User guide
Recruiting Suppliers
SupplierExpress Administrator's Guide
45
Planning a Recruitment Strategy
1
Define the supplier profile. Suppliers who invoice more than a few times per year receive
the most benefit from SupplierExpress.
▪ Will you invite all suppliers or a subset of suppliers?
▪ Do you have contact information for those suppliers?
2
Create an invitation list, which includes:
▪ Contact names and email addresses.
▪ Mailing addresses and phone numbers if your supplier recruiting includes postal mail
or phone reminders.
▪ Contact numbers for future reference.
3
Define the communications plan.
▪ Select the communications vehicles to use:
▪ Send email (the fastest and most direct way to inform and recruit suppliers).
▪ Incorporate messages into checks, postal letters, phone calls, voice mailboxes.
▪ Include web links in all communications.
▪ Use other existing communications vehicles, for example, notices on your
website, Facebook or Twitter.
▪ Decide on the timing to use:
▪ Establish how often you will send out invitations and reminders, based on the
selected delivery mechanism. For example, send email once a week for three
weeks.
▪ Use the SupplierExpress reminder feature to follow up with supplier contacts.
▪ Follow up with responders and non-responders.
▪ Maintain a status log.
To see sample invitations, reminders, confirmation messages, email, letters, phone scripts,
and check supplements, go to Communications samples on page40.
4
Set up a plan for your internal communication users to help in recruiting suppliers.
Introduce them to SupplierExpress; encourage them to recruit AR contacts through
personal contact, email, or posting information on your company intranet.
▪ Line-of-business users
▪ Purchasing/procurement users
▪ Other buyers
▪ Those who manage and communicate with suppliers
5
Track communication and recruitment.
▪ Use SupplierExpress to track which suppliers are invited, which suppliers accepted,
and which suppliers have not yet responded.
▪ Review this data weekly and adjust your recruitment strategy accordingly.
6
Contact Kofax for additional help.
Kofax can also provide guidance about establishing an approach or strategy, solving
problems, and sending out batch mailings.