Who does it: A factory purchase manager (often one person handling all raw materials for SMEs, which employ 60%+ of India's industrial workforce) or a dedicated procurement head at mid-size manufacturers. At large plants, a team of 3-5 people handles sourcing, quality, and logistics separately.
With what:
- Primary tool: a smartphone. A WhatsApp broadcast list of 10-20 known suppliers, sending "requirement + quantity + delivery location" as a text blast, then waiting for 5-10 reply quotes.
- Excel sheet: a live quotation tracker, manually updated, with columns for supplier name, price per unit, delivery date, payment terms, and last verified date.
- Phone calls for negotiation — especially for orders above ₹5 lakh where ₹2-5 per kg difference compounds into ₹50,000-2,00,000 swings.
- Physical market visits for critical orders: buying agents in Mumbai's Abdul Reza Market (steel), Ankleshwar (chemicals), or Delhi's industrial zones.
- Brokers/intermediaries who take 1.5-4% commission on confirmed orders. A ₹10 lakh steel order generates ₹15,000-40,000 in broker fees. The broker's value: they know who has stock, who is desperate to sell, and will hold inventory risk.
- Price opacity: a buyer in Jaipur pays ₹5-8/kg more than a buyer in Mumbai for the same steel grade because they lack Mumbai supplier relationships. The Jaipur buyer doesn't know what the Mumbai buyer pays.
- Time waste: price discovery takes 2-5 days per purchase order. A factory running on 15-day procurement cycles spends 30-40% of that cycle finding and comparing prices.
- Brokerage: 1.5-4% on every order, with zero value added beyond information.
- Inventory holding: buyers over-order by 10-20% because they don't trust supply will be available when needed. Capital sits as inventory.
- Quality ambiguity: when buying from an unknown supplier via a broker, the buyer bears full quality risk. The broker has no skin in disputes.
- Re-quoting the same suppliers every 2 weeks because prices fluctuate but relationships don't auto-update.
- Negotiating payment terms (advance vs. COD vs. 30 days) separately for each order, per supplier.
- Logistics coordination: even after a price is agreed, getting a truck assigned takes a separate round of calls.