How Does the Scouting Process Work?

Scouting typically follows a structured process:‍

1. Need Identification
Define the product/service requirements, expected volumes, certifications, and delivery terms.‍

2. Market Research
Explore local and global markets using databases, trade fairs, supplier platforms, and recommendations.‍

3. Supplier Shortlisting
Evaluate suppliers based on criteria such as pricing, capacity, compliance, location, and innovation level.‍

4. Initial Qualification
Request basic company data, financials, product information, or certifications (e.g. ISO, ESG credentials).‍

5. RFx Process Initiation
Once qualified, selected suppliers can be invited to participate in a formal Request for Information (RFI), Proposal (RFP), or Quotation (RFQ).

Digital Supplier Scouting Tools

Traditional scouting (e.g. cold calls, trade fairs) is time consuming and limited. Today, procurement teams use:

• Supplier directories & B2B platforms
• AI-driven scouting tools that match suppliers based on capabilities, sustainability criteria, or past performance
• Digital procurement platforms (like Mercanis) that offer scouting, onboarding, and evaluation in one workflow

Scouting vs. Sourcing - What's the Difference?

Scouting focuses on exploration. Goal is to find potential new suppliers.
Sourcing focuses on selection Goal ist o choose the best supplier based on detailed evaluation & negotiation.‍

Scouting is upstream: it feeds the sourcing pipeline by identifying new candidates. Sourcing happens downstream: it involves formal selection and contracting.

Conclusion: Scouting as a Strategic Procurement Lever

Supplier scouting is not just a one-time task, it's a continuous process that helps procurement stay agile, competitive, and aligned with evolving market demands. In a globalized and volatile environment, effective scouting ensures access to the right suppliers at the right time and the right price.