HomeVendor scorecard template guide
Guide
Vendor scorecard template guide
A vendor scorecard is a short, regular report on how a supplier performed against what was agreed. This guide shows how to choose measures, set weights and run the review so it improves results.
By Procurement VMS Editorial TeamLast updated
The argument a scorecard ends
Late or on time? Depends who you ask
In a quarterly review, a buyer says the supplier has been late. The supplier says it has not. Both are partly right, because they count different things. A scorecard built from agreed measures and shared data ends that argument, and moves the conversation to how to fix the problem.
Build it
Five steps to a usable scorecard
- Choose five measuresPick delivery, quality, cost, responsiveness and compliance. More than five makes reviews vague.
- Define each measureWrite the formula and data source. For example, on time delivery equals deliveries on or before the promised date divided by total deliveries.
- Set weightsWeight what matters for this supplier. A raw material supplier may weight quality and delivery most, a service provider may weight responsiveness.
- Agree a scaleUse a simple scale, such as one to five, with a clear description of each level.
- Share it firstShow the supplier the scorecard before the first review, and agree the measures together.
Example layout
A sample scorecard (illustrative weights)
| Measure | Weight | How it is measured | Score (1 to 5) |
|---|---|---|---|
| On time delivery | 30 percent | Deliveries on or before promised date | Enter score |
| Quality | 25 percent | Defect rate or rework requests | Enter score |
| Cost and invoicing | 20 percent | Price adherence and invoice accuracy | Enter score |
| Responsiveness | 15 percent | Time to answer queries and fix issues | Enter score |
| Compliance | 10 percent | Documents current and policies followed | Enter score |
Weights above are examples. Set your own with the people who use the supplier.
Run the review
Make the meeting useful
Send the scorecard a few days ahead. Start the meeting with what went well, then pick two issues to fix. Write down the action, the owner and the date, and open the next review with those items. Scorecards that lead to no action teach suppliers to stop caring.
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Questions
Frequently asked questions
How often should I review suppliers?
Critical suppliers monthly or quarterly. Others yearly or by exception.
Should suppliers see their scorecards?
Yes. Shared data makes reviews faster and fairer.