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Free Supplier Management System (Excel, KES): supplier directory and price comparison

The wholesalers who buy best keep their suppliers organised, not scattered across phone contacts and WhatsApp. This free supplier system pulls it together: a directory with each supplier's terms and lead time, a products-and-prices sheet to compare who sells what at what price, and a purchase history that totals your spend with each supplier.

Choose free basic or KES 500 premium · opens in Excel or Google Sheets
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • Supplier directory with payment terms, lead time and computed spend
  • Products and prices per supplier with a Cheapest flag per product
  • Purchase history that totals spend, last order and order count
  • Spend-by-supplier table so you see where your money goes
  • KES throughout; only the yellow cells accept typing
  • Works in Excel, WPS or Google Sheets, on a phone too

The tabs

  • Start Here (guide)
  • Suppliers
  • Products & Prices
  • Purchases
  • Summary

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • A dashboard with spend by supplier and a live price comparison, drawn as bars
  • A deeper analysis of spend by payment terms and a supplier scorecard
  • A printable A4 supplier profile for any supplier
  • Kiswahili labels alongside English (Muuzaji, Bei, Malipo)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On Suppliers, list each one with a contact, phone, email, KRA PIN, payment terms and lead time, and their total bought, last order and order count fill in from your purchases. On Products & Prices, record who sells what at what price, and a Cheapest flag marks the best price for each product. On Purchases, log every purchase and it drives each supplier's totals.

The Summary gives you total spend and a spend-by-supplier table. Yellow cells are your only inputs. The premium version adds a dashboard that, for any product you pick, lines up every supplier's price and names the cheapest, plus a spend analysis by payment terms and a printable A4 supplier profile. Opens in Excel, WPS or Google Sheets.

Do it online instead

Track suppliers, stock and money with Biashara Yangu

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Request a custom template or Excel service →Email info@leadafrik.com

Frequently asked questions

Is the basic version free?

Yes. The basic supplier system is free to download and keep. The premium upgrade, with a dashboard, a live price comparison, a spend analysis and a printable supplier profile, is an optional KES 500.

Can I compare prices between suppliers?

Yes. On Products & Prices a Cheapest flag marks the lowest price on file for each product. The premium dashboard goes further, letting you pick a product and see every supplier's price side by side with the cheapest named.

Does it track my spend with each supplier?

Yes. Every purchase you log adds to that supplier's total bought, last order date and order count, so you always know who you rely on most and can negotiate from real figures.

Tools & templates you may need

Purchase Order Tracker →Stock Reorder Calculator →Wholesale Inventory Management →Sales & Invoicing System →Customer Credit Tracker →Daily Cash Flow Tracker →Business Profit Dashboard →Delivery & Dispatch Log →VAT & Tax Tracker →Biashara Yangu — free shop-books app →All templates →

Available in English, with Kiswahili labels in the premium version. Need it in another language, or a custom build? Email info@leadafrik.com.