How to Find a Supplier for a Store

A supplier should be assessed not only by the purchase price. Product availability, stock replenishment speed, the number of defects, money tied up in inventory, and the store’s ability to fulfill customer orders without delays all depend on the supplier.

Before you start searching, define which product you need, in what quantity, and how often. Then find several potential suppliers, compare their terms, check the companies and product documents, and place a test order. In modern retail, when choosing a supplier, businesses usually consider the minimum order quantity, delivery times, payment terms, delivery costs, and the ability to replenish stock consistently.

First define what kind of supplier you are looking for

Do not start your search with the query «buy goods wholesale». First, define your purchasing requirements. Otherwise, it will be difficult to compare offers: one supplier may offer a lower price but require you to buy several months of stock in advance, while another may be more expensive but ship small batches within two days.

Before searching, define:

which categories, brands, models, or product characteristics you need;
which assortment should be permanent and which can be tested in small batches;
how many units of each product the store actually sells per month;
what volume of the first test order you are ready to place;
how often you need to replenish stock;
how many days the store can wait for delivery;
how much money can be tied up in inventory at the same time;
what shelf life is required for food products, cosmetics, and other products with a limited period of use;
whether a warranty is needed;
which documents the supplier must provide for a specific product category;
whether you plan to sell only in a physical store or also through a website and marketplaces;
whether direct delivery to the customer under a dropshipping model is needed.

The more precisely these requirements are defined, the less time will be spent negotiating with companies whose terms do not suit you from the start.

Who can supply goods to a store

Manufacturer

Buying directly from a manufacturer reduces the number of intermediaries in the supply chain. This can provide a lower purchase price and the ability to negotiate specific product characteristics, packaging, or a regular production schedule.

At the same time, it is often more profitable for manufacturers to work with large batches. You need to clarify the minimum quantity of one product, the minimum order amount, the production cycle, and shipment times. A lower price will not help the store if you have to buy six months of stock to get it.

Official distributor or importer

A distributor is a company that supplies a manufacturer’s products in a specific market or territory. It may have a local warehouse, organized logistics, warranty service, documents for imported products, and dealer terms.

Before purchasing branded goods, you should check whether the company really has the right to represent the manufacturer. The simplest option is to find the partner in the list of distributors on the brand’s official website or receive confirmation directly from the manufacturer.

Wholesale supplier

A wholesale company buys goods from manufacturers, importers, or other suppliers and resells them to stores. Unlike a manufacturer, a wholesaler may offer dozens of brands and categories at the same time.

For a small store, this is often convenient: several product groups can be replenished with one order, without having to meet each manufacturer’s minimum requirements separately. You need to compare the price, minimum order amount, assortment, warehouse availability, and delivery times.

Dropshipping supplier

With dropshipping, the store accepts the customer’s order, while the goods are stored by the supplier and shipped to the customer after the sale. This model reduces the need to invest money in your own stock, but increases the store’s dependence on the partner’s stock accuracy and speed of work.

In addition to the standard supplier check, you need to ask about the frequency of stock updates, order confirmation times, packaging, returns, exchanges, tracking number transfer, and the procedure if the product runs out after the customer has already placed an order. Minimum orders, delivery times, and return rules remain critical parameters even in dropshipping.

Intermediary or sales agent

An intermediary may represent one or several manufacturers or search for products for a specific order. Working through an intermediary is not a problem in itself. What matters is understanding who actually sells the goods, who receives the payment, who is responsible for delivery, and on what authority the representative acts.

Where to look for suppliers in Ukraine

Official websites of manufacturers and brands

If you already know the brand you need, start with its official website. Look for sections for dealers, wholesale buyers, partners, or a list of official distributors.

If there is no public list, write to the manufacturer and ask for the contact of the company responsible for wholesale supplies in Ukraine.

Search by specific product

Use specific queries: the product group name, brand, city, or words such as «manufacturer», «wholesale», «distributor», «importer».

Do not limit yourself to the first search results. A high website ranking does not mean that the company is a manufacturer or an official importer. Find the seller’s legal name, company registration code, or sole proprietor details and check them separately.

Ukrainian marketplaces and B2B catalogs

Prom.ua has wholesale offers and separate dropshipping offers, so the marketplace can be used as one of the channels for finding potential suppliers. The presence of a seller on a marketplace does not replace checking the company, the goods, and the contract terms.

