Thousands of Contacts? Smart Ways to Clean & Update Your Supplier Database

If you have a database of thousands of supplier contacts, managing it manually can be difficult, if not impossible — especially when it’s full of duplicates, inactive vendors, and outdated details. That’s why it’s important to regularly clean and update the database so that your time isn’t wasted and communication reaches the right vendors.

First, use the “Remove Duplicates” feature in Excel or the CRM tool to identify duplicate entries. Then add a “Status” or “Last Verified” column in which you write when you last spoke with the supplier. Vendors who have not been contacted in 6-12 months can be tagged temporarily inactive.

You can check the validity of contact emails using email verification tools like Mailtester, Clearout or CRM integrations. If you have a calling team, start verifying 10-20 random contacts on a weekly basis. With a little effort, your supplier database can become a trusted, clean and action-ready asset that will be useful in long-term procurement decisions.

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