Weekly Supplier Follow-Up Checklist for Real Estate
A checklist for managing supplier relationships, tracking orders, resolving issues, and ensuring reliable supply chain performance.
Supports Real Estate Institute compliance, trust account management requirements, and state property legislation documentation.
Complete Checklist
- 1Review all outstanding purchase orders and their expected settlement datesCritical
- 2Follow up on any overdue deliveries with the relevant suppliersCritical
- 3Check for any quality issues or discrepancies with recent deliveries
- 4Process supplier invoices and verify they match purchase orders and deliveries
- 5Raise credit notes or returns for any faulty or incorrect goods received
- 6Review supplier pricing against contracts and market rates
- 7Assess supplier lead times and reliability over the past week
- 8Place new orders based on inventory levels and upcoming demand forecasts
- 9Confirm special or urgent orders and their expected fulfilment times
- 10Review any supplier communications, price changes, or property updates
- 11Evaluate alternative suppliers for any items with ongoing supply issues
- 12Check contract renewal dates and negotiate terms where applicable
- 13Update the supplier performance log with weekly observations
- 14Discuss any supply concerns with the team that could affect operations
Frequently Asked Questions
When should we consider switching suppliers?
Consider switching when a supplier consistently fails to meet settlement commitments, quality deteriorates without resolution, pricing becomes uncompetitive, or communication is poor. Always have backup suppliers identified for critical items. Transition gradually where possible and ensure the new supplier can meet your requirements before fully switching over.
How do we evaluate supplier performance effectively?
Track key metrics including on-time settlement rate, offer accuracy, property quality, pricing competitiveness, and responsiveness to issues. Review these metrics monthly or quarterly in addition to weekly operational checks. Share your expectations with suppliers and provide feedback so they have the opportunity to improve.
How can small businesses negotiate better terms with suppliers?
Consolidate purchases where possible to increase your buying power. Pay invoices on time to build goodwill and leverage for negotiation. Request volume discounts, early payment discounts, or extended payment terms. Build strong relationships with your account manager and be transparent about your needs and budget constraints.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.