Catalogs of Ukrainian manufacturers

To find a local manufacturer, you can use government and industry catalogs. For example, the «Made in Ukraine» platform contains lists of Ukrainian manufacturers and goods. Such a catalog should be used as a source of contacts, while wholesale cooperation terms should be clarified directly with the company.

Industry exhibitions and professional events

Look not only for the exhibitions themselves, but also for published lists of participants. This allows you to prepare a list of manufacturers and importers in a specific product category in advance.

At an event, you can immediately see the products, get a price list, clarify the minimum order, production times, and dealer cooperation terms.

Product label and packaging

If you found the required product in retail, study the information on the packaging. It may indicate the manufacturer, importer, or business entity responsible for placing the product on the market. You can use these details to find the company and contact it about wholesale cooperation.

Foreign manufacturers

For direct imports, look for the manufacturer or its export department, not just a seller on an international marketplace. Ask whether the company supplies goods to Ukraine, what the minimum order volume is, under which delivery terms it operates, and which documents it provides.

The product price must include international and domestic delivery, customs duties, broker services, insurance, labeling, conformity assessment, or other expenses if they are required for the specific product. Only after that can you compare imports with purchasing from a local distributor.

What to ask a supplier before negotiating the price

Send the same list of questions to several companies. This way, offers can be compared using the same parameters.

What is the wholesale price and what does it depend on?
Are there different prices depending on purchase volume?
What is the minimum quantity of one product?
What is the minimum amount of the entire order?
Is it possible to place a small test order?
Which products are always in stock and which are supplied to order?
How much time passes from order to shipment?
Which delivery methods are available and who pays for delivery?
What are the prepayment or deferred payment terms?
How often does the price list change and how does the supplier notify about new prices?
What happens to an already confirmed order after a price change?
How is the return of defective or incorrectly shipped goods processed?
Who pays for delivery during a return?
Which product documents are provided?
Is there a warranty and who provides warranty service?
Can the price list and stock balances be received in an Excel file or another structured format?
Does the supplier provide product photos and characteristics, and allow their use on the website?
Are there restrictions on selling through marketplaces, a company website, or in a certain territory?

Separately, ask for an up-to-date price list and an example of the documents that will arrive together with the delivery.

How to check a supplier before payment

Check registration details

A legal entity or sole proprietor can be checked through the Unified State Register. Compare the name, company registration code or tax number, business status, and other available information with the details in the contract and invoice. The official USR portal is intended specifically for obtaining information about legal entities and sole proprietors.

Check tax status if it affects the purchase

Tax registers are available in the State Tax Service Electronic Cabinet, including the VAT payer register. The State Tax Service also publishes information about businesses with tax debt. For certain business partner checks, information is available in the Electronic Cabinet.

Tax debt alone does not prove that a company will fail to deliver. It is one signal that should be assessed together with other data.

Check sanctions

For significant contracts or work with importers, check the company and related counterparties in the State Sanctions Register. The data in this register is open and allows searching for persons subject to sanctions.

Check who you are paying

The payment recipient’s details must correspond to the counterparty with whom the purchase is being arranged. If a company manager asks you to send a significant prepayment to another legal entity, an unfamiliar sole proprietor, or a personal card, first clarify the legal basis for such payment.

Confirm distributor status

If the supplier calls itself an official representative of a brand, verify this through the manufacturer. This is especially important for appliances, electronics, professional equipment, and other goods where the supply channel affects warranty service.

Check the warehouse or product

Before making a large prepayment, ask for a sample, place a test order, or arrange to inspect the goods. For a significant purchase, it is reasonable to inspect the warehouse personally or organize a video check of the specific batch.

A product photo in a catalog does not confirm that the required quantity is available in the warehouse.

Which documents to request from a supplier

There is no universal «quality certificate» that every product must have. Requirements depend on the product category.

Before the first purchase, determine which documents are needed specifically for your product:

primary documents confirming the business transaction;
a declaration of conformity or another document if the product falls under the relevant technical regulation;
warranty documents for goods that come with a warranty;
documents and labeling required by the rules for the specific category;
documents of origin or import documents if they are needed for the specific product or business process;
documents on safety and traceability where required by law.

