Choosing suppliers sounds like one of those boring business admin tasks that should only take 5 minutes and a strong coffee, but in reality it’s one of the decisions that quietly shapes how smoothly your entire operation will run. The right supplier can make you look like a genius, but the wrong one can turn a calm work day into a customer service Horror Story.
Whether you’re sourcing raw materials or components or specialist parts like Goyen solenoid valves, the goal is the same reliability without the drama. We’ve compiled a list of 10 tips to help you to choose suppliers who won’t go through or surprise you or make you question your business choices.
Look beyond the price tags.
It’s very tempting to go straight for the cheapest option when you’re seeking out suppliers, especially when budgets are tight. You’re a brand new business and the spreadsheets are judging you already. But the lowest price will often hide extra costs like delayed deliveries or inconsistent quality. The last thing you want is to pay less at the beginning and then pay more over time As a result. A slightly higher price point from a dependable supplier can save you a lot of money and time in the long run.
Check the consistency, not just the quality.
Anyone can deliver a great first order, but the real test is whether they can do it again and again. Consistency matters more than perfection, so ask how they manage quality control, how often the issues occur, and what happens when something goes wrong.
How do they communicate?
It’s really important that you evaluate potential suppliers’ communication styles. If it takes a few emails and a phone call to get a basic answer during the sales stage, imagine what happens when there’s an issue. A good supplier communicates clearly and responds promptly. It doesn’t make you chase them like an unpaid intern. Bonus points there if they explain things without drowning you in jargon.
Make sure they can understand what you do.
A supplier doesn’t need to know your entire origin story, but they should understand your industry and how their product fits into your workflow. Suppliers who get it are more likely to anticipate needs and flag issues early. They can do this instead of generic responses.
Talk about lead times and stock levels.
Reliable delivery schedules are just as important as product quality. Find out where the products are stored, how often they restock, and then what happens during peak demand. Are they going to be able to keep up with your potential order levels? Vague answers here are a huge red flag, even if everything else sounds great on paper.
Check their reputation, but do it quietly.
Testimonials on a website are nice, but they’re also cherry picked and carefully curated. To showcase the website in the best possible light, you need to dig a little deeper, ask peers in the industry and check reviews online on Trustpilot and other product review pages. You could also casually ask how long they’ve worked with their existing clients, because a supplier with long term relationships is usually doing something right enough to keep them.
Understand their flexibility levels.
Business rarely goes exactly to plan because timelines shift and orders change quickly. Surprises also happen when you least expect them, but a good supplier can adapt without turning small changes into major negotiations. Flexibility doesn’t mean chaos, but it means being willing to work with you instead of against you.
Look at after sales support.
The relationship shouldn’t end once the invoice has been paid. Find out what happens if something arrives damaged, incorrect or late. Clear return policies, warranty terms and support channels are good signs of a supplier who stands behind their product.
Look closely at financial and operational stability.
You don’t need to audit their books yourself, but it does help to know that they’re not operating on a shoestring and a prayer. Suppliers who are financially stable are more likely to invest in quality and infrastructure. This reduces the risk of sudden disappearances or dramatic service drops.
Trust and verify your instincts.
Sometimes everything looks perfect, but something feels off, and you should never ignore that feeling. Gut instinct is useful, especially when backed up by research and clear answers. If the supplier is dodging questions and making over promises or pressuring you to commit quickly, then it’s time to take a step back.
Choosing a supplier is about building relationships and not just transactions, and it’s definitely not a box ticking exercise. You need to build a partnership that supports your business as it grows. The best relationships with suppliers feel boring in the best possible way. Orders may arrive on time and quality can stay consistent. Problems are solved calmly and you barely have to think about any of it. This reliability might feel boring, but it frees you up to focus on the parts of your business that actually need your attention, like strategy or growth.
Even with careful planning, mistakes will of course be part of the process. Not every choice of supplier you make will be perfect, and the key here is learning quickly and not sticking with a bad fit out of optimism or convenience. Reviewing supplier performance regularly will help you to catch issues before they become expensive habits, and you can always choose to run a supplier on a trial basis to see if you’re getting the right things you need.
You want to avoid unnecessary headaches. Pricing matters, but so does communication. Consistency matters, and so does quality. A good supplier supports your business quietly in the background, making everything else run more smoothly. And when you find one that can anticipate your needs as a business, it’s perfect. Take the time to ask questions and do the digging you need to do, because it will be worth it in the end.
