Supplier list and ratings

What the supplier list and ratings does

Knowing who supplies you, and how well, saves money. This list records each supplier with their product or service, contact and phone, and a score from one to five for price, quality and delivery. It averages the scores, gives a rating and shows the best score so you can compare suppliers fairly.

Who it is for

Shop owners, restaurants, contractors and manufacturers who buy from several suppliers and want to decide, with evidence, where to place the next order.

How to use the workbook

1. Enter each supplier with what they supply and who to call.
2. Score price, quality and delivery from 1 to 5 after each order.
3. Read the average and the rating.
4. Review the list before you renew or place a large order.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Contact details for every supplier
• Scores for price, quality and delivery
• Average score and a rating word
• Best average at the top
• Space for 200 suppliers

The workbook has these sheets: Instructions, Suppliers. The main table has the columns Supplier; Product or service; Contact person; Phone; Price (1-5); Quality (1-5); Delivery (1-5); Average. 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 the same way every time, and note the reason for low scores.
• Ask for quotes from two or three suppliers for big purchases.
• Check each supplier's KRA PIN and invoices.
• Share feedback with suppliers who score low; many will improve.

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. 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

• Guide: How to build a 12-month cash flow forecast for a small business
• Guide: How to price your products and services: markup, margin and break-even
• Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
• Another template: 12-month cash flow forecast
• Another template: Break-even and pricing calculator
• Another template: Budget versus actual tracker

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