What 3PLs Need from Order Management Software

Running a 3PL is different from running your own e-commerce operation. You’re fulfilling for multiple clients, each with their own requirements, inventory, and expectations. Your software needs to handle this complexity.

Here’s what 3PLs should look for in order management software.

Requirement 1: True Multi-Tenancy

You need complete separation between clients:

Data isolation: Client A can’t see Client B’s orders, inventory, or products
User access control: Client A’s staff can only access Client A’s data
Separate reporting: Each client gets their own metrics, not aggregated data

Row-level filtering (one database with client_id on every table) technically works but creates risk. One bug, one missed WHERE clause, and you’re leaking data between clients.

Database-per-tenant architecture provides true isolation. Each client’s data is in a separate database. There’s no way for a query to accidentally return another client’s data.

Requirement 2: Client-Specific Configuration

Each client has different requirements:

Shipping preferences: Client A wants cheapest option, Client B wants fastest
Packaging rules: Client A uses branded boxes, Client B uses generic
Carrier accounts: Some clients have their own FedEx accounts
SLA requirements: Client A needs same-day ship, Client B is fine with 48 hours

Your OMS needs to store and enforce these per-client configurations without manual intervention on every order.

Requirement 3: Billing Integration

You need to bill clients for:

Storage (per pallet, per bin, per cubic foot)
Pick and pack (per order, per item, per package)
Shipping (pass-through or marked up)
Special handling (hazmat, oversized, kitting)
Returns processing

Your OMS should track billable events and either generate invoices or export to your billing system. Manual billing from spreadsheets doesn’t scale.

Requirement 4: Client Portal

Clients want visibility without calling you:

Order status lookup
Inventory levels
Shipping tracking
Basic reporting

A client portal reduces support burden and improves client satisfaction. They can answer “where’s my order?” themselves.

Requirement 5: Flexible Integrations

Each client has different systems:

Client A uses Shopify
Client B uses WooCommerce
Client C has a custom platform with API
Client D sends orders via EDI

Your OMS needs to integrate with all of them. This means:

Native integrations for common platforms
Robust API for custom integrations
EDI support for enterprise clients (X12 850/856/810)

Requirement 6: Inventory Ownership

Inventory belongs to clients, not you. Your OMS needs to track:

Which client owns which inventory
Client-specific SKUs (same product, different SKU per client)
Client-specific costs (for billing and reporting)
Separate reorder points per client

Commingled inventory (same product from multiple clients in one bin) adds complexity. Some 3PLs avoid it entirely; others need systems that track ownership at the unit level.

Requirement 7: Receiving Workflows

Inbound is as important as outbound:

ASN (Advance Ship Notice) processing
Receiving against POs
Discrepancy handling (received 98 units, expected 100)
Put-away with location assignment
Client notification of received inventory

Your OMS should handle receiving or integrate tightly with your WMS for this workflow.

Requirement 8: Returns Management

Returns are expensive. Your OMS needs:

RMA generation and tracking
Return reason codes
Inspection workflows (restock, refurbish, dispose)
Client-specific return policies
Inventory adjustment on receipt

Some clients want returns restocked automatically; others want inspection first. Configurable per client.

Requirement 9: Scalable Onboarding

Adding a new client shouldn’t take weeks. You need:

Quick tenant provisioning
Template configurations (start from a baseline, customize)
Self-service integration setup where possible
Bulk product/inventory import

The faster you can onboard clients, the faster you can grow.

Requirement 10: Operational Reporting

You need visibility across all clients:

Total orders processed
Orders by client
SLA compliance rates
Error rates and exceptions
Warehouse utilization

But also per-client reporting for billing and client reviews.

The Build vs. Buy Decision

Some 3PLs try to build custom software. This works for very specialized operations but usually fails because:

Development is expensive and slow
You’re not a software company
Maintenance burden grows over time
Clients expect features you haven’t built yet

Unless software is your competitive advantage, buy don’t build.

What to Look For

When evaluating OMS options for your 3PL:

Ask about multi-tenancy architecture: Row-level filtering or database isolation?
Test client configuration: Can you set different rules per client without code changes?
Check integration options: Do they support your clients’ platforms?
Evaluate the client portal: Is it included or extra? Is it white-labeled?
Understand billing support: How do you get data out for invoicing?

Vectis uses database-per-tenant architecture with full client isolation. Built for 3PLs who need to keep client data separate. See how it works.