At Ruby Sourcing & Procurement, our Supplier Verification service provides a structured, evidence-based approach to qualifying manufacturers and suppliers before you commit to production or payment. We verify supplier legitimacy, operational capacity, quality systems, and export readiness—so you can reduce risk, protect your brand, and build a reliable supply chain with confidence.
Whether you are onboarding a new supplier or re-validating an existing one, our verification process helps identify red flags early, confirm capabilities against your requirements, and support informed sourcing decisions with clear documentation and reporting.
Our Step-by-Step Supplier Verification Process
1) Requirement & Risk Profiling
We begin by confirming your sourcing objectives and supplier requirements, including product category, target pricing, certifications, compliance needs, lead times, and risk tolerance.
2) Business Legitimacy Verification
We validate the supplier’s legal identity and operational status by reviewing registration details, ownership information, and business documentation to confirm the entity is legitimate and active.
3) Facility & Capability Assessment
We evaluate whether the supplier can reliably manufacture your product at the required volume and standard. This includes reviewing production equipment, staffing levels, process flow, and capacity planning.
4) Quality Management & Compliance Review
We assess quality controls and management systems (e.g., ISO practices where applicable), inspection procedures, traceability, and defect handling to verify consistent output and accountability.
5) Product & Documentation Validation
We review technical specifications, materials, labeling/packaging requirements, and relevant compliance documentation to ensure alignment with your market and industry expectations.
6) Export Readiness & Trade Experience Check
We confirm export history, shipping capability, documentation handling, and the supplier’s ability to support international logistics, including HS code awareness and required paperwork.
7) Verification Report & Recommendation
You receive a clear, structured report summarizing findings, identified risks, and a recommendation (Approve / Conditional Approve / Not Recommended), with next steps to proceed safely.
Supplier Verification Checklist
Identity & Legitimacy
- Verified business registration and legal entity details
- Confirmed operating address and contact authenticity
- Ownership and company profile reviewed
- Red-flag checks (inconsistencies, missing documentation, suspicious activity)
Capability & Operations
- Production capacity assessed against your volume requirements
- Equipment, workforce, and process flow reviewed
- Lead-time feasibility evaluated
- Consistency and scalability indicators identified
Quality & Compliance
- Quality control procedures reviewed (incoming/in-process/final checks)
- Defect handling and corrective action process assessed
- Material traceability and documentation reviewed
- Certification claims validated where applicable
Export & Reliability
- Export experience confirmed
- Shipping documentation capability reviewed
- Communication responsiveness and professionalism assessed
- Pricing structure and payment terms evaluated for risk
What You Receive
- Supplier verification summary and risk rating
- Key findings and supporting evidence
- Actionable recommendations to proceed safely
- Optional next steps: sample review, quality inspection, trial order support
Reduce Supplier Risk Before You Commit
Verify your suppliers with confidence before placing orders or releasing payments. Our structured verification process helps protect your business from fraud, quality issues, and supply chain disruption.
Supplier Verification Packages
Basic Verification
Best for initial supplier screening
Includes:
- Business registration verification
- Company identity and legitimacy check
- Basic risk assessment
- Summary verification report
Recommended for: Early-stage supplier evaluation and first contact screening
Standard Verification
Most popular option
Includes:
- Full business legitimacy verification
- Production capability assessment
- Quality management process review
- Export readiness and trade experience check
- Detailed verification report with recommendations
Recommended for: Active sourcing, sample approval, and pre-order validation
Premium Verification
For high-value or long-term sourcing
Includes:
- Comprehensive supplier verification
- In-depth operational and quality system review
- Enhanced risk analysis and mitigation recommendations
- Priority handling and extended reporting
- Optional on-site factory audit coordination
Recommended for: Large orders, private-label products, or long-term partnerships
Optional Add-Ons
- On-site factory audit
- Sample inspection and testing coordination
- Trial order monitoring
- Ongoing supplier performance tracking
Frequently Asked Questions (FAQ)
How long does the supplier verification process take?
The standard supplier verification process typically takes 3–7 business days, depending on supplier responsiveness, documentation availability, and the scope of verification required.
What information do you need to start verification?
We typically require the supplier’s company name, contact details, product category, and your sourcing requirements. If available, any prior documentation or samples can further accelerate the process.
Can you verify suppliers we already work with?
Yes. Supplier verification is often used to re-validate existing suppliers, especially before scaling production, introducing new products, or renewing long-term contracts.
Does verification include factory visits?
Physical factory visits can be arranged as an optional add-on or included in higher-tier packages, subject to location and scope.
Will you share a formal report?
Yes. Every verification includes a structured verification report outlining findings, identified risks, and a clear recommendation.
Is supplier information kept confidential?
Absolutely. All supplier and client information is handled under strict confidentiality and is never shared without authorization.