly streamlined our financial processes. Instead of managing multiple systems for these tasks, everything is consolidated in one place. This integration has significantly saved our team time and reduced complexity in handling financial workflows.

However, as powerful as Airbase is, there are a few areas where it could improve. For one, while the platform offers solid standard reports, the ability to create highly customized reports could be more flexible. Tailoring reports to suit specific organizational needs would make Airbase even more effective for teams that have unique reporting requirements.

Another small inconvenience I encountered was the lack of a bulk download feature for bills from the same vendor. When I needed to download multiple bills, I had to download each one individually, which can become cumbersome when managing a large volume of transactions.

What I dislike about Airbase:

• The ability to create highly customized reports could be more flexible. While the standard reports are solid, the lack of customization options for specific organizational needs makes it less effective for teams with unique reporting requirements.
• The absence of a bulk download feature for bills from the same vendor was inconvenient. Downloading each bill individually became tedious when handling a large volume of transactions, which could be improved with a more efficient process.

What G2 users dislike about Airbase:

"Airbase offers some customization capabilities, but more options would be beneficial, especially for use cases specific to our business. Currently, there are a few processes we can't tailor to fit our exact needs. This presents a growth opportunity for the platform. Additionally, while the existing integrations add value, having access to an API would allow us to build custom integrations and better leverage the inflow and outflow of data to meet our specific requirements. This flexibility would enhance our experience and make Airbase more adaptable to our workflows."

- Airbase Review, Andy P.

5. Ramp

Ramp is a spend management platform that seamlessly integrates with various tech stacks. The platform has been integral in managing my company cards, bill payments via an automated clearing house (ACH), and travel expenses. It handles all of these functions with ease, making it a huge time-saver.

One of the most impressive aspects of Ramp was how it automates the accounts payable (AP) process. I could forward bills directly from my email inbox or upload them directly into the platform.

The AI-driven automation was incredibly accurate in reading the bills and auto-filling the details, saving a lot of manual entry. This feature drastically cut down on the time spent entering data, reducing both the chance for errors and the workload. 

Using virtual cards through Ramp made payments easier and safer. One time, when Ramp noticed suspicious activity on a virtual card, it immediately sent me an alert. This meant I didn’t have to worry about canceling a physical card or dealing with the usual complications of fraud. 

The hierarchical authorization system within Ramp was also a big plus. The flexibility to submit receipts on the spot or automatically submit them via Gmail or Amazon made it incredibly easy for me to manage transactions. Moreover, the option to code receipts directly into General Ledger on the fly helped eliminate accounting delays, ensuring that everything was updated in real time.

However, during my testing, I noticed a few areas for improvement. One of the main things I felt was missing was a built-in sync dashboard. I wished there was a more centralized view that would display the sync status of AP, reimbursement, and credit card transactions with the accounting system. 

Additionally, I found that the reporting interfaces were a bit difficult to navigate. While the tool offers robust reporting capabilities, recreating the same exports for monthly and quarterly closes always felt like a challenge. It took more time than expected for me and some other users to pull up the right reports consistently, which could be frustrating.

Another issue I encountered was the short period between the charge and payment date. All payments are processed on the same date, whether the charge was made recently or 30 days ago. This can be a bit limiting, especially compared to our other credit cards, which offer a longer float. 

What I dislike about Ramp:

• I found the lack of a built-in sync dashboard to be a bit frustrating. It would be really helpful to have a centralized view that shows the sync status of accounts payable, reimbursements, and credit card transactions with the accounting system.
• The reporting interfaces were a bit difficult for me to navigate. Recreating the same exports for monthly and quarterly closes always took longer than expected, which added unnecessary time to my workflow.

What G2 users dislike about Ramp:

"While Ramp offers a solid travel booking feature, it does have some limitations. The travel options are restricted to Priceline, which excludes certain airlines like Southwest, and there is no support for booking trains, such as Amtrak, which is often used by employees traveling between cities like DC and New York. Additionally, while it's possible to set up an employee as a delegate to manage receipts for someone else, it would be beneficial if delegates could also have the ability to book travel on behalf of their managers, further streamlining the process."

- Ramp Review, Kim T.

Best vendor management software: frequently asked questions (FAQs)

Q. How does vendor management work? 

Vendor management involves selecting, evaluating, and maintaining relationships with suppliers or vendors. It includes activities like negotiating contracts, managing performance, tracking deliveries, and ensuring agreement compliance. Effective vendor management ensures cost efficiency and quality service and minimizes risks associated with suppliers.

Q. How to choose the best vendor management tools

When selecting vendor management tools, consider factors such as ease of use, integration capabilities with existing systems, tracking vendor performance, contract management features, and reporting. Look for tools that provide automation, compliance support, and scalability to accommodate future growth.

Q. Is vendor management software suitable for small businesses?

Yes, vendor management software suits small businesses, especially as they scale. It helps streamline processes like contract tracking, vendor communication, and performance monitoring, making it easier to manage relationships with multiple vendors. Even with limited budgets, small businesses can benefit from basic features in some affordable or free tools.

Q. How often should vendor risk assessments be conducted?

Vendor risk assessments should ideally be conducted at least annually to ensure that vendor relationships remain compliant and secure. However, additional assessments may be necessary when changes occur, such as new regulations, vendor performance issues, or external factors that could impact vendor risk.

Q. Which is the best free vendor management software solution?

While most vendor management tools are paid, platforms like QuickBooks offer free plans that cater to basic vendor management tasks like invoice tracking and payments. Explore other free options to find tools that match your specific business needs.

Running like a well-oiled machine

I can't imagine a workday without vendor management automation. Different vendor relationships require different functionalities, from risk assessment and compliance monitoring to procurement, spend management, and contract negotiation. For me, using multiple platforms tailored to specific needs works best.

Using one or more tools together helps organizations stay on top of vendor performance, monitor financial stability, and reduce complexities in working with third-party vendors. The key is selecting tools that align with your organization's needs and integrate seamlessly

Start using the best expense management software to optimize spend tracking and improve vendor relationships.