Retail WMS must-haves: what should buyers look for?

We know that warehouse processes differ across industries and business types. For instance, ecommerce businesses are generally characterized by small orders, higher return rates, and often use a variety of shipping carriers and methods. Whilst some systems claim to cater to all business types, at Brightpearl, we believe any warehouse management system that merchants choose must be built for retail.

Since this article was first published (2018), expectations of a retail WMS have broadened: buyers now expect cloud-native platforms, real-time inventory, AI-assisted forecasting, and automation-ready architectures that scale during peak season. But what features should you look for in a retail WMS?

1. Fast barcode scanning

Your WMS should let teams scan items in and out quickly to keep processing time and costs low. This matters most during peak season and flash sales.

Look for WMS support for modern mobile devices, RF guns, voice-directed picking, and optional RFID; these options reduce errors and speed throughput, especially for high-SKU retail assortments.

2. Integration with your business management system

You can choose a standalone WMS or an integrated solution that shares the same database as your order management and accounting. To ensure a coordinated approach across your business, it would be wise to consider the latter.

As you explore your options, investigate what data is exchanged between your back office software and the WMS as well as the wider business.

One key aspect to remember is how the WMS integrates with your accounting system. Each time inventory is added or removed, your WMS should be able to automatically create the appropriate accounting journals to ensure your inventory valuations are always correct.

Confirm prebuilt connectors or APIs for your ecommerce platforms, marketplaces, and accounting systems, and verify real-time event handling for stock changes.

3. Advanced inventory counts module

Regular inventory counts cut discrepancies and improve control. You don’t need full shutdowns; use cycle counts.

Use our WMS requirements template to map out your needs for new software

Cycle counts target categories, vendors, high-risk items, or high-value SKUs. They reveal recurring issues so you can fix root causes.

Make sure the WMS supports configurable cycle-count schedules, variance thresholds that trigger alerts, and reports that link accuracy to financial reconciliation.

4. Multi-location order fulfillment

Retailers sell across webstores, marketplaces, and physical stores. Different orders often need different fulfillment locations.

Your WMS should let you fulfill from main warehouses, secondary sites, showrooms, or 3PLs without overselling.

Also check support for distributed strategies (nearest-stock, split-fulfill, and virtual bundles) plus visibility into in-transit and 3PL inventory.

5. Fully automated end-to-end order process

Automate order creation, allocation, and fulfillment to save time and reduce errors. Automation cuts manual touchpoints across the order lifecycle.

Look for rule-based workflows, event triggers, and native support for robotics or AMRs, plus vendor roadmaps for AI (forecasting, anomaly detection, and auto-replenishment).

6. Cloud-based for access at any time, from anywhere

Modern warehouses are largely paperless and mobile-first. Staff need secure, fast access while on the move.

Seek out a cloud-native WMS with role-based mobile apps, offline modes for poor connectivity, and SaaS security controls (SOC/ISO, automated patching).

7. An experienced retail-focused vendor team

Implementation goes smoother with a team that understands retail operations and your vertical.

Ask for retailers’ case studies and references, and confirm post-go-live support SLAs.

Also, confirm vendor experience with 3PL integrations; many retailers use mixed owned/outsourced fulfilment.

Final thoughts

Choosing the right retail warehouse management system doesn’t have to be overwhelming. Focus on the essentials like barcode scanning, cycle counting, and multi-site fulfillment, then consider modern features like automation, AI, and compliance tools to stay ahead.

The right retail WMS reduces errors, speeds fulfilment, and makes inventory a reliable source of truth.