Custom vendor management system development
We build scalable, multilingual VMS platforms that centralize vendor operations, automate workflows, and give you full visibility and control over your supplier ecosystem - boosting efficiency, compliance, and cost-savings across your business.
Based on last 100+ reviews
Why your business needs a vendor management system:
A custom VMS centralizes vendor data, automates workflows, and ensures full control over compliance and performance.
Managing vendors manually is slow, messy, and error-prone
Without a system in place, vendor data is spread across emails, Excel files, and chat threads.
Onboarding takes weeks, documents go missing, and there's no clear picture of who's approved, active, or compliant.
-
Unified vendor profiles
– Store and manage all vendor data, docs, and statuses in one place
-
Automated onboarding
– Set up new vendors with self-service forms and pre-built workflows
-
Document tracking
– Never lose track of contracts, licenses, or expiration dates
-
Search & filters
– Quickly find vendors by category, rating, compliance, or region
-
Audit trail
– See a full history of changes, approvals, and vendor activity
Approvals, quotes, and purchase orders take too long
Procurement often depends on manual steps - email chains, spreadsheet calculations, and back-and-forth between departments. This slows down purchasing and increases the risk of errors or missed opportunities.
-
Custom workflows
– Define approval chains and automate POs and RFQs
-
Template-based requests
– Standardize forms for quick, consistent purchase requests
-
Real-time notifications
– Keep all stakeholders in the loop with automatic updates
-
Role-based access
– Ensure the right people review, approve, and act
-
Status dashboards
– View all requests and orders in progress at a glance
You can't measure what you can't see
Without real-time data, it's hard to track vendor performance, identify risks, or optimize your supply chain. Decisions are delayed or based on gut feel instead of facts.
-
Performance dashboards
– Track delivery times, order accuracy, and service quality
-
Compliance reports
– Instantly view who's compliant, expired, or underperforming
-
Vendor scoring
– Rate vendors based on custom KPIs or SLA benchmarks
-
Contract & renewal alerts
– Get notified before agreements expire
-
Data export & integrations
– Connect reports to BI tools, ERPs, or spreadsheets
How AI can extend your VMS
Tasks like contract review, vendor communication, or RFQs used to be slow and manual.
AI makes them faster, smarter, and easier to scale.
-
Contract scanner
– Auto-read contracts, flag deadlines, and risks
-
Email assistant
– Reply to vendor emails based on context and data
-
KPI summaries
– Generate simple reports on vendor performance
-
Dispute helper
– Draft replies and collect docs for issue handling
-
RFQ generator
– Auto-create RFQs based on product and order history
How much does a vendor management system cost?
Each project is unique, and we tailor every solution to your specific business goals. Below are estimated price tiers to help you understand what to expect at different levels of complexity.
Standard VMS
A reliable foundation for growing B2B operations. Ideal for companies looking to digitize basic workflows quickly.
-
Support
- Initial deployment support
- Basic documentation and training
- 12-months post-launch support
-
Functionality
- Vendor profile management
- Document uploads and storage
- Manual approval workflows
- Basic vendor status tracking
-
Integrations
- File-based data import/export
- Email notifications
-
Extended warranty
-
About €500 / month – Includes VPS hosting, priority support, and recovery of fatal and logical errors (e.g., broken flows, miscalculations, system crashes).
-
Advanced VMS
A more powerful, integrated platform with advanced control and insights. Best suited for scaling businesses.
-
Support
- Onboarding and training sessions
- 12-months support + extended support option
-
Functionality
- Automated onboarding workflows
- Real-time compliance tracking
- Vendor scoring and evaluations
- Multi-role access and dashboards
-
Integrations
- ERP or accounting system (e.g., 1C, QuickBooks)
- Email and alerting systems
- CRM integration
-
Extended warranty
-
About €750 / month – Includes VPS hosting, priority support, and recovery of fatal, logical, and core system errors, as well as fixes for form behavior and layout issues.
-
AI-Powered VMS
A fully customized ecosystem for complex, multi-region B2B environments. Built for flexibility, automation, and scale.
-
Support
- Onboarding and training sessions
- 12-months support + extended support option
-
Functionality
- Smart contract parsing and alerts
- AI-based vendor performance summaries
- Auto-generated RFQs
- Integrated vendor chat/email assistant
-
Integrations
- API-based logistics and finance tools
- Real-time supplier data feeds
- BI or reporting platforms
-
Extended warranty
-
About €1500 / month – Full coverage including VPS hosting, priority support, all types of fatal, logical, core, form, and layout issues, plus vendor/API replacement if external integrations become unstable or deprecated.
-
What operations can I automate with a VMS?
From procurement and compliance to AI-powered reporting and admin control - Vendor Management Systems are built to streamline vendor workflows, improve transparency, and reduce operational overhead across complex B2B ecosystems.
