Best Electronic Data Interchange Software in 2023

What Is EDI Software?

EDI (Electronic Data Interchange) software is used for facilitating the electronic exchange of data and business documents between multiple trading partners in a standard format. A wide variety of business documents can be easily exchanged via EDI like purchase orders and invoices.

When businesses move from the paper-based data interchange system and use EDI software, they improve processing speeds and save a lot of costs. Moreover, there are minimal chances of errors, and it also enhances the relationships between business partners.

Key Features of EDI Software

Data mapping, integration, reporting, batch recasting, and communication protocols are some notable features of EDI software. Let’s dive in and look at all these attributes in more detail.

• Data Mapping: EDI software translates data fields into a suitable format for EDI transmission and maps data fields between trading partners' internal systems. This software also handles data transformation and ensures the correct formatting and structure of the information for the recipient.
• Communication protocols: EDI platform supports numerous communication protocols to transmit EDI documents in a reliable and secure manner. Some common protocols are AS2, SFTP (Secure File Transfer Protocol), SFRP, web services or VAN. The software manages EDI document transmission and reception using these standards.
• Integration: EDI software can be integrated with your internal business systems that include accounting software, ERP (Enterprise Resource Planning) and warehouse management systems. It allows smooth integration of EDI data with current workflows and automates data exchange, thus eliminating manual data entry.
• Reporting and Audit Trail: EDI software keeps a record of EDI transactions and important information like timestamps, transaction status and receiver/sender details. It produces reports and gives visibility into transaction history, allowing analysis, compliance and monitoring.
• Batch recasting: This feature splits large files with numerous transactions into different individual files.

Benefits of Electronic Data Interchange Software

Some prominent benefits of EDI software are speed, accuracy, business efficiency, compliance and more. Here we take an in-depth look at all these prominent benefits

• Speed: This is one of the most highlighted benefits of EDI software, as it increases the speed of transactions. Manual data sharing is a time-consuming process as you have to follow the filling and keying process plus transporting of paper documents might take numerous days. But, with the usage of EDI all such problems are eliminated, and you can easily boost the transaction speed.
• Accuracy: Manual interchange of data is prone to errors, but on the other hand with EDI, you can get maximum accuracy. It mitigates keying & rekeying errors, incorrect document handling and illegible handwriting, hence it is widely preferred over standard data interchange solutions.
• Business efficiency: Thanks to minimum errors, businesses can reap the benefits of an increased level of productivity. Instead of spending their time on tedious tasks, your staff can focus on jobs with a much higher value. EDI helps in improving your relationship with your customers as it helps in the faster exchange of data and documents.
• Increased compliance with trading partners: EDI software will help in meeting EDI standards and requirements set by industry bodies and trading partners. It allows compliance with data elements, document specifications and specific formats, mitigating the risks of trading partner disputes and noncompliance penalties.

Who Uses Electronic Data Exchange Software?

EDI software is utilized by numerous businesses and industries that engage in the electronic exchange of data with their trading partners.

• Retailers: Both online and brick & mortar retailers use EDI software for exchanging electronic documents with their logistic partners, distributors, and suppliers. It includes invoices, purchase orders, inventory updates and shipping notices.
• Manufacturing: It is often used by manufacturing companies to streamline the supply chain management and improve communication with suppliers, logistics providers and subcontractors. EDI allows shipment tracking, inventory management and automated ordering.
• Healthcare: The healthcare sector relies on EDI systems for secure and reliable transmission of insurance claims, remittance advice and eligibility verifications. It also helps in many other financial and administrative transactions between insurers and healthcare providers.
• Transportation: Logistic companies, transportation providers and freight carriers leverage the benefits of EDI software to share shipment information, tracking information, custom documents and delivery data with customers and partners.
• Finance: EDI software is used in financial institutions to transfer electronic funds, process payments and ensure the secure interchange of financial data between businesses, customers and banks. It includes payment confirmations, remittance advice and electronic statements.

What Is the Cost of EDI Software?

The price of most EDI software in the market is according to a 'per year' basis and it can be divided into three different pricing tiers.