The basis for accounting for business transactions in Ukraine is primary documents with the legally required details.

For food products, check traceability

A store that works with food products must be able to determine from which market operator the products were received. The State Service of Ukraine on Food Safety and Consumer Protection directly indicates the mandatory traceability of food products according to the «one step back — one step forward» principle. For certain market operators, requirements for state registration of facilities or an operating permit also apply.

When receiving food products, check the batch, shelf life, storage conditions, packaging integrity, and data required for traceability.

Do not compare suppliers only by the price in the price list

The same purchase price can result in different actual cost.

Total purchase cost = product price + delivery + insurance + customs and broker expenses + labeling or conformity assessment expenses + other expenses directly related to receiving the batch.

For a local purchase, the formula may be shorter, but delivery, defect handling, and other expenses still affect the economics.

Also consider the minimum batch. Supplier A may sell each unit cheaper but require an order of 500 units. Supplier B sells at a higher price but allows ordering 50. If the store sells 20 units per month, the discount from the first supplier may turn into excess stock.

A large MOQ increases the amount of money tied up in stock, so the purchase discount should be assessed together with the product’s sales speed.

Start with a test batch

The first purchase of a new product or work with a new supplier is better tested with a small order if the supplier’s terms allow it.

A test delivery allows you to check:

whether the actual product matches the sample and description;
whether the supplier correctly completes the order;
how long delivery actually takes;
how the product is packaged;
what percentage of defects there is;
whether the prices in the documents match the agreed price list;
whether all required documents are provided;
how the supplier resolves shortages or defects;
how the product sells in your store.

After the test, you can increase purchasing of items with stable demand and avoid investing additional money in products that sell slowly.

What to record in the supplier contract

Agreements in a messenger are not enough for regular significant purchases. The main terms must be recorded in the contract and documents for specific orders.

Define:

the subject of supply and the method for agreeing on the specific assortment;
the price or the procedure for determining it;
whether taxes and additional expenses are included;
the minimum order;
the order confirmation procedure;
the delivery time;
the place and method of delivery;
the moment when risks related to the goods transfer;
the procedure for acceptance by quantity and quality;
the deadline for reporting shortages or visible defects;
warranty terms;
the procedure for returning or replacing defective goods;
who pays for return delivery;
payment terms and deadlines;
the credit limit for deferred payment;
the procedure for price changes;
the list of documents the supplier transfers together with the goods;
the procedure for ending cooperation.

Additional rules are needed for dropshipping

Separately agree on:

how the store receives up-to-date stock balances;
how quickly the supplier confirms an order;
how the product is reserved;
on whose behalf the shipment is made;
what packaging the customer will see;
how the tracking number is transferred;
what happens if the customer refuses the order;
who accepts returns;
how the parties exchange customer data and who has access to it.

How to receive a delivery correctly

Do not post a batch to inventory only according to the invoice. First compare the actual delivery with the order and documents.

During receiving, check:

the number of packages and the integrity of transport packaging;
SKUs, models, sizes, colors, and other characteristics;
the number of units;
purchase prices;
barcodes;
series and batches, if they matter for the product;
shelf life;
external condition;
completeness;
documents.

Discrepancies are better recorded before the goods are placed in the warehouse and start being sold. Otherwise, after a few days, it is difficult to determine whether there was a shortage in the delivery or whether the goods were already moved or sold.

How to determine when to reorder goods

Purchasing should be tied to sales speed and delivery time, rather than done when the shelf is already empty.

For a basic calculation, you can use:

Reorder point = average sales per day × delivery time in days + safety stock.

For example, if a store sells an average of 4 units per day, the supplier delivers the goods in 5 days, and the safety stock is 10 units, a new order should be formed at approximately 30 units remaining.

For seasonal products, the average value should be calculated for the relevant period. Sales of winter shoes in summer will not help correctly calculate purchasing for the beginning of the season.

How to evaluate a supplier after cooperation begins

After several deliveries, the decision on further cooperation should be based not on the manager’s promises but on actual results.

