Every company needs suppliers it can trust. Whether you're launching a new business or strengthening your supply chain, suppliers are strategic partners that shouldn't be overlooked. 

A reliable supplier guarantees smooth delivery and consistent performance, while poor collaboration can impact on the quality of your service.

But how do you choose the right partner to work with? And once you’ve found them, how do you maintain an effective relationship? 

This guide helps you find a supplier you can trust, and manage your collaboration as effectively as possible.

The importance of reliable suppliers

A supplier does more than just deliver products or services. They play a central role in the smooth running of your business. Their ability to meet deadlines, deliver consistent quality and react effectively to unforeseen circumstances has a direct impact on your productivity and reputation.

Let's take a concrete example: a catering company that receives a late delivery of fresh produce risks not only disappointing that day’s customers, but also incurring financial losses. 

In the manufacturing industry, a part that fails or is delivered late can lead to costly production stoppages. 

Choosing a reliable supplier means investing in the stability and performance of your business.

What makes a reputable supplier?

A good supplier is first and foremost a partner capable of meeting your needs in terms of quality, price, deadlines and customer service. Here are the factors to consider:

• Reliability: are they capable of meeting deadlines and supplying products that meet your expectations?
• Quality: are their products or services in line with market standards?
• Price: are their prices competitive and viable for your business?
• Customer service: is the supplier available and responsive in case of need or unforeseen circumstances?

How to find reputable suppliers

Finding an effective supplier requires a structured approach and a good bit of luck. But there are some smart places to look. Here are some of those.

1. Professional directories

Platforms such as Kompass, Europages or Alibaba group suppliers by sector, location and products. These tools are handy for quickly comparing several options. 

But you shouldn’t just take the first option and run with it—always validate the reputation and seriousness of the companies you identify.

2. Trade shows and fairs

It takes a little time and possibly resources, but you can meet numerous suppliers, evaluate their offerings and ask your questions directly at trade events. For example, a specialist fashion show can introduce you to textile manufacturers offering high value-added innovations.

To be more effective, get to know the list of exhibiting companies in advance. This will help you organize and prepare your meetings, and save you time on the spot.

3. Word of mouth and your professional network

Your network is often an under-exploited resource. Talk to colleagues or partners to get concrete feedback on the suppliers they've worked with.

These trusted opinions are more reliable than anonymous online reviews.

4. Online searches

Use search engines to investigate further. Consult the websites of potential suppliers, analyze their references and certifications, and study their presence on social networks. This can be supplemented by reading reviews on platforms such as Trustpilot. 

But you should always cross-reference this information to limit the risk of bias.

How do you assess a potential supplier?

Once you have drawn up a list of suppliers, engage in direct dialogue with them to understand how they operate, their capabilities and their vision of collaboration. This will reveal their level of transparency and commitment.

Take the following steps to ensure their reliability:

• Analyze their quotes. Compare not only prices, but also the services included, delivery times and conditions. After all, you shouldn't sacrifice quality for lower costs—a slightly higher offer may prove more profitable in the long run.
  
  
• Check certifications and references. Make sure the supplier complies with regulatory standards, and ask for recommendations from other customers.
  
  
• Meet them or visit their facilities. An interview or a visit to their premises can give you clues about their organization and their ability to meet your needs. Make sure they have the infrastructure to handle your orders without delay, even when demand is high.
  
  
• Ask for samples or tests. Check that their services comply with the quality standards in your sector and meet your company's needs.
  
  
• Test their responsiveness. Observe their response times during your initial interactions. A good supplier is capable of adapting quickly to unforeseen circumstances. 

Your financial levers for good collaboration 

Once you’ve found your ideal supplier, it’s in your best interests to keep them happy. If your finances allow, the following ideas help you maintain a healthy relationship. 

Early payments

One way of optimizing your supplier relations is to consider paying early. This shows good faith on your part, and the supplier will be thrilled to have cash in their accounts ahead of schedule. 

They may even offer early payment discounts. These let you make savings while offering your supplier faster cash flow. If your financial situation allows, take advantage of these discounts to not only reduce your costs, but also strengthen trust with your partners.

Accounts payable (AP) financing

For companies with cash-flow constraints, financing solutions such as AP financing can make it easier to pay invoices quickly while optimizing your working capital. These tools enable you to pay your suppliers on time, or even earlier, while spreading your own payments over a longer period. 

This type of service fosters harmonious relations with your suppliers by guaranteeing stable payments, even in periods of financial stress.

Your role in a successful supplier relationship

Finding a good supplier is all well and good, but a successful partnership requires effort and involvement. Honouring your financial commitments is essential—a supplier who has to chase you up for every invoice will be less motivated to offer a quality service or to be involved in your success. 

Of course, there may be times where meeting payment deadlines is tough. Here solutions such as factoring or fast, flexible financing services (like Defacto) can help you stabilize your cash flow.

To go further, consider strategic solutions such as early payment discounts or accounts payable financing, mentioned above. These practices let you make savings while offering your partners a more fluid cash flow, thereby strengthening the relationship of trust.

Don't forget to:

• Establish open communication: clearly communicating your expectations and demonstrating transparency all help to strengthen the relationship of trust. 

• Write clear contracts: a well-defined contract avoids misunderstandings. Include product specifications, delivery and payment terms, and penalties for delays or non-compliance.

Building a lasting relationship

Supplier management is an ongoing process. Take the time to regularly evaluate the collaboration and adjust your mutual expectations to maintain a positive dynamic: analyse their compliance with deadlines, the quality of their products and the responsiveness of their customer service.

If you’re satisfied with your supplier's services, don't hesitate to let them know. Leave reviews and send polite notes—they’re always appreciated. And if possible, adopt an understanding approach to unforeseen events. 

Despite all precautions, unforeseen events can occur. To manage them effectively, plan alternatives by diversifying your suppliers to limit the risks.

In a nutshell

Building solid supplier relationships takes time and a methodical approach. By carefully weighing up your options and respecting your responsibilities, you create the foundations for a mutually beneficial collaboration. 

Remember that you have a role to play! Your involvement as a customer plays a key role in this equation.