Staples Modernizes Fulfillment with Cloud-Based Warehouse Management System (WMS) Upgrade

Facing growing e-commerce and B2B demand, Staples embarked on a major warehouse management system (WMS) overhaul. The goal was to replace its legacy, on-premises WMS – which had become hard to update or integrate – with a modern cloud-based warehouse management system to maintain its 98% next-day delivery promise. The new cloud WMS would modernize Staples’ fulfillment operations in several ways:

• Unified Order Flows: Consolidate multi-channel orders (B2B, B2C, and online marketplaces) into one system for smoother processing.
• Improved Speed & Accuracy: Boost order picking accuracy and fulfillment speed with standardized processes and real-time tracking.
• Support for Automation: Better orchestrate advanced automation (over 2,000 AMRs/AGVs robots) across Staples’ 12-million sq. ft. warehouse network.

Chief Supply Chain Officer Ryan Hanson emphasized that Staples needed a “robust, cloud solution that addresses not only the present but future operational and integration needs,” highlighting the importance of automatic updates and 24/7 reliability.

Cloud WMS Rollout Across Staples Fulfillment Centers

Staples began phasing in the new WMS in late 2023. According to company releases, Manhattan Associates’ cloud-native system was implemented at 9 of Staples’ 36 U.S. fulfillment centers over an 18-month period, with plans to convert the rest by the end of 2026. This phased rollout allowed Staples to pilot the system and iteratively refine processes.

Today, the new platform manages Staples’ entire U.S. fulfillment network. Staples’ network spans ~12 million square feet across 36 fulfillment centers, supported by about 220 local delivery branches (regional delivery centers) and 6,000 associates. Through this network, Staples ships roughly 2.5 million units per day and reaches nearly 98% of U.S. customers with next-day delivery. Such scale made a robust cloud solution essential to keep operations efficient and reliable.

Key Challenges and Lessons from the Cloud WMS Upgrade

Upgrading a live, large-scale WMS is complex. Staples encountered several implementation hurdles: migrating massive data from the legacy system, testing new workflows thoroughly, and training staff without disrupting ongoing orders. Integration proved to be one of the biggest challenges because Staples’ environment involves extensive automation (robotic picking systems, conveyors, autonomous robots) and cross-docking across diverse order sources. Manhattan’s solution includes an embedded warehouse execution system (WES) to help manage robots and equipment, but getting everything to work together still took significant effort. (Analysts note that WMS rollouts often “result in delayed timelines, cost overruns, and even abandoned projects” if not carefully managed.) Staples mitigated risks by coordinating closely across IT, operations, and vendor teams, and by planning a ramp-up period- for example, temporarily stocking extra fast-moving inventory to ease the initial system load during cutover.

Some key challenges and how Staples addressed them were:

 Integration: Connecting the new WMS to existing conveyors, robotics, and external systems (marketplaces, supplier portals, etc.) was a critical task. The platform’s strong integration tools were vital for Staples’ multi-division fulfillment environment, ensuring that automation and software stayed in sync.

Data & Accuracy: Ensuring accurate inventory data before go-live was essential. (As industry experts warn, “maintaining accurate inventory data is essential” to avoid stockouts or mispicks .) Staples had to reconcile inventory rules (lots, expiry, etc.) so that the new system’s stock levels would be correct from day one.

Change Management: Training thousands of warehouse workers on new processes took time. Starting with a few pilot sites gave operators experience on the new system at lower volumes, easing the transition. The company emphasized open communication well before each cutover.

Downtime Avoidance: Because Staples’ customers depend on next-day delivery, unplanned downtime was unacceptable. A “go-live ramp-up” strategy and thorough testing helped ensure continuity. Industry guidance suggests phased testing and fallback plans to keep service levels intact.

Despite these hurdles, Staples found the extra effort worthwhile. By mid-2025, Ryan Hanson confirmed a “significant portion” of network volume was already running on the new WMS, and that the system was delivering the promised stability and scalability.

Outcomes and Benefits of the Cloud WMS Upgrade

Once fully deployed, Staples expects numerous operational gains from its cloud-based WMS. Early feedback from press releases and company statements highlights several key benefits:

Higher Accuracy & Fewer Errors: The new WMS has standardized processes and provides real-time tracking, which ensures the right items are picked and shipped on time. Early results show improved order accuracy and a reduction in picking/packing mistakes.