Starting Price

• $150

• $250

• $2,500

The aforementioned list summarizes the prices of starting plans for most software. A premium or enterprise product has a higher price and includes some additional attributes like advanced support, acknowledgment tools and EDI validation.

Challenges with EDI Software

Although EDI software comes with numerous advantages, it also has some drawbacks that can be challenging for businesses. Here are some common disadvantages associated with the EDI system.

• Learning curve: Implementing and handling EDI software can be a complex process and require technical expertise in EDI protocols, standards and data formats. It might take some time for your staff members to understand the complexity of EDI processes and become proficient in using the platform.
• Onboarding of Trading Partners: Onboarding new trading partners and initiating EDI connections can be a time taking procedure. Each trading partner might have unique communication protocols, diverse requirements, and data formats, requiring testing and careful coordination.
• Data Mapping: Data mapping along with transformation is a critical component of EDI software. The conversion of data formats between EDI standards and internal systems can be a challenging task, mainly when dealing with customer requirements and complex data structures.
• Limited Human Interaction: Although EDI streamlines the interchange of structured data, it minimizes human communication and interaction. When there is a lack of personal interaction, it can lead to difficulties in clarifying issues, resolving exceptions, or handling complicated business processes that need human intervention.
• Support and maintenance: You might require a dedicated IT team or depend on a software vendor for constant support and maintenance of the EDI software. Therefore, you must consider the availability of software updates, support and responsiveness of vendors while choosing an EDI software.

Comparison Table of Best EDI software solutions

Considerations When Buying Electronic Data Exchange Software

When buying electronic data exchange software, there are several considerations you must keep in mind to choose the best solution for your company.

• Outsourced versus In-house EDI: Electronic data interchange software can be a costly affair as it requires an IT team to operate it in an efficient manner. Managed or outsourced EDI is an emerging concept in this domain and a managed EDI service company charges a nominal fee according to the number of shared documents. This model is perfect for small companies that only share a handful of documents every day. It is also recommended that you evaluate your present or future demands before deciding on outsourcing the EDI to a third party.
• Integration level: EDI software must interact with other platforms for exporting and importing data. You must check with your vendor to ensure that software can easily integrate with your organization’s as well as your business partner's systems. Moreover, it should also be flexible, so that you can integrate it with any newly launched or future applications.
• Data security standards: Electronic interchange software is mainly utilized for transferring critical documents among businesses. Hence, you must carefully analyze the software's security standards. Ensure that it adheres to all the robust and latest standards, plus it should also be able to encrypt data during transit and rest.

Electronic Data Exchange Software Trends

The recent trends in EDI software are shaped by changing business needs, advancements in technology and evolving industry requirements. Below are some top trends you can follow to stay ahead of your competitors.

• Preference for web-based EDI: Due to shifts in customer mindset and inflation, there is a drastic fluctuation in supply and demand that companies require to anticipate and take initiatives regarding it. Businesses are using integrated EDI systems that assist them in tracking trends based on historical data and predicting upcoming demand according to records. It allows the measuring of any increase or decrease in procurement and ensures that the supply chain is ready for it. Therefore, more and more businesses are moving towards web-based EDI portals as it makes it easier for them to pass the message to the supply chain and quickly engage with them.
• Cloud-based EDI networks: There are numerous retailers that need specific EDI compliance abilities that can help them in distributing items to thousands of distribution centers. Hence, it is expected, that due to the surge in demand and revenue as well as the high sales potential of EDI, more businesses will switch to a cloud-based EDI infrastructure in the coming years. Moving to the cloud also offers several benefits, from ensuring that it's easier to integrate with online systems to saving money on server maintenance and security. Moreover, it is not only beneficial for big enterprises but also for small and medium-sized companies.
• Blockchain to enhance security: Blockchain technology is being used to improve the traceability and security of EDI transactions. With the help of the immutable and decentralized nature of blockchain, companies can ensure transparent and secure exchanges, plus they can also reduce the risk of fraud and allow much better compliance and auditing.
• Mobile accessibility: Thanks to the growing usage of mobile phones, it is now being used in electronic data interchange software. Companies are developing responsive mobile apps and web interfaces that let users access and handle the entire EDI process on the go, allowing prompt decision-making and document tracking.