Cadence
Supplier scorecard
Keep your supplier quotes fair and tidy, even when power drops or month-end rush hits.
Ask about cadences
When to use this card
The supplier scorecard works best before you commit to any new supplier. Use it for comparing three or more quotes when you want a fair, consistent process, whether you’re replacing Mpho’s courier for Tshwane Tiles in Mamelodi, or testing a new steel stockist for Red Kalahari Maintenance in Kathu. The card keeps your team honest and your records clean when prices, payment terms or service levels need proper checking. It’s also useful before big re-orders, annual reviews or whenever a new supplier hub, like your Rosebank counter, sends in a bundle of offers.
Supplier scorecard rhythm
Stay rhythmic with your supplier checks, don’t let last-minute rushes knock you off your game. Here’s a proven rhythm for scorecard reviews, slot by slot. This is what we use for our own kit sourcing, and what plenty of small firms in Gauteng and the Northern Cape stick to.
- Monday by 09:30: Operations lead gathers all fresh quotes received since last week (Sipho or Alex, depending on who’s on shift).
- Monday 10:00, 11:00: Owner (or the delegated team lead) checks for supplier paperwork, CIPC reg, SARS compliance, B-BBEE affidavits and bank FICA pack.
- Monday by 12:00: Finance checks VAT splits, credit terms, and total cost on all quotes. Mark last month’s winner for reference.
- Monday after lunch: Team roundtable, quick compare on service, price, delivery times and track record. Votes are logged. If there’s a tie, owner decides.
- Tuesday by 10:00: Owner emails all suppliers, final go-ahead, polite regrets or requests for better terms. All scorecards filed (PDF or printed).
How to bend for public holidays and load-shedding
You know load-shedding doesn’t care about your timelines. If Mamelodi’s sitting at Stage 4, shift all Monday slots 90 minutes later, but keep the order. If a public holiday falls on Monday (looking at you, Easter Monday), move the entire process to Tuesday, keeping times as above. No one expects payment confirmations on a public holiday, but keep all supplier emails clear on the one-day move. For longer breaks, Dec shutdown, Heritage Day, remind suppliers you’ll only review when power’s back or everyone’s returned. Be upfront, especially if you’re working with firms in towns like Kathu, where public holidays sometimes see the main road empty before lunch.
Example week: Mamelodi Tiles
Here’s how the card may look filled out by Sipho at Mamelodi Tiles after getting three quotes for bulk sand:
Monday 09:30: Sipho collects fresh quotes: Masilo Sands (R7 800 ex VAT), Tshwane Aggregates (R8 100 ex VAT), and Zulu Supply (R7 950, VAT incl).
10:00: Owner checks CIPC docs, notes Zulu’s B-BBEE affidavit isn’t attached (follow up needed).
12:00: Finance runs totals, flags that Masilo’s quote excludes VAT, and Zulu’s is actually R6 913 before VAT. Tshwane has 30 days, Masilo wants COD.
After lunch: Quick chat, service: Masilo knows the site, but Tshwane’s trucks have proven quicker during the summer rains. Price: Zulu wins on cost, but paperwork’s still missing.
Tuesday: Owner emails: ‘Thank you all, but we’ll go with Zulu if they send their B-BBEE by close of play. Otherwise, we accept Masilo’s quote.’ Scorecard printed and filed (someone forgot to add Masilo’s delivery T&Cs first time, oops).
Need templates or supplier details? See our starter kits, supplier notes or drop into a supplier hub for a chat.
Keep your cadence steady
Consistent supplier reviews keep your records fair, especially when your suppliers change, your town gets a month-end rush, or council permits slow things down. If you have questions about fitting the card to your own routine, or just want a printable version, check our cadence page or browse the SME starters FAQ. We’re always on email at magic@bizmagic.co.za, no forms or bots, just real supply know-how, rain or shine.