AI-powered features
Extend the system with AI agents to automate and scale complex tasks.
Admin and system control
Manage localization, data control, and full system customization.
Vendor lifecycle
Everything you need to onboard, manage, and assess your suppliers from one place.
Vendor monitoring
Track vendor activity, performance, and contract compliance in real time.
Procurement and finance
Simplify purchase requests, RFQs, invoicing, and payment handling.
On-time development within the fixed price:
Before development begins, we make you a clear offer with final costs and delivery terms. In the next step, we create a detailed brief or technical task, outlining the structure and functionality. This is documented and locked in the BIYRO system.
You’ll get a fully functional website with a full control panel and no vendor lock. We guarantee delivery within the agreed time - or we return your money.
Quick launch
Prompt start of work without long waiting - within 4 days.
Price and terms
We fix the price and approve the terms at the first project stage.
Implementation
Product readiness according to the goals - in 8-24 weeks.
Escrow deal
We work through BIYRO with all the necessary documents.
Answers to common questions:
Still unsure about something? Here are answers to the most frequently asked questions about our process, pricing, and platform.
Working with us
We use a quota system in the BIYRO project management platform. For each milestone, you're given a number of quotas - which can be used for free changes within the project. This allows flexibility without additional costs. You can request changes right after a milestone is completed.
We recommend working through the BIYRO project management system, which generates contracts and adds an extra layer of security. The project is divided into milestones with agreed payment and delivery terms. Payment steps can be 20%, 50%, or 100% of the total budget. Your funds are held in BIYRO and released only after your approval. If we miss deadlines or fail to deliver, you can request a refund directly.
That's not a problem. We'll prepare the technical assignment for you based on your project concept before we begin development.
During the guarantee period, we fix any bugs or issues caused by our development - free of charge. We also offer extended guarantee coverage as a paid monthly service. Pricing is agreed individually per project.
BIYRO is our project management platform for secure development deals. It automatically creates contracts, stores payments safely, and releases funds only after your confirmation. You'll receive an email invitation to the platform once your project is ready to begin.
We offer ongoing support packages tailored to your needs, including maintenance, updates, and feature enhancements. Our team ensures your portal remains up-to-date and continues to meet your business requirements.
Development questions
Yes, AI can enhance your VMS by automating tasks like contract analysis, vendor communication, and performance reporting. However, its effectiveness depends on the quality of your data and the specific use cases you aim to address.
We assess your current data formats and structures, then develop a migration plan to transfer and organize your vendor information into the new VMS, ensuring minimal disruption.
Our VMS is designed to integrate with various systems such as ERPs, CRMs, and accounting software. We evaluate your existing tools to ensure seamless connectivity.
Yes, the VMS supports multilingual interfaces and multi-currency transactions, facilitating global vendor management.
The VMS is built to be flexible and adaptable, allowing for modifications to workflows and features as your business evolves.
The system includes dashboards and reporting tools that monitor key performance indicators, helping you assess and manage vendor effectiveness.
Yes, the VMS can automate compliance monitoring by tracking certifications, contract terms, and regulatory requirements, alerting you to any issues.
Security is a priority; the system includes features like role-based access controls, data encryption, and audit logs to protect sensitive information.
Customer testimonials:
Explore what our customers are saying about their experience working with us. Here are some of our latest reviews and testimonials.
Andrew, URB
Water well drilling
Latvia
Andrew from URB praised the collaboration and the final result, noting that all project stages were completed with attention to detail and responsiveness. The website was designed to accommodate multilingual needs and improve customer interaction.
Custom requests such as calculator logic, localized content, and graphic illustration were handled smoothly. The handover included a full test, admin panel training, and server deployment.
Final feedback was positive - all forms function correctly, the structure is clear, and the site meets business goals.
Aleksandr, Switch Electric OÜ
Electrotechnical industry
Estonia
Throughout the project, Aleksandr and the Switch Electric team remained highly collaborative, providing detailed feedback and participating in each planning and development phase. The client highlighted the importance of flexible data integration and multilingual UI.
The result is a stable, scalable B2B platform tailored to the needs of industrial and construction-focused buyers. 2410's proactive updates, interface clarity, and customizability were praised and confirmed the value of continued partnership.
Maksims, LV Systems SIA
E-commerce / web development
Latvia
Thanks for the updates, now the site feels clear and recognizable. The structure has become much more intuitive, and the backend is manageable.
We’ve successfully prepared the Excel files and can now proceed with product group imports. We appreciate the flexibility with the project stages and training provided.
Overall, we’re very satisfied with the cooperation and outcome.
Get an instant price offer with AI
Upload or describe your requirements, and get a project cost estimate in seconds - fast, accurate, and AI-driven.