Supplier Performance Report

# Supplier Performance Report

## Purpose
Prepare quarterly to hold suppliers accountable, negotiate better terms, and identify when to seek alternative vendors.

## When to Use
A vendor scorecard report evaluating delivery timeliness, quality metrics, pricing competitiveness, and communication responsiveness across your supplier base.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Xero or Airtable)

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## Supplier Performance Report

**Period:** [Quarter X, Year]
**Prepared by:** [Procurement / Operations Manager]
**Date:** [Date]
**Number of Suppliers Evaluated:** [X]

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### Executive Summary

This report evaluates [X] key suppliers against our performance standards for [period]. [X] suppliers achieved "Preferred" status, [X] are rated "Satisfactory", and [X] require improvement. Top performer was [Supplier Name] with an overall score of [X]/100. [Supplier Name] has been flagged for review due to [issue]. Total procurement spend this quarter was $[Amount] across all evaluated suppliers.

### Supplier Scorecard Summary

| Supplier | Delivery | Quality | Price | Communication | Overall Score | Rating | Trend |
|----------|----------|---------|-------|--------------|---------------|--------|-------|
| [Supplier 1] | [X]/25 | [X]/25 | [X]/25 | [X]/25 | [X]/100 | [Preferred / Satisfactory / Needs Improvement / Under Review] | [Up / Stable / Down] |
| [Supplier 2] | [X]/25 | [X]/25 | [X]/25 | [X]/25 | [X]/100 | [Rating] | [Trend] |
| [Supplier 3] | [X]/25 | [X]/25 | [X]/25 | [X]/25 | [X]/100 | [Rating] | [Trend] |
| [Supplier 4] | [X]/25 | [X]/25 | [X]/25 | [X]/25 | [X]/100 | [Rating] | [Trend] |
| [Supplier 5] | [X]/25 | [X]/25 | [X]/25 | [X]/25 | [X]/100 | [Rating] | [Trend] |

**Rating Scale:** Preferred (85-100) / Satisfactory (65-84) / Needs Improvement (50-64) / Under Review (<50)

### Delivery Performance

| Supplier | Orders Placed | On-Time Deliveries | On-Time % | Avg. Lead Time | Agreed Lead Time | Late Deliveries |
|----------|-------------|-------------------|-----------|----------------|-----------------|-----------------|
| [Supplier 1] | [X] | [X] | [X]% | [X] days | [X] days | [X] |
| [Supplier 2] | [X] | [X] | [X]% | [X] days | [X] days | [X] |
| [Supplier 3] | [X] | [X] | [X]% | [X] days | [X] days | [X] |
| [Supplier 4] | [X] | [X] | [X]% | [X] days | [X] days | [X] |
| [Supplier 5] | [X] | [X] | [X]% | [X] days | [X] days | [X] |

**Target on-time delivery rate: [X]%**

### Quality Performance

| Supplier | Items Received | Defects / Returns | Defect Rate | Quality Issues | Impact |
|----------|---------------|-------------------|-------------|----------------|--------|
| [Supplier 1] | [X] | [X] | [X]% | [Description or "None"] | [$ impact or "Nil"] |
| [Supplier 2] | [X] | [X] | [X]% | [Description or "None"] | [$ impact or "Nil"] |
| [Supplier 3] | [X] | [X] | [X]% | [Description or "None"] | [$ impact or "Nil"] |
| [Supplier 4] | [X] | [X] | [X]% | [Description or "None"] | [$ impact or "Nil"] |
| [Supplier 5] | [X] | [X] | [X]% | [Description or "None"] | [$ impact or "Nil"] |

**Target defect rate: <[X]%**

### Pricing Analysis

| Supplier | This Quarter Spend | Last Quarter Spend | Price Change | Market Benchmark | Competitiveness |
|----------|-------------------|-------------------|-------------|-----------------|-----------------|
| [Supplier 1] | $[Amount] | $[Amount] | [+/-][X]% | [Above / At / Below market] | [Competitive / Average / Expensive] |
| [Supplier 2] | $[Amount] | $[Amount] | [+/-][X]% | [Benchmark] | [Rating] |
| [Supplier 3] | $[Amount] | $[Amount] | [+/-][X]% | [Benchmark] | [Rating] |
| [Supplier 4] | $[Amount] | $[Amount] | [+/-][X]% | [Benchmark] | [Rating] |
| [Supplier 5] | $[Amount] | $[Amount] | [+/-][X]% | [Benchmark] | [Rating] |

**Total quarterly spend: $[Amount]**

### Communication & Responsiveness

| Supplier | Avg. Response Time | Invoice Accuracy | Issue Resolution | Proactive Updates | Score |
|----------|-------------------|-----------------|-----------------|-------------------|-------|
| [Supplier 1] | [X] hours | [X]% accurate | [Fast / Adequate / Slow] | [Yes / Sometimes / No] | [X]/25 |
| [Supplier 2] | [X] hours | [X]% accurate | [Rating] | [Rating] | [X]/25 |
| [Supplier 3] | [X] hours | [X]% accurate | [Rating] | [Rating] | [X]/25 |
| [Supplier 4] | [X] hours | [X]% accurate | [Rating] | [Rating] | [X]/25 |
| [Supplier 5] | [X] hours | [X]% accurate | [Rating] | [Rating] | [X]/25 |

### Detailed Supplier Reviews

**[Supplier Name] - [Rating]**

| Metric | Score | Commentary |
|--------|-------|------------|
| Delivery | [X]/25 | [Specific feedback] |
| Quality | [X]/25 | [Specific feedback] |
| Pricing | [X]/25 | [Specific feedback] |
| Communication | [X]/25 | [Specific feedback] |
| **Overall** | **[X]/100** | [Summary assessment] |

**Actions:**
- [Action 1, if needed]
- [Action 2, if needed]

### Supplier Concentration Risk

| Supplier | % of Total Spend | Single Source? | Alternative Available? | Risk Level |
|----------|-----------------|---------------|----------------------|------------|
| [Supplier 1] | [X]% | [Yes / No] | [Yes / No / Partial] | [High / Medium / Low] |
| [Supplier 2] | [X]% | [Yes / No] | [Yes / No / Partial] | [High / Medium / Low] |
| [Supplier 3] | [X]% | [Yes / No] | [Yes / No / Partial] | [High / Medium / Low] |

### Recommendations

1. [Recommendation 1, e.g. Schedule performance review meeting with [Supplier] to address delivery issues]
2. [Recommendation 2, e.g. Seek alternative quotes for [category] to improve pricing competitiveness]
3. [Recommendation 3, e.g. Increase order volume with [Supplier] based on strong performance]
4. [Recommendation 4, e.g. Reduce single-source risk by onboarding a second supplier for [category]]

### Next Review

| Item | Detail |
|------|--------|
| Next review period | [Quarter, Year] |
| Supplier review meetings | [Scheduled / To be scheduled] |
| Contract renewals due | [Supplier(s) and date(s)] |

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** Xero, Airtable, Notion