Reliability is good, predictability even better.
By: Patty Brehm
If you’ve ever tried to get a straight answer on what EDI costs, you’ve felt like you were stuck in an endless loop of, “It depends.”
We understand. You’re not shopping for a private jet. You just want to send purchase orders and ASNs—without a headache.
But here’s the thing: EDI isn’t one-size-fits-all, and the pricing reflects that. Especially when we’re talking about EDI VANs (Value-Added Networks), where the focus is doing EDI right—not just doing it cheap.
A custom quote is a roadmap—meant to save you time, money, and future headaches.
Quick Refresher: What’s an EDI VAN Again?
EDI stands for Electronic Data Interchange. A VAN—Value-Added Network—is like the FedEx of EDI. It moves your documents (purchase orders, invoices, ASNs) securely and automatically between you and your trading partners. No chasing PDFs. No waiting on file uploads.
But an EDI VAN is more than a delivery service. Think 24/7 support, built-in compliance, automatic format conversions, custom mapping, audit trails, and analytics—all bundled into one platform.
What About Pricing?
You can find ballpark estimates for EDI software subscriptions online. Some charge annually, others by document or connection. And you’ll see claims like:
“We can save you 50% on your EDI bill.”
But here’s the catch—those comparisons usually ignore everything a VAN does.
An EDI VAN doesn’t just transmit data. It manages data normalization between every partner, manages secure connections, reprocesses failed transmissions, ensures audit trails, and maintains compliance. Frequently, EDI software providers charge extra for support contracts that cover extended business hours or 24/7 availability.
When thinking about pricing, try not to focus on character counts alone. Many providers add fees for AS2 setups, AS2 updates, SFTP communication configurations, and even minor program changes. What seems inexpensive at first glance can quickly become an exercise in nickel-and-diming.
Plus, there are many fly-by-night VANs offering deeply discounted introductory rates—but they’re not always built to last. Some disappear after a few years, or get acquired and absorbed into other platforms. The disruption caused when a partner folds or shifts strategy can cost you far more than any upfront “savings.”
“We Work with APIs. EDI VANs Don’t.”
Not true. Many EDI VANs support APIs, and some have even developed API standards. For example, many TMS, ERP, and WMS platforms have adopted standard integration models supported by major VANs.
Replacing EDI with API isn’t as simple as flipping a switch. Hundreds of thousands of global trading partners still require EDI to stay compliant. If you try to disrupt that overnight, your customers—and your bottom line—might feel the impact.
The smarter path? Hybrid models where EDI and API coexist. You get flexibility and future-readiness without breaking the workflows that already work.
Software Setup’s Easy—But Is It?
Some self-service platforms promise quick setups and prebuilt maps. And to be fair, that can be true for simple implementations. But when it comes to more complex trading requirements—like proprietary retailer formats or legacy ERP specs—that’s where things tend to fall apart.
Some companies leave fully managed VAN solutions for low-cost providers, only to circle back months later when those providers couldn’t handle the mapping logic required by large retailers or third-party logistics platforms. “Easy setup” often ends up meaning “only if your setup is really simple.”
And keep in mind: larger trading partners may not want to maintain connections with a low-cost, new provider out there. They prefer to work with proven, stable VANs that ensure compliance, uptime, and format accuracy. If your partner declines to connect with your chosen provider, then your investment in a newer, simpler EDI provider quickly becomes a loss, not a gain.
We Want to Own Our Tech Stack—Good News You Do!
A good VAN doesn’t strip away control. It makes your tech stack work for you. You still own your architecture—you’re just not stuck rewriting data maps or debugging timeouts at 2 a.m.
Reliability is good, predictability even better.
Let your engineering team focus on building what drives revenue, not babysitting integration tools. Outsourcing lets you stay focused on what keeps your business profitable.
It’s Better to Do It All Yourself—Sometimes You Need the Pros
Some vendors push an all-or-nothing message: either you manage everything in-house, or you hand it off entirely. But many companies find the sweet spot in a hybrid model.
That often means keeping an internal EDI analyst or IT specialist for edge cases, strategic oversight, or high-touch workflows—while the VAN handles the heavy lifting. Think of your EDI VAN as an extension of your internal staff, one that’s always on and deeply experienced across industries.
While your team focuses on strategic initiatives—like supporting a new ERP rollout or TMS upgrade—your VAN partner handles the day-to-day transactions, midnight file errors, and the constant churn of trading partner spec changes.
The Bottom Line
Managing EDI isn’t about data—it’s about strategy, scalability, and peace of mind.
Sure, building your own system might feel empowering. But with the steep learning curves, rising support costs, and ever-changing compliance needs, that control can come at a price.
An EDI VAN gives you breathing room: faster onboarding, built-in compliance, 24/7 support, and scale without burnout. And if you’re not ready to go all-in, a hybrid model pairs your business knowledge with a VAN’s technical firepower.
It’s not about losing control. It’s about focusing your time and energy where it counts—and letting the experts take care of the rest.
How Much Time Could an EDI VAN Save You?
Discover how with a free 15-minute demo with one of our integration specialists.
