Procurement is no longer about just getting the lowest price — it’s about building partnerships that add value at every step. At Scale, we’ve helped hundreds of organisations across Africa identify the right suppliers early, and avoid the wrong ones before it’s too late.

This blog outlines what good and bad suppliers look like at every stage of the procurement journey — and what actions to take to protect your process and power your growth.

Stage 1: Sourcing – First Impressions Matter

What Good Looks Like:

• Responds promptly and clearly to your call for interest.

• Asks clarifying questions to understand your specific needs.

• Provides relevant case studies and references.

Warning Signs of a Bad Supplier:

• Vague, delayed, or no response at all.

• Generic proposals with no understanding of your context.

• Refuses to provide references or past examples.

What You Should Do:

• Run a small RFx as a test before full onboarding.

• Use structured supplier scorecards to rate responsiveness.

• Always request anonymised case studies for validation.

Stage 2: Prequalification – Digging Below the Surface

What Good Looks Like:

• Submits complete, current, and verifiable documentation.

• Meets regulatory, ESG, tax, and financial compliance requirements.

• Passes verification without hesitation.

Warning Signs of a Bad Supplier:

• Incomplete forms or outdated documents.

• Pushback on compliance, especially ESG or legal frameworks.

• Unverifiable claims or evasive behaviour.

What You Should Do:

• Use Scale’s automated prequalification workflows.

• Set document expiry alerts to keep profiles current.

• Disqualify or suspend suppliers with unverifiable records early.

Stage 3: Onboarding – Setting the Tone for Partnership

What Good Looks Like:

• Fast, organised submission of onboarding requirements.

• Shares team structure, escalation matrix, and contact points.

• Aligns on expectations, SLAs, and deliverables.

Warning Signs of a Bad Supplier:

• Missed deadlines, inconsistent data, or confusion.

• No formal team structure or unclear accountability.

• Shifts terms or expectations after onboarding.

What You Should Do:

• Track onboarding KPIs directly on the Scale dashboard.

• Require escalation paths and a contact org chart.

• Finalise SLAs and pricing terms before purchase orders begin.

Stage 4: Contracting – Terms, Transparency & Trust

What Good Looks Like:

• Open to fair negotiations on price, delivery, and penalties.

• Shares full breakdown of pricing and cost structure.

• Commits to measurable KPIs and service levels.

Warning Signs of a Bad Supplier:

• “Take it or leave it” attitude with no flexibility.

• Hidden fees and charges appearing after agreement.

• Avoids putting key terms in writing.

What You Should Do:

• Use Scale contract templates that include KPI fields.

• Lock pricing terms and TCO models into contract metadata.

• Require pricing transparency before signing.

Stage 5: Fulfilment – Delivering on the Promise

What Good Looks Like:

• Delivers on time and communicates proactively.

• Takes ownership of mistakes and resolves issues swiftly.

• Uses SOPs and documented processes for consistency.

Warning Signs of a Bad Supplier:

• Repeated delays blamed on vague logistics issues.

• Defensive or dismissive when mistakes happen.

• Lacks internal SOPs; operates with manual chaos.

What You Should Do:

• Track fulfilment performance with Scorecards on Scale.

• Investigate 3PL and logistics setups when issues arise.

• Ask to see their SOPs and ISO frameworks upfront.

Stage 6: Relationship Management – The Long Game

What Good Looks Like:

• Actively seeks feedback and participates in regular reviews.

• Brings forward innovations, new solutions, or ideas.

• Understands your growth goals and contributes to them.

Warning Signs of a Bad Supplier:

• Avoids meetings or gets defensive during reviews.

• Provides the same service year after year without change.

• Solely focused on transactional gains, not partnership.

What You Should Do:

• Set quarterly business reviews (QBRs) and KPIs on Scale.

• Invite innovation presentations as part of supplier reviews.

• Score supplier collaboration in relationship dashboards.

Stage 7: Strategic and Financial Fit

What Good Looks Like:

• Financially stable, with strong backing or growth trajectory.

• Has a diversified client base (you’re not their only anchor).

• Provides business continuity plans and risk mitigations.

Warning Signs of a Bad Supplier:

• Financial instability, unpaid vendors, or unclear operations.

• Heavily reliant on your contract to stay afloat.

• “We’ve never had a problem” approach to risk management.

What You Should Do:

• Request audited financials before onboarding.

• Track supplier revenue mix using ownership records on Scale.

• Make contingency planning a standard part of contracting.

Great Procurement Begins with Great Partnerships

Great suppliers don’t just deliver — they collaborate, innovate, and help you grow. Bad suppliers erode trust, delay your progress, and cost you more in the long run.

At Scale, we’ve built tools to help you:

• Identify strong suppliers early through structured workflows.

• Automate onboarding, contract validation, and performance tracking.

• Monitor compliance, innovation, and financial health across your supply chain.

Ready to build a high-performing supplier network?

👉 Book a demo at scale.co.ke/pricing
📨 Or email us at procure(@)scale.co.ke