Track:

meeting deadlines — how many deliveries arrived on the agreed day;
delivery completeness — how much of the ordered goods was actually received;
defect rate — the number of defective units relative to the whole delivery;
picking errors — wrong models, sizes, colors, or quantities;
purchase price stability;
speed of resolving claims;
number of document errors;
actual time from order to receipt;
turnover of this supplier’s goods;
sales performance of the supplier’s goods.

One useful indicator is the share of orders that the supplier fulfilled on time and in full:

On-time complete deliveries = number of orders received on time and without shortages ÷ total number of orders × 100%.

If the supplier’s price is low but part of the orders constantly fails to arrive, the store has to urgently look for goods elsewhere. Formal savings in purchasing then create additional operating costs.

When a backup supplier is needed

For goods without which the store regularly loses sales, it is advisable to know at least one alternative supplier. Especially if the main partner has a long production period, imports goods, or periodically cannot provide the required volume.

It is not necessary to constantly split purchases between several companies. This may reduce the wholesale discount. It is enough to check an alternative in advance, get a price list, and understand how long backup supply will take.

Which payment terms are used in ongoing cooperation

Prepayment

The store pays before the goods are shipped. For a new supplier, this is the riskiest scheme for the buyer, especially with a large batch. Before making a significant prepayment, check the counterparty and start with a test order.

Partial prepayment

The store pays part of the amount when placing the order and the rest before shipment or after receipt. This scheme is often used for goods manufactured for a specific order.

Deferred payment

The supplier ships the goods, and the store pays for them within the agreed period. This reduces the store’s need to finance stock with its own money, but requires precise control of deadlines and debt.

For regular cooperation, agree on a credit limit: the maximum amount of unpaid deliveries after which new goods are not shipped.

Goods paid for after sale

The parties may agree on a model where payment depends on the actual sale of the received goods. The specific legal structure, ownership rights, reporting deadlines, return of unsold goods, and settlement procedure must be defined in the contract.

Factoring

Factoring should not be reduced to an ordinary «deferred payment through a bank». It is a separate financing mechanism related to a monetary claim. It may be used when the supplier needs to receive funds earlier than the buyer actually pays for the delivery. The terms and cost of such financing must be assessed separately.

How to control purchases and settlements with suppliers in Torgsoft

After choosing a supplier, it is important to transfer the agreements into inventory accounting: record receipts, purchase prices, stock balances, orders, and payments.

In Torgsoft, a supplier card is created for the supplier. When a batch is received, the goods are posted through the «Goods Receipt» document. In the receipt invoice, you can specify the supplier, the number of the supplier’s invoice, and purchase prices. An invoice from Excel can be imported, and additional expenses, including delivery or customs clearance, can be allocated to the cost of goods.

For regular stock replenishment, the program has supplier order creation. During calculation, stock balances and sales can be taken into account, while the purchase price and calculated quantity of goods to be ordered are visible. A saved order has an execution status: the goods have not yet been received, have been partially posted, or have been fully posted. Based on the order, a receipt invoice can be created and the actual quantity of received goods can be adjusted.

If the store regularly receives supplier price lists, Torgsoft has the «Supplier Warehouse» option, which allows uploading data on supplier goods, prices, and stock balances and using them to form orders.

For financial control, you can use the balance and settlements with suppliers: view total debt, the history of receipts, payments, and returns, and generate a reconciliation statement. For goods whose payment depends on sale, a separate analysis of sold goods and the amount owed to the supplier is provided.

The program also allows analyzing product balances by supplier. This helps see how much money is invested in a specific partner’s goods and which items remain in stock.

A detailed list of tools is collected in the material about working with suppliers in Torgsoft.

What to check before the first large order

You know the supplier’s legal name and details.
The company or sole proprietor has been checked in state registers.
If this is an official distributor, its status has been confirmed.
It has been checked which documents are needed for this specific product category.
An up-to-date price list has been received.
The minimum order for the product and the entire batch is known.
Actual availability has been clarified.
The delivery time is known.
The cost and method of delivery have been agreed.
The procedure for shortages and defects has been agreed.
It is clear who fulfills warranty obligations.
The total purchase cost has been calculated, not only the price from the price list.
The batch volume corresponds to the real sales speed.
The payment details correspond to the counterparty.
The main cooperation terms are documented.
A test order has been placed if possible.
The supplier has been created in the accounting system, and it has been defined how receipts, orders, and payments will be recorded.