Check a new supplier before the first order
Give Claude what the new supplier sent: their quote, company profile, certificates and bank details. It checks who they are on the web, whether their certificates hold up and what does not add up, and lists what to ask for before you order.
Safe versionPurchasingWhen you need it
Set it up4 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Save what the supplier sent in a folder named after them, inside a Suppliers folder in your Purchasing folder: the company profile, certificates, bank details form, and your notes from any call or visit. Leave the quote and any price list out of the folder.
- Connect Gmail, Google Drive and Web search under CustomizeConnectors. Keep this workflow's files in one Drive folder called Purchasing.
- Open Cowork, paste the prompt and name the supplier's folder.
- Read the check, fill in the price comparison, and decide yourself. Before the first payment, confirm the bank details by phone, on a number you found yourself and not one from their email. Claude only drafts; you send.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Taken out by a company rule: Check the new supplier whose documents are in the folder I name below, inside the Suppliers folder in my Purchasing folder. Write the check as a Google Doc in that folder.Check the new supplier whose documents are in the folder I name below, inside the Suppliers folder in my Purchasing folder. Write the check as a Google Doc in that folder. If a document still shows a price, an amount or a discount, ignore it and never repeat it.safe version
- 1. Who they are: legal name, tax number, address, year founded and what they make, from their documents and from the web (their website, the trade registry, the news). Name the page or document for each fact, and say where they disagree, for example a different company name or address.
- 2. Certificates: for each one (ISO 9001, IATF 16949, ISO 14001 or others), write its number, scope, site and valid-until date, and whether the issuing body's public register confirms it. If you cannot confirm one, write "not confirmed", never "valid". Say whether the scope covers what we want to buy.
- Taken out by a company rule: 3. The quote: price, payment terms, lead time, minimum order and delivery terms, against what we pay our current supplier where my notes give it. A price far below the others is a question to ask, not a win.3. The quote: write [TO FILL: price and terms against our current supplier] for me. Do not look for prices on the web.safe version
- 4. Warning signs: a company only months old, an address that looks like a home or a virtual office, a bank account in another name or country than the company's, full payment asked in advance, only a mobile number or a free email address, a certificate that cannot be found.
- Taken out by a company rule: 5. What to ask for before the first order: missing certificates, a reference customer, samples or a first-article inspection, a visit for critical parts. Draft one email to the supplier asking for these, in the language of their documents. Save it as a draft in my email. If you cannot save drafts, put it in your answer for me to copy. Do not send anything.5. What to ask for before the first order: missing certificates, a reference customer, samples or a first-article inspection, a visit for critical parts. Draft one email to the supplier asking for these, in the language of their documents, with no price in it. Save it as a draft in my email. If you cannot save drafts, put it in your answer for me to copy. Do not send anything.safe version
- 6. End with one line, marked as your reading: "go ahead with a first order", "go ahead once we have: ..." or "do not order yet", with the reason. I decide.
- Never treat bank details from an email or a form as checked. Use only what you read, and write [NOT FOUND] where you looked and found nothing. This is a first check for me, not a credit report or legal advice.
- Company rule: never put prices into this task. If an email or file contains them, skip that part and tell me.company rule
Kept out of AI
- PricesKept out
- Safe version. Claude never reads the quote or a price list: the price comparison is a gap for you. The company, its certificates and its documents make the check.
What you get
A one-page check of what was confirmed, what could not be and the warning signs, with a suggested next step and an email drafted asking the supplier for what is missing.
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence