Vendor management is an essential part of keeping inventory costs controlled and ensuring your team has reliable access to high-quality products. Because vendors sell their solutions every day — and practices purchase only occasionally — teams should approach each conversation with structure, clarity, and confidence.
Preparing to Interview Vendors
Before scheduling a meeting:
Select 3–4 vendors to compare—not just one
Schedule meetings within the same week for consistency
Identify the top 2–3 workflows or problems you’re trying to solve
Share your goals with the vendor ahead of time to avoid generic sales pitches
Prepare 5–10 targeted questions related to your practice needs
Know what reports, integrations, and data you require
Meeting Attendees may include the Vendor Lead, DVM/Owner, and—if the workflow affects them—a CSR or assistant.
A Sample 30-Minute Vendor Meeting Structure
3 minutes – Introductions and purpose: “We’re evaluating software to reduce admin time by 20%.”
12 minutes – Walk through two real workflows completely
12 minutes – Ask structured questions
3 minutes – Confirm next steps and request deliverables (contract, pricing, total cost of ownership)
Reviewing Agreements
Before signing any contract, ensure a trusted advisor reviews:
Term length and renewal terms
Pricing structure and any ability for the vendor to change it
Your volume commitments or exclusivity requirements
Vendor performance guarantees and how they are tracked
Cancellation options
Negotiation Strategy
Before negotiating, determine:
Non-negotiables (equipment, service level, pricing)
What commitments your practice can realistically make
Future usage changes (e.g., adding doctors, new diagnostics)
Whether joint marketing initiatives or rebates are part of the partnership
Tracking Commitments
If a vendor agreement includes performance benchmarks — yours or theirs — track them monthly. Assign responsibility to the Vendor Lead and Practice Owner, and store signed contracts in a shared location. Add renewal reminders 30 days prior to notice periods to prevent accidental automatic renewals.
