Vendor Scoring Matrix

Purpose: Objectively compare candidates for each vendor category Use: Fill in scores after each vendor meeting/call

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Scoring template (per vendor)

For each candidate, score 1-10 on each criterion. Multiply by weight. Total = weighted score.

Despachante scoring

Criterion	Weight	Candidate A	Candidate B	Candidate C
Fee (lower = better)	25%
Experience in cosmetics	20%
References verifiable	15%
Communication speed	15%
Flexibility (cancellation, terms)	10%
Local presence (Asunción)	10%
Chemistry / trust	5%
TOTAL	100%

Contador scoring

Criterion	Weight	Candidate A	Candidate B	Candidate C
Monthly fee (lower = better)	20%
E-commerce experience	20%
RUC amendment experience	15%
Import knowledge (DINAVISA)	15%
References verifiable	10%
Communication speed	10%
Office in Asunción	5%
Chemistry	5%
TOTAL	100%

Imprentas scoring

Criterion	Weight	Candidate A	Candidate B	Candidate C
Price (lower = better)	25%
Quality (samples shown)	20%
Lead time	20%
MOQ flexibility	15%
Design support	10%
Discretion experience	5%
Local pickup	5%
TOTAL	100%

Courier scoring

Criterion	Weight	Candidate A	Candidate B	Candidate C
Price (lower = better)	30%
Coverage (all PY)	25%
Tracking online	20%
Delivery time (real)	15%
Insurance	5%
Customer service	5%
TOTAL	100%

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Decision rules

When scores are close (within 10%)

Choose by: 1. Gut feel (in-person meeting is informative beyond numbers) 2. Communication quality (faster responses = better service) 3. References (verified > unverified)

When scores are very different (>20%)

Choose highest scorer. No debate.

When all candidates score poorly

Reject all + search more. Don't settle.

When cost is 30%+ higher than budget

Negotiate first. Many vendors will lower for guaranteed recurring work.

When vendor is "perfect but unavailable for next 2 weeks"

Wait if launch can wait. Don't compromise on quality.

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Negotiation tactics

Tactic 1: "I have 2 other quotes"

"Gracias por la propuesta. Estoy evaluando 2 alternativas. Tu tarifa está en línea pero [competitor] ofrece [X]. ¿Pueden mejorar?"

Tactic 2: "Long-term commitment for better rate"

"Si contrato 6 meses de servicios con vos, ¿podrías ofrecer una tarifa fija con descuento de 10-15%?"

Tactic 3: "Bundle pricing"

"Si contrato [despachante + contador] con vos / tu estudio, ¿hay descuento por bundle?"

Tactic 4: "Pay upfront for discount"

"Si pago 6 meses anticipados, ¿podrías darme un 10% adicional?"

Tactic 5: "Trial period"

"¿Podríamos hacer 1 mes de prueba con tarifa reducida? Si funciona, contrato 6 meses."

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After selection: engagement letter template

Key clauses to include

1. SCOPE
   - Services provided (specific list)
   - Out of scope (what's not included)

2. FEES
   - Monthly retainer (if any)
   - Per-service fees
   - Out-of-pocket expenses (DINAVISA fees, courier, etc.)
   - Payment terms (net-15, net-30, etc.)

3. TERM
   - Start date
   - End date (or month-to-month)
   - Cancellation terms (30 days written notice)

4. CONFIDENTIALITY
   - Sarah's customer data stays private
   - Vendor won't share business info with competitors
   - Vendor won't contact Sarah's customers directly

5. SERVICE LEVEL
   - Response time SLA (e.g., 24h WhatsApp)
   - Escalation path
   - Performance reviews (quarterly)

6. OWNERSHIP
   - Sarah owns customer relationships
   - Sarah owns product content (descriptions, photos)
   - Sarah owns brand identity (logo, colors)

7. LIABILITY
   - Vendor errors: vendor pays fix cost
   - Sarah errors: Sarah pays
   - Mutual errors: split

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Last updated: June 26, 2026