How to source reliable suppliers in India: a step-by-step guide

Finding a supplier is easy. Finding one that is genuine, can actually make what you need, and will still be there for your second order — that is the hard part. This is the workflow we use, broken into six steps you can follow for almost any product or service.

Step 1 — Define the requirement precisely

Most bad sourcing starts here. A vague requirement ("need SS racks, send price") produces vague, slow, non-comparable quotes. Before you contact anyone, write down the exact item, quantity, specification (grade, dimensions, standard, tolerance), delivery location, and timeline. The cleaner this is, the faster and more comparable your quotes will be. Our free RFQ generator builds this for you, and how to write an RFQ walks through it.

Step 2 — Build a shortlist of real candidates

Cast wider than one channel:

• B2B directories — huge reach, but be ready for a wave of calls. See B2B directory alternatives for why, and how to manage it.
• Search and maps — for local or specialised suppliers, a focused Google search plus their own website often beats a directory listing.
• GeM, trade associations, and cluster bodies — strong for verified, category-specific manufacturers.
• Referrals — ask peers who buy the same thing. A warm reference is worth ten cold listings.

Aim for around ten candidates; you will lose most of them to vetting.

Step 3 — Vet before you talk price

Do not waste time negotiating with a business that cannot deliver. Verify the GSTIN, check company filings, confirm they manufacture (not resell) your item, and get two references. The full checklist is in how to vet a supplier in India. A ten-minute check here saves a lost advance later.

Step 4 — Get comparable quotes

Send every shortlisted supplier the same RFQ so their quotes line up. Then compare on landed cost, MOQ, lead time, and payment terms — not just the headline unit price. How to compare supplier quotes shows how to normalise them.

Step 5 — Place a safe first order

Keep the advance small, tie the balance to dispatch or a pre-dispatch inspection, and confirm the bank account name matches the registered business. Watch for the common fraud patterns in how to avoid supplier scams.

Step 6 — Build the relationship

Your second order is where the value compounds: better terms, priority in a rush, and a supplier who already knows your spec. Keep records of what each supplier quoted and delivered, and concentrate volume with the ones who perform.

A faster path

Running all six steps for every requirement takes real time. If you would rather skip the legwork, post one requirement and we source, vet, and negotiate — then send you a clean comparison of quotes from genuine suppliers. Free to post, and you deal with the supplier directly.