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Free template · Preferred supplier list

A preferred supplier list buyers actually follow.

A free PSL template that records, per category, who buyers go to first, on what agreed terms, and when the arrangement is next reviewed. Preferred rows highlight automatically; expired agreements and overdue reviews turn red. Download the Excel workbook and make it policy.
Download the Excel template See the platform

A PSL is a promise: buy here first.

A preferred supplier list concentrates your spend on the suppliers you have vetted and negotiated with, so buyers stop re-solving the same sourcing decision and stop leaking spend to off-list vendors at list prices. The list only works if it is current: terms expire, performance drifts, and reviews get skipped.

This template keeps the commercial side honest: the agreed terms behind each preferred slot, when the agreement expires, the supplier's latest performance score, and when the next review is due. Anything stale highlights itself.

What's in the template

  • Per-category tiers: preferred and approved backup, with dropdowns
  • Agreed terms reference and agreement expiry, red when lapsed
  • Performance score (1-5) with low scores flagged
  • Last and next review dates, red when overdue, plus an owner per row
Download the Excel template

XLSX workbook with tier dropdowns, score validation and automatic highlighting of expired agreements and overdue reviews. Opens in Excel or Google Sheets. Free, no sign-up.

The columns that keep the promise credible.

CategorySupplierTierAgreed termsAgreement expiryScoreNext review
PackagingExample Supplies LtdPreferredPSL-2026-04 rate card2027-03-3142027-01-15
PackagingApproved backup
LogisticsPreferred
Raw materialsPreferred

Or let Supplio keep the list earning its keep.

The spreadsheet records the decision; it cannot police it. Supplio scores every supplier automatically from live signals, chases the document renewals that keep preferred suppliers compliant, and monitors Companies House, The Gazette and the UK Sanctions List daily, so a preferred supplier in trouble surfaces before the next annual review.

See supplier scorecard software

Questions, answered.

What is a preferred supplier list template?+
A preferred supplier list (PSL) template is a structured register of the suppliers your organisation has chosen as the default source per category of spend. A good one records the tier (preferred or backup), the agreed commercial terms and their expiry, the supplier's performance score, and when the arrangement is next reviewed, so the list stays a live commercial control rather than a one-off exercise.
How many preferred suppliers should each category have?+
Typically one to three. The commercial logic of a PSL is concentrated volume in exchange for better terms; spread a category across five preferred suppliers and the volume commitment behind your negotiated rates stops being credible. Keep an approved backup per category for continuity.
How is a PSL different from an approved supplier list?+
The approved supplier list is the compliance gate: everyone cleared to supply you, with due diligence evidence behind them. The PSL is the commercial layer on top: of the approved suppliers in a category, who buyers should use first. Our free approved supplier list template covers the compliance side, and our blog guide to building a PSL walks through promoting suppliers from one to the other.
Export · Q1 pack

Q1 evidence pack

Suppliers · Compliance · Scope 3

247 suppliers·412 audit events·87% Scope 3
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Stop the spreadsheet. Start the workspace.

Two weeks from now you could be exporting a board-ready evidence pack instead of patching a v17 spreadsheet. Transparent UK pricing, Stripe-secured, cancel any time.

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