How SupplierPing works

Export your open purchase orders from wherever you already track them (a spreadsheet, your ERP, your inventory tool) as a .csv or .xlsx file, and drop it in on the Upload page. Use your own headers; the next step lets you map them to the information SupplierPing needs.

Don't have a file handy? Click "Or use sample data instead" to see the whole flow with realistic example orders first.

PO number, supplier name, supplier email, and item are required. The rest are optional:

• • PO Number
• • Supplier
• • Supplier Email
• • Item
• • Order Date
• • Promised Date
• • Status
• • Quantity
• • Unit Price

It guesses which of your file's columns match each one and shows a real example value underneath so you can confirm at a glance. Nothing is guessed silently. Fix any dropdown that guessed wrong, then click Import.

Quantity and unit price aren't required, but when both are present SupplierPing computes each order's total value, used for the spend and exposure totals on Growth and Unlimited plans (see pricing).

Every imported order lands on your dashboard, automatically sorted into one of four states:

Overdue: Past its promised date. Follow up for a current delivery commitment.

Due soon: Promised within the next few days. Worth a nudge now, before it's late.

Unconfirmed: No promised date on file yet. The supplier hasn't confirmed when it'll ship.

On track: Promised date is far enough out that no action is needed yet.

Open an order from Needs attention. SupplierPing prepares a professional, order-specific email. You can edit the subject or body freely while it's a draft. When it reads the way you want, click Approve.

Approving locks the wording in. It doesn't send anything yet. That's a separate, deliberate step.

Click Send to supplier and the email goes out to the address on the order. SupplierPing never contacts a supplier by itself: nothing leaves your account without you clicking Send on that specific order. Connect Gmail in Account so this actually reaches your supplier. Once sent, the order's Last Contact and Next Follow-up dates update automatically, so you always know what's already been chased and what's next.

Suppliers reply by email without creating an account. SupplierPing reads that reply, figures out what it actually means (a firm date, a delay, a delivery, a status change), and shows you a plain one-line suggestion with a single button to apply it. Nothing changes on the order until you click that button. A copy of the reply also lands in your own connected Gmail, so you keep your own record.

Prefer to enter it yourself, or the supplier called instead of emailing? On the order page you can always set the status and promised date directly, or tell the assistant what was said (for example, "this will ship next Friday"), and it records the same update.

To fix a mistake in the order's own record (wrong email, wrong item, wrong quantity), use Edit details on the order page, or ask the assistant to fix it, separate from recording what the supplier told you.

Updates refresh pending follow-up wording so old dates are not chased. Mark received or cancelled orders as closed to remove them from your active queue. Export a filtered view to reconcile changes with your spreadsheet or ERP.

Due follow-up drafts are prepared when you visit the dashboard. Sending still requires your approval.

Every order you record builds a real track record for that supplier. Open Suppliers to see who ships close to on time, who typically needs two or three rounds of follow-up before they confirm, and where your money is actually concentrated. It is built entirely from your own order history, not a guess, and it gets more accurate the longer you use SupplierPing.