Introduction: Why Prequalification Matters More Than Ever

This quarter, many organisations across industries are running their supplier prequalifications in preparation for the next one to two years. For decades, this process has been treated as a necessary compliance step — an administrative hurdle that happens every two years, producing a static list of “approved” suppliers.

But in a fast-changing world, those lists are often outdated before the ink dries. Suppliers change ownership, tax certificates expire, compliance lapses, and performance on contracts varies from one quarter to the next. What’s more, buyers are under increasing pressure from boards, regulators, and stakeholders to ensure their supply chains are not only cost-effective but also compliant, inclusive, and resilient.

At Scale, we believe supplier prequalification should not be a tick-box exercise every two years. Instead, it should be a long-term, living process that gives buyers continuous visibility and suppliers ongoing opportunities.

The Traditional Approach: A Snapshot Every Two Years

Conventional prequalification frameworks follow a familiar cycle:

• Buyers issue a notice for suppliers to apply for prequalification.
• Suppliers submit documents, pay a processing fee, and wait.
• Evaluators spend weeks or months sorting through files, often manually.
• At the end, a list of approved suppliers is published — valid for two or three years.

This model has three major weaknesses:

1. Static data – Certificates, licences, and compliance documents can expire long before the prequalification period ends.
2. Poor visibility – Buyers don’t see how suppliers are performing elsewhere or whether they’re active in the market.
3. Missed opportunities – Suppliers that improve or new entrants to the market are locked out until the next cycle.

In short, it’s like taking a single photograph of your supply base and using it as your only reference for years.

The Scale Approach: Long-Term Supplier Prequalification

Scale reimagines prequalification as a continuous process, powered by a digital platform. Instead of a static list, buyers gain always-on visibility into their supplier base.

Here’s how it works:

• Continuous compliance monitoring – Supplier tax compliance, businesslicences, and certifications are tracked throughout the year.
• Up-to-date business status – If a supplier closes, merges, or changes structure, the buyer sees it.
• Real activity insights – Buyers can view how active suppliers are on the platform, including how they’ve engaged with tenders.
• Peer ratings – Suppliers carry ratings and feedback from other buyers, offering a richer view of credibility and performance.
• Real-time updates – Buyers don’t need to wait for the next two-year cycle; they can see what’s happening with suppliers in real time.

This transforms prequalification into a living dataset, always ready for audits, reporting, and strategic decision-making.

Why Leading Buyers Trust Scale

Organisations such as Nation Media Group, SunCulture, Davis & Shirtliff, Darling Kenya, and Galana Energies already use Scale for prequalification and procurement. They value Scale because it addresses real challenges:

• Cost certainty – Scale operates on a supplier-funded model, meaning zero direct cost to buyers. For those who wish, an optional revenue share can be applied.
• Efficiency without compromise – Our six-week plan covers setup, outreach, evaluation, reporting, and archiving, without sacrificing rigour.
• Supplier portal – Scale has a robust supplier portal where vendors can register, upload documents, receive clarifications, and track status.
• Evaluator-friendly tools – Digital scorecards, weighted criteria, and audit trails make evaluation transparent and less labour-intensive.
• Inclusive procurement – Dashboards highlight participation and performance of women, youth, and PWD-owned businesses, while ESG tracking supports sustainability goals.
• Data protection and sovereignty – Scale is fully aligned with ODPC, with secure AWS hosting in-region.
• Automated supplier feedback – Award and regret letters are automatically generated, giving every supplier transparent, timely feedback.

These features move prequalification from an administrative burden to a strategic advantage.

Beyond Prequalification: A Full Procurement Suite

One of the key reasons buyers adopt Scale is that prequalification is only the beginning. Once the exercise is complete, organisations receive up to six months of complimentary access to Scale’s full procurement suite, allowing them to test whether it’s the right long-term fit.

The suite includes:

• Internal requisitions and approvals
• RFx management (RFQs, RFPs, RFIs)
• Contract lifecycle management
• Purchase orders, GRNs, and invoicing
• Budgeting and spend control
• Supplier relationship management
• Catalogue management
• ERP integrations with systems like SAP and NetSuite

This means buyers don’t just digitise prequalification, they can experience a fully connected procurement process, without additional cost or risk during the first six months.

The Impact for Buyers

By shifting to long-term supplier prequalification with Scale, buyers gain:

• Always-on compliance – no more surprises during audits.
• Confidence in supplier data – with activity, ratings, and real-time updates built in.
• More competitive sourcing – because supplier participation is broader and more inclusive.
• Stronger supplier relationships – suppliers appreciate clear communication, timely feedback, and continuous engagement.
• Future readiness – as procurement evolves, buyers already have a digital foundation to build on.

The Impact for Suppliers

Suppliers benefit too:

• Fairer opportunities – because they don’t get locked out between cycles.
• Transparency – with automated communication, clear feedback, and visibility on where they stand.
• Reduced costs – one digital submission that can serve multiple buyers.
• Recognition – ratings from buyers help credible suppliers stand out in the market.

This creates a healthier procurement ecosystem where trust and performance matter more than paperwork.

The Future of Supplier Prequalification

Procurement is moving toward continuous visibility, compliance, and inclusivity. In this future, prequalification is not an isolated event, it’s an ongoing process that supports resilience, transparency, and competitiveness across supply chains.

With Scale, buyers in Africa can make this shift today. Instead of waiting two years for the next snapshot, they can rely on living, breathing supplier data, updated with every transaction, enriched by peer ratings, and backed by a secure, compliant digital infrastructure.

A Smarter Way Forward

Long-term supplier prequalification is more than an efficiency upgrade — it’s a mindset shift. It means treating supplier data as an active, strategic resource rather than a static list.

That’s why leading buyers are choosing Scale. They know that procurement in the 21st century requires visibility, inclusivity, and agility. And they know that prequalification should be a foundation for growth, not just a formality.

👉 Ready to see it in action?
Book a walkthrough today or download our full profile: Scale Prequalification 2025 (PDF).