Faster Fulfillment: Automated decision logic and improved worker tools have streamlined picking paths and loading. Staples anticipates faster throughput in its high-volume fulfillment centers, meaning orders move out the door more quickly than before.

Improved Visibility: With a unified cloud platform, inventory across all centers is visible in real time. This end-to-end visibility enables more reliable replenishment and fewer out-of-stock situations, since every stakeholder can see stock levels and order statuses instantly.

Seamless Automation: The WMS natively manages Staples’ fleet of autonomous mobile robots and conveyor systems. Early tests show the software efficiently coordinates robotic pickers and guided vehicles, maximizing utilization of automation without bottlenecks.

Continuous Improvement: Because the WMS is cloud-hosted, Staples automatically receives new features and enhancements each quarter. Hanson likened this to a smartphone that continually updates itself – the system keeps getting better without disrupting operations. This means Staples’ solution can evolve with its needs, rather than stagnating like a legacy system.

Industry Trends and Context for Cloud Warehouse Management

Staples’ move reflects a broader trend in supply chain technology. Many retailers and third-party logistics providers (3PLs) are now replacing legacy WMS with cloud-native platforms to stay competitive. For example, grocery chain Giant Eagle plans to complete migrating its distribution centers to Manhattan Active WMS by August 2025, and Advance Auto Parts recently installed a new WMS at a Georgia facility as part of a larger supply chain overhaul. Analysts note that today’s warehouses demand seamless integration with e-commerce channels, cross-docking partners, and advanced automation – pressuring companies to upgrade their systems accordingly.

More generally, cloud-based WMS is now a clear industry direction. Cloud solutions offer near-limitless scalability and remote access, simplifying expansions or seasonal spikes. They also eliminate the need for heavy upfront hardware (shortening deployment time) and bundle maintenance into the service (automatic updates, pay-as-you-use costs). A recent survey found ~89% of businesses have multi-cloud strategies in place, underscoring the momentum behind cloud.

Meanwhile, automation and analytics are key trends. Modern WMS platforms often include embedded warehouse execution systems (WES) and AI/ML features for dynamic slotting, labor planning and more.  In Staples’ case, the new WMS’s built-in WES coordinates its fleet of robots, illustrating the move toward unified control of hardware and software. Investing in robotics and IoT-enabled tracking has become a best practice for high-throughput warehouses.

Best Practices and Takeaways from Staples’ Cloud WMS Upgrade

For companies planning a WMS modernization, Staples’ experience offers several lessons:

 Plan Phased Rollout: Start with pilot sites before wide rollout. Staples’ “9 in 18 months” approach allowed real-world testing and adjustments without risking the entire network.

Cross-Functional Coordination: Ensure tight communication between IT, operations, and business teams. Schedule joint planning sessions well before go-live, and consider “ramp-up” strategies (e.g. pre-loading inventory) to buffer early loads.

Prioritize Data Accuracy: Clean and validate inventory data ahead of cutover. Even small errors can cascade into big problems once the new WMS is live. Many companies underestimate this step – but “maintaining accurate inventory data is essential” to avoid stockouts or mispicks.

Leverage Automation: If your site uses AMRs, AGVs or conveyors, choose a WMS with built-in WES or robust integration tools. Staples’ success with 2,000+ robots hinged on Manhattan’s ability to orchestrate diverse material-handling equipment.

Embrace the Cloud: Take advantage of automatic updates and scalability. Cloud WMS platforms significantly reduce maintenance headaches compared to legacy on-premises software. However, ensure your IT infrastructure (e.g. network connectivity) can support always-on access.

Expect Learning Curves: New system implementations often face “things going wrong” that extend timelines.

 Build in buffer time and contingencies. Use it as an opportunity to refine processes; the extra deployment time, while frustrating, ultimately led Staples to a more robust solution.

Strategic Impact on Staples Fulfillment & Conclusion

Staples’ deployment of Manhattan Active WM represents a major step in transforming its fulfillment infrastructure. By embracing a cloud-native, microservices-based WMS with built-in warehouse execution, Staples is positioning itself to handle growing order volumes and automation requirements more effectively. In the coming months, as additional centers come online and more order volume flows through the new system, industry observers will be watching for measurable improvements in order accuracy, throughput and cost efficiency. Beyond Staples’ own operations, this move exemplifies a broader shift in warehouse management: toward integrated, software-driven systems that underpin the next generation of efficient, flexible supply chains.