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 solution to maintain its 98% next-day delivery promise. The new system would unify order flows (B2B, B2C and marketplaces), improve order accuracy and speed, and better support advanced automation (over 2,000 AMRs/AGVs) in Staples’ 12 million sq ft network. Chief Supply Chain Officer Ryan Hanson noted that Staples needed a “robust, cloud solution that addresses not only the present but future operational and integration needs,” with automatic updates and 24/7 reliability.

Implementation Timeline and Scope

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. The new platform manages Staples’ entire network — 36 DCs, 220 delivery branches, 6,000+ associates — which ships about 2.5 million units per day and reaches 98% of U.S. customers with next-day service.

Key Challenges and Lessons Learned

Upgrading a live, large-scale WMS is complex. Staples encountered typical implementation challenges: migrating data from legacy systems, testing new workflows, and training staff without disrupting service. Integration stood out as a hurdle. Staples’ environment features extensive automation (robotic picking, conveyors, AMRs) and cross-docking for varied order sources. The Manhattan solution’s embedded warehouse execution system (WES) helped manage these robots and equipment, but making everything work together took effort. In fact, analysts note that WMS rollouts often “result in delayed timelines, cost overruns, and even abandoned projects” if not carefully. Staples mitigated risks by coordinating closely across teams (IT, operations, vendors) and planning a ramp-up: for example, temporarily stocking up fast-moving inventory to ease initial system load.

 Integration: Connecting the new WMS to existing conveyors, robots and external systems (marketplaces, B2B portals) was a major focus. The chosen platform’s strong integration capabilities – key for Staples’ multi-division fulfillment – proved vital.

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

Once fully deployed, Staples expects multiple operational gains. Early feedback (from press releases and company statements) highlights several key benefits:

Higher Accuracy & Fewer Errors: The new WMS improves order accuracy and reduces picking/packing mistakes. Standardized rules and real-time tracking help ensure the right items ship on time.

Faster Fulfillment: Automated decision logic and better workforce tools streamline picking paths and loading. Staples anticipates quicker throughput in its high-volume facilities.

Improved Visibility: With a unified cloud system, inventory across all centers is visible in real time. This helps with more reliable replenishment and fewer out-of-stocks.

Seamless Automation: The system natively manages autonomous robots and conveyors. Early tests show that robotic pickers and guided vehicles are well-coordinated by the WMS, maximizing utilization.

Continuous Improvement: Because the WMS is cloud-hosted, Staples automatically gets quarterly updates and enhancements. Ryan Hanson compared this to a “smartphone” – new features arrive without disruption. This ensures the solution keeps pace with evolving needs.

Industry Trends and Context

Staples’ move reflects broader trends in supply chain tech. Many retailers and 3PLs are replacing legacy WMS with cloud-native platforms to stay competitive. For example, Giant Eagle plans to finish migrating its centers to Manhattan Active by August 2025, and Advance Auto Parts recently installed a new WMS as part of a larger overhaul. Analysts note that today’s warehouses demand seamless integration with e-commerce, cross-docking partners and automation – forcing companies to upgrade 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 for Supply Chain Leaders

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 and 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.