Vendor Vetting | 3 mins read

4 Steps for Effective Vendor Vetting

4 steps for effective vendor vetting
Hanh Truong

By Hanh Truong

Effective vendor vetting allows businesses to cultivate valuable partnerships that will enhance operational efficiency.

The process of selecting suppliers involves many factors, such as ensuring that they are compliant with established regulations, examining their ability to meet expectations, and assessing if their pricing fits budgets.

By developing successful vendor vetting procedures, companies can mitigate risks associated with the supply chain and maintain financial stability.

4 Steps in the Supplier Vetting Process

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By performing proper vendor vetting, companies will be able to identify suppliers who can deliver high-quality goods and services in a timely manner. This will lead to an increase in customer loyalty and enhance the organization's reputation.

To successfully select the right suppliers, companies can follow the 4-step framework.

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1. Establish Criteria for Supplier Selection

When beginning the vetting process, management teams need to first identify specific requirements they want their suppliers to meet.

It is important to understand that not all suppliers will satisfy every standard. Therefore, managers should set criteria that are most essential.

For instance, if a company needs its products to be first-rate and exclusive, it may choose a supplier that has a slow delivery rate but can provide this quality.

Managers should also set deal-breakers, such as poor ratings and overpriced services. Creating these criteria will help businesses manage risks to their supply chain.

2. Research Potential Suppliers

Once standards are set for suppliers, companies can find potential candidates by conducting research. Management teams can find vendors by looking into various reliable sources, such as-

  • Trade Publications - Typically magazines and online websites, these publications are industry-specific and oftentimes feature relevant and trustworthy suppliers.
  • Trade Associations - Also referred to as industry trade groups, trade associations are organizations created for specific professions. If requested, members will offer supplier recommendations.
  • Professional Recommendations - Business associates, colleagues, and experienced executives can give insight into suppliers they have worked with.
  • Directories - Local suppliers can be found in business telephone directories.
  • Trade Shows - These events enable business owners to meet and interview relevant suppliers in person.
  • Local Business Organizations - These are networks of experienced business people who can recommend reliable suppliers.
  • Software - There are digital tools that will connect managers to pre-vetted vendors. They have features that allow business owners to filter the list of suppliers to show the most ideal candidates.

3. Utilize the 10 C's

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During the final vetting stage, many businesses will assess their potential suppliers using the 10 C's of Supplier Evaluation. To utilize this method, management will need to conduct interviews with vendors and, sometimes, their clients.

Then, each candidate is ranked on a scale from 1-5 for each of the 10 categories, which are-

  • Competency - Are the supplier's existing and past customers satisfied with the service they received?
  • Capacity - How well do they handle large orders in addition to working with their other clients?
  • Commitment - Is the supplier committed to providing reliable and high-quality service?
  • Control - Does the vendor have control over their supply chain? Does their management of it indicate their reliability in delivering orders, as well as their adaptability to respond to unforeseen issues?
  • Cash - How is their financial stability? Do they have evidence of their cash flow, liquidity, and creditworthiness?
  • Cost - What is the vendor's pricing on goods and how do they compare to similar suppliers?
  • Consistency - Do they have an established system that guarantees consistent high-quality goods?
  • Culture - Do the values of the vendor align with the business?
  • Clean - Does the supplier incorporate environmentally conscious practices into their operations? Do they treat their employees and colleagues well?
  • Communication - What are their preferred methods of communication? How often do they reach out to their clients? How do they communicate during an urgent situation?

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4. Compile Quotes from the Final List

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The final step in vendor vetting is gathering quotes from potential vendors. Businesses should first send a list to suppliers that include what they need, quantities of products, and an expected timeline. The supplier will then send a quote that indicates their pricing based on the requirements.

Sometimes, managers can negotiate and ask for discounts in return for higher-volume orders or longer contract terms.

With all the quotes from the different candidates, management can then compare them based on the established criteria, price, supplier reputation, and order specifications. It is important to remember that the supplier with the lowest price may not always be the best option.

For example, an inexpensive supplier may provide low-quality products or have a high order minimum requirement. Instead, managers should select a quote that has the best value.

Finding a reliable vendor that provides the best products and services is critical to a business's success. By implementing the proper strategies for vendor vetting, organizations can ensure seamless supply chain management and positive customer experiences.

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