, , , , , , ,

Supplier Partnerships: Best Practices for Nonprofits Working with Suppliers

In the nonprofit world, partnerships are essential—not only with donors and community stakeholders, but also with the supplier partners who help deliver everything from fundraising campaigns to event production, IT systems, training, marketing, and more.

While suppliers may not be part of your team on paper, the reality is: when nonprofits and suppliers work well together, great things happen. Deliverables are smoother, relationships are stronger, and your mission is better supported.

Here’s how to make those relationships work—and why treating your suppliers like true partners pays off in the long run.

1. Start with Clear Expectations

From the outset, be transparent about what you need, when you need it, and what success looks like. A well-written brief that includes timelines, budget range, audience insights, and deliverables is one of the best gifts you can give a supplier.

Best Practice:
Hold a kick-off meeting and invite your supplier into the strategic conversation. They’ll do a better job when they understand why the work matters—not just what needs to be done.

2. Respect Their Time and Process

Suppliers are professionals with multiple clients and projects on the go. Just like your internal team, they have workflows, schedules, and deadlines to juggle.

Best Practice:
Avoid last-minute requests where possible. Build in adequate lead time for approvals, feedback, and iterations. And if your internal processes are likely to delay things (e.g., board sign-offs), communicate this early.

3. Be Honest About Budget and Constraints

Nonprofits often operate under tight budgets, and good suppliers understand that. But transparency is key. Being upfront about what you can afford—and what you can’t—helps your supplier propose realistic options that still meet your goals.

Best Practice:
If you’re working with limited funds, ask your supplier to help you prioritise deliverables or find phased approaches. You might be surprised how creative they can be when they understand the full picture.

4. Foster Two-Way Communication

Treat your suppliers as collaborators, not vendors. Welcome their ideas and feedback, and be open to suggestions that might improve the final result—even if it challenges your initial thinking.

Best Practice:
Set up regular check-ins during the project timeline. Use these to review progress, troubleshoot, and adjust as needed. This keeps everyone aligned and reduces the chance of unpleasant surprises.

5. Give Constructive Feedback—Promptly

If something isn’t quite right, let them know—respectfully and quickly. Delayed or vague feedback can slow down a project and frustrate both sides.

Best Practice:
Frame feedback around the brief and objectives. Be specific, and where possible, offer examples of what you like or don’t like.

6. Pay Suppliers Promptly and Professionally

Suppliers are businesses too. Late payments can strain relationships and make suppliers hesitant to work with you again.

Best Practice:
Agree on payment terms up front—and honor them. If delays are unavoidable, communicate early and clearly about when payment will be made.

7. Acknowledge and Celebrate Supplier Contributions

Suppliers are often behind the scenes—but that doesn’t mean their efforts go unnoticed. A simple thank you, a testimonial, or a public shout-out can go a long way in showing appreciation.

Best Practice:
If a supplier goes above and beyond, nominate them for a supplier excellence award or refer them to others in your network. Building goodwill means your best partners are more likely to say yes the next time you need them.

Conclusion

Supplier relationships aren’t just transactional—they’re partnerships that can have a lasting impact on your nonprofit’s success. By communicating clearly, planning ahead, and building trust, you create a foundation for mutual respect, quality outcomes, and a more sustainable path to fulfilling your mission.

Remember: when you treat your suppliers like strategic allies, everyone wins—especially the communities you serve.