Vendor and Supplier Evaluation Form Template
Score every vendor on the same criteria — quality, delivery, pricing, support — and stop renewing contracts on gut feel.
A structured vendor and supplier evaluation form that captures performance ratings across quality, delivery, pricing, communication, and compliance. Procurement teams collect input from multiple stakeholders in one shareable link, then compare suppliers side-by-side before renewals.
Why use a vendor and supplier evaluation form?
What's included in this template
17 fields — customize any field or add new ones with AI.
Need different fields?
Tell the AI what to change — "add a budget dropdown" or "remove phone number" — and it edits the form instantly. Every field type above can be added, removed, or relabeled through the chat interface.
Key features of this vendor and supplier evaluation form template
Everything you need to launch this form in minutes, share it with your team, and collect submissions reliably.
Multi-criteria scoring
Five weighted dimensions — quality, delivery, pricing, communication, compliance — captured as 1-5 ratings so you can sort vendors by composite score, not opinions.
Multi-stakeholder input
Send the same form to procurement, warehouse, finance, and engineering. Each role sees the vendor differently, and the combined view is what matters at renewal.
Evidence attachments
Upload field accepts invoices, delivery photos, QA reports, or correspondence. Disputes about a 2-star delivery score get a lot shorter when there's a photo of damaged pallets attached.
Recurring evaluation cycles
Set the form up once and reuse it quarterly or annually. Past responses stay in your dashboard so you can chart whether a supplier is trending up or coasting toward the door.
Signature for audit trail
Built-in signature field captures evaluator sign-off — useful when ISO auditors ask who reviewed which supplier and when.
Direct export to Sheets
Push every response into Google Sheets in real time. Build a pivot table by vendor, calculate weighted averages, and turn ratings into a renewal recommendation in one tab.
Perfect for
How to use this template
Open the template
Click "Use this template free." Flexform loads the form instantly — no account needed to preview.
Customize with AI
Type what you want to change in the chat: fields to add or remove, rename labels, change field types, or rearrange pages.
Connect & publish
Link to Google Sheets or Slack with one click, then embed on your site or share the link.
Ways to use this template
Annual supplier reviews
Procurement runs every active vendor through the form once a year. Composite scores feed a tiered list — strategic, preferred, conditional, exit — that drives the next year of sourcing decisions and renewal negotiations.
New vendor qualification
Before signing a first contract, send the form to the buyer, the technical owner, and finance. Each rates the trial period independently so you don't lock in a multi-year deal based on one person's first impression.
3PL and freight scorecards
Warehouse leads rate each carrier monthly on on-time delivery, damage rates, and dispute resolution. A trend line over 6 months tells you which lanes need a backup carrier before peak season.
Quarterly business reviews (QBRs)
Collect internal ratings two weeks before the QBR meeting with the vendor. Walk into the meeting with concrete numbers and specific incident notes instead of vague "you've been slow lately" complaints.
ISO and compliance audits
Auditors want documented, signed supplier evaluations on file. The form captures evaluator identity, date, criteria, and signature — exactly what ISO 9001 supplier-control clauses ask for.
Cost-creep investigations
When a category budget overruns, send the form to everyone who touches that vendor. Pricing-fairness ratings combined with attached invoices surface whether costs really rose or whether scope quietly expanded.
Workflow integrations
Connect this form to your existing tools with no middleware. Every submission triggers your workflow automatically.
Real-time sync
Data appears in your CRM or spreadsheet within 1–2 seconds of submission — no cron jobs, no delays.
Conditional routing
Route submissions to different Slack channels, HubSpot pipelines, or Airtable bases based on field values.
Two-way data flow
Pre-fill form fields with CRM data for returning visitors. Update existing records instead of creating duplicates.
Why choose Flexform?
Frequently asked questions
How many criteria should we rate suppliers on?
Five to seven is the sweet spot. Fewer than four and you miss real differences between vendors; more than eight and evaluators rush through and rate everything a 4. The default template gives you five weighted dimensions you can edit.
Can we customize the scorecard for different vendor categories?
Yes — and it takes seconds with FlexForm. Describe the change in plain English ("add security and data-privacy criteria, remove delivery") and the AI rebuilds the form. Save category-specific versions for software vendors, raw materials suppliers, and services contractors.
Who should fill out the evaluation?
Everyone who actually deals with the supplier. The buyer sees pricing, the warehouse sees delivery quality, finance sees invoicing accuracy, and the end user sees product fit. One person rating alone always misses something.
How do we calculate a composite score?
Push responses to Google Sheets via the native integration, then weight each criterion based on what matters most for your business. A pivot table by vendor with weighted-average columns gives you a sortable ranking in one screen.
Can vendors see their own scores?
Only if you choose to share them. Submissions go to your dashboard, not to the vendor. Many procurement teams do share aggregated scores during QBRs — it tends to drive better behavior than keeping ratings internal.
Does it work for one-time vendor selection too?
It does. Use the same form for an RFP shortlist by sending it to your evaluation committee after each demo or sample review. You end up with a structured comparison instead of a meeting where the loudest opinion wins.
How do we share the form with non-technical reviewers?
Send the share link via email or Slack. There's no account or install required — reviewers click the link, rate the vendor on their phone or laptop, and submit. Responses land in your dashboard immediately.
Is it free for small procurement teams?
The free forever plan covers ongoing evaluation work for most small and mid-size teams. You get unlimited forms and a healthy monthly response cap, which is more than enough to run quarterly reviews on a typical supplier base.
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Use this vendor and supplier evaluation form template free
Open the template, customize with AI, connect your tools, and publish — in under 5 minutes.
No signup required · Free forever plan