Suppliers: documents/certificates link + notes

What you’ll learn

How to use the Documents/Certificates link and Notes fields on supplier cards so your sourcing work stays organized and easy to review.

Why these two fields matter

Supplier sourcing gets messy because information ends up spread across:

WhatsApp chats
email threads
Google Drive links
PDFs/photos
scattered notes

These two fields solve that:

Docs/Certificates link = one reliable place to find supplier proof and files
Notes = your running log of decisions, quotes, and conversations

Documents/Certificates link (what to store here)

Use this field for a single link that points to your supplier’s supporting files.

Common examples:

certificates (quality, compliance, testing reports)
product spec sheets
catalogs
packaging references
inspection reports
sample photos/videos folder

Best practice

Store the actual files in your file system (Google Drive / Dropbox / Notion / etc.), then paste one folder link here.

That way:

your supplier card stays clean
anyone on your team can access the latest documents

Recommended folder naming

Use a consistent structure like:

D2C Lab / Suppliers / [Product Name] / [Supplier Name]

Example:

D2C Lab / Suppliers / Garlic Press / ABC Metals

Notes (what to write here)

Notes is your “source of truth” for supplier context.

Use it to capture:

A) Quote history (quick timeline)

“Quote 1: ₹X/unit, MOQ 500”
“Quote 2 (after negotiation): ₹Y/unit, MOQ 300”

B) Negotiation terms

lead time changes
payment terms
packaging changes
incoterms discussion

C) Quality confidence

“Sample #1: handle weak”
“Sample #2: good finish, approved”

D) Communication + reliability signals

“Replies within 2 hours, very clear”
“Delayed replies, unclear on specs”

E) Decision notes

“Chosen as winner because best balance of cost + lead time”
“Not selected: MOQ too high”

A simple notes template (copy/paste)

Use this as a consistent format:

Last update:

Latest quote:

MOQ / Lead time / Incoterms:

Sample status:

Key notes:

Next action:

Best practices

Keep notes short and scannable (one line per update).
Always update notes when:
- price changes
- MOQ changes
- sample feedback happens
- you set/unset a winner
Use the docs link as your “one link” rule (avoid adding 5 separate links in notes).

Add and manage suppliers (Suppliers tab)
Suppliers: cards, pricing fields, scoring, compare, winner
Choosing a winner (trophy / winner toggle)
Compare suppliers (up to 3)