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Keep suppliers on track with a monthly scorecard
A simple delivery log, a monthly scorecard for each supplier and a polite, specific email drafted for anyone falling behind.
When to use it
Log every delivery; review on the first Monday of each month
Step by step
Log every delivery
Create a Google Form for whoever receives goods: supplier, date, on time (yes/no), complete (yes/no), damaged items, invoice matched to price agreed. Link it to a Google Sheet.
Set a monthly review
Add a recurring calendar event on the first Monday of each month called 'Supplier scorecard'.
Score each supplier
At the review, export last month's rows and paste them into your AI assistant.
Prompt to copyHere is last month's delivery log: [paste rows]. For each supplier, calculate: number of deliveries, % on time, % complete, number with damage, number of invoice price mismatches. Give each a rating of Good, Watch or Act using these thresholds: [e.g. Act if under 85% on time]. Show a table, then list the top three issues overall. For every supplier rated Act, draft a short, polite email stating the facts from the log, asking for the reason and a plan to fix it within [timeframe].Check and send
Check the numbers against the sheet, then copy each email into Gmail, adjust the tone for your relationship, and send it.
Track the trend
Paste each month's scorecard into a 'History' tab so you can see who is improving before contracts come up for renewal.
What you get
FreshPack Ltd: 12 deliveries, 75% on time, 92% complete, 1 damaged, 2 price mismatches - Act. Email: 'Hi Jo, our records show 3 of 12 deliveries arrived late in October...'
Tips
- Agree your thresholds with suppliers up front so the scorecard feels fair, not a surprise.
- Gemini in Google Sheets can help with the calculations if your plan includes it.