Supplier comparison scorecard

What the supplier comparison scorecard does

Choosing a supplier on price alone is risky. Score each supplier from one to five on price, quality, delivery, payment terms and support, set how much each factor matters to you, and the workbook gives each supplier a weighted score and a rank, so the decision is based on evidence you can explain.

Who it is for

Procurement staff and business owners choosing or reviewing suppliers, and anyone who must justify a purchasing decision.

How to use the workbook

1. Set the weight for each factor at the top; they should add up to 100 percent.
2. List each supplier and score it from one to five on each factor.
3. Read the weighted score and the rank.
4. Review the scores with your team before you decide.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Five scoring factors with your own weights
• Weighted score for each supplier
• Rank from best to worst
• Check that the weights add up to 100 percent
• Chart of weighted scores by supplier

The workbook has these sheets: Instructions, Scores, Chart. The main table has the columns Supplier; Price (1-5); Quality (1-5); Delivery (1-5); Payment terms (1-5); Support (1-5); Weighted score; Rank. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Score from evidence: samples, references and past deliveries.
• Let more than one person score and compare the results.
• Revisit scores after each order to keep them honest.
• Keep the scorecard as proof that the choice was fair.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. Free calculators that go with it: Vat calculator. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Free calculator: VAT Calculator
• Guide: VAT invoices and quotations in Kenya: what to include and common mistakes
• Guide: Buying off-plan property in Kenya: the risks and the checks to run
• Guide: Import VAT in Kenya: how to claim it back on your VAT return
• Another template: Customer order and delivery tracker
• Another template: Pricing and markup calculator
• Another template: Product price list with VAT

Need something different? Request a custom template, browse all guides or see every Excel template.