How to Have an Efficient Call with Suppliers

So, you just submitted a quote form online for the product or service you need for your business. Now what?

You might be dreading a handful of phone calls from phone numbers you don’t recognize, and having to speak with salespeople. Or maybe you expect to soon get some emails from different suppliers, giving you their prices. But really, what you’re probably hoping for is a compact list of exact prices from the best suppliers, letting you choose without speaking to anyone.

What many buyers don’t know when they’re filling out a quote form is the importance of real, open and honest communication with suppliers. Even if it’s easier, choosing a supplier based on a simple price quote with no direct communication is a bad idea. Why? Well, for starters you have no idea about the quality of the product/service, customer service, or how they’re coming up with that number without first knowing your needs. Secondly, by speaking with a few suppliers, you’ll gain a better understanding of the overall market rate for certain items so you know you’re getting the best deal. And third, most high-quality suppliers don’t offer price quotes without hearing from you first!

There’s no need to fear calls with suppliers! We have a guide to help you have the most efficient call with suppliers:

Explain your “must-have’s”

Getting suppliers on the phone is your chance to be proactive about your buying experience – let them know what your expectations are and what your highest priorities are. Filling out a quote form online can only communicate so much to the supplier – the phone call can reassure you that the supplier will be able to deliver on your priorities. This is also why it’s a good idea to make a list of your highest priorities before you fill out a form, so you can emphasize them when you speak with the suppliers you’re choosing from.

After sharing those priorities, fill the supplier in on your “must-have’s,” and what you would need to see from them in order to do business with them. For instance, is it a “must-have” for you to keep your budget below $100 monthly? Do you need included maintenance every other month? Do you need to try samples of coffee to make sure the quality is up to par? Or maybe you want to see real-time photos of the storage container before renting. Whatever is at the top of your list, make sure they know so you can both get the most out of the business relationship.

Go through these steps with the different suppliers your quote request service puts you in touch with. 3-5 different comparisons is a great place to get started. Create a chart or jot down some notes about the way each supplier responds to your questions and concerns – as well as how effectively they communicate and seem to care about your needs, in general – so you can easily evaluate the pros and cons when you’re done. By the way – PTi  you with up to 5 suppliers, so that you’re not juggling too many phone calls or faced with a difficult decision. You can stick with only the top suppliers that can service your needs.

Remember these conversations are extremely valuable when buying! Speaking to a person over the phone makes it more likely that your basic needs, concerns, and problems will be heard and solved as best that they can. Rather than relying on the Internet or yourself alone, phone calls save you time in the long run, prevent a great deal of confusion when trying to decide what to buy, and set you up for high satisfaction after you’ve completed the purchase. You want to try to find a win-win solution, where your needs as well as the supplier’s needs are met, so you can enter into a healthy and mutually beneficial business relationship.