Knowing how to find good suppliers is half the job. The other half is finding out, before paying for the first order, whether that company really exists, does what it says and will deliver on time. The first filter takes two minutes: look up the supplier's CNPJ and CNAE and check that the registration status is active and that the registered activity matches what they sell. This guide shows the full path, from defining what you need to the pilot order.
Before you search: write down what you need
Many companies start their search by price and only later discover that the cheap supplier cannot handle the volume, does not issue the invoice the right way or does not deliver to their region. To avoid this, write down on a sheet of paper, before any contact, what the supplier has to meet.
- Specification: the exact product or service, with dimensions, materials, standards or the expected service level.
- Volume and frequency: how much you buy per month and whether there are peaks at any time of year.
- Lead time: how many days after the order you need to receive it and how much delay your operation can handle.
- Terms: payment method, invoicing terms, freight and who is responsible for damage.
- Tax requirements: type of invoice, the tax regime that affects your tax credits and the documents your own customers require from you.
- Price range: the maximum amount that keeps your margin healthy.
With this list, every conversation with a supplier becomes shorter. You ask what matters and quickly rule out those who do not fit.
Where to find suppliers
There is no single place. The best results usually come from combining two or three channels, because each one brings a different type of company.
Referrals from people who already buy
Ask customers, partners and companies in the same industry that do not compete directly with you. Those who already buy the same item know who delivers and who strings you along. A referral comes with a track record, and that is worth more than any ad. Also ask the opposite: who they stopped buying from, and why.
Associations, trade unions and industry bodies
Business associations, employers' unions, state industry federations and Sebrae usually keep company directories, hold industry meetings and know the suppliers in the region. It is worth calling and asking directly: "I am looking for someone who manufactures this item; do you know any members who could help?".
Industry trade shows and events
Trade shows bring many suppliers together in one place and let you see products, samples and teams. The cost is high once you count registration, travel and days away from the company, so go with your list of needs and schedule conversations in advance.
Searching by economic activity
Every CNPJ has a main activity registered under a CNAE code. If you know the activity of the companies that manufacture or provide what you are looking for, you can build a list of candidate companies from the Brazilian Federal Revenue Service's public data and from tools that organize it. It is the same method used to prospect customers, just in reverse.
Business rounds
In a business round, companies declare what they offer and what they are looking for, and the organizers suggest short conversations between those with a good fit. For buyers, it is a way to talk to several potential suppliers in a short time, with no travel when the round is online. See how a business round works to find out whether the format suits your search. It is one more channel, not a substitute for the checks that follow.
B2B marketplaces and catalogs
Platforms that list suppliers help broaden your search, especially for standardized items. The downside is that anyone can sign up. Treat the listing as a starting point and run all the checks before buying.
How to check whether a supplier is reliable
With three to five candidates in hand, start filtering. The order below goes from the quickest to the most time-consuming, so you do not waste time on those who fail the very first test.
1. CNPJ registration status
Check that the CNPJ is active. Statuses such as inapta (irregular), suspended or closed indicate a problem with the Federal Revenue Service and, in practice, a risk for you: an invoice from an irregular company can cause headaches in your own accounting. Also check the legal name and the trade name. If the name in the registry has nothing to do with the name the salesperson used, ask why.
2. A CNAE that matches what they sell
A company registered as a clothing retailer that offers industrial maintenance services deserves a question. There may be an explanation, because many companies have secondary activities registered, but the code needs to make sense for what is being sold. It also affects the invoice they are able to issue.
3. Time in the market, company size and address
The opening date shows how long the CNPJ has existed. A new company is not the same as a bad company, but it calls for more caution with volume and lead times. Check whether the declared company size matches the volume you need and whether the address fits the operation: a factory registered at a small office suite may be outsourcing production, and you want to know that.
4. Clearance certificates and outstanding issues
Request or look up the federal tax clearance certificate and, depending on the case, the state, municipal and labor ones. For larger contracts, checking for protested bills and lawsuits helps you see whether the supplier is in financial difficulty. A supplier short on cash tends to deliver late, cut quality or disappear in the middle of the contract.
5. References from current customers
Ask for two or three current customers with a profile similar to yours and call them. Ask about lead times, quality, how the supplier solves problems and whether they would buy again. Be wary of anyone who cannot name a single reference.
6. Public reputation
Search for the company name and CNPJ on complaint websites, social media and Google. An isolated complaint does not say much. A pattern of identical complaints, such as recurring delays or difficulty getting refunds, says a lot. Also notice whether the company responds and resolves them.
7. Sample, visit or video call
For products, ask for a sample. For services, ask for a small trial or a similar case already delivered. If the contract is significant, visit them or hold a video call showing the operation.
| What to check | What to look for | Warning sign |
|---|---|---|
| Registration status | Active CNPJ | Inapta (irregular), suspended or closed |
| CNAE | Activity consistent with the offer | Activity unrelated to what they sell |
| Certificates | No significant debts | Outstanding tax or labor issues |
| References | Customers who confirm lead times and quality | No customers to refer you to |
| Reputation | Problems resolved when they arise | Repeated complaints with no response |
Compare proposals by total cost
Ask for proposals based on the same specification so you can compare them fairly. Then add up everything that affects your cash flow, not just the unit price:
- freight and insurance;
- payment terms, which affect your working capital;
- minimum order and the cost of keeping idle stock;
- taxes you can or cannot use as credit;
- the cost of a delay or a return for your operation.
The cheapest supplier on the price list can be the most expensive at the end of the month if a late delivery stops your production.
Start with a pilot order
Even after all the checks, do not move all your demand to a new supplier at once. Place a smaller order and observe:
- whether the delivery arrived within the agreed lead time;
- whether the quality matched the sample;
- whether the invoice was correct;
- how communication went when a question came up;
- how they reacted to a request for an adjustment.
If the pilot goes well, increase the volume gradually. If it goes badly, you lost little and learned a lot.
Put the agreement in writing
For recurring purchases, a simple contract avoids arguments later. It should state what will be delivered, by when, to what quality standard, what happens in case of delay or defects, how exchanges work and how each side can end the relationship. If you have legal questions, ask a lawyer or your accountant for help; your accountant can also advise on the tax side.
Warning signs that call for a pause
- Excessive pressure to close and full payment upfront with no justification.
- A bank account in the name of an individual or of another company.
- A price far below what everyone else charges, with no clear explanation.
- Reluctance to send documents, samples or references.
- CNPJ data that does not match what the salesperson told you.
None of these signs proves fraud on its own. But each of them deserves a direct question before any payment.
Keep a network of suppliers, not just one
Depending on a single supplier leaves your company exposed to any problem they have. Ideally, you should have at least one approved alternative for critical items, even if you buy little from it. Staying in touch with other companies in your industry, exchanging referrals and meeting new people regularly helps a lot with this. It is the side of business networking that few people use: it helps you buy better as much as it helps you sell.
Summary of the process
Define what you need, search through more than one channel, filter by CNPJ and CNAE, check certificates and references, compare by total cost and start with a pilot order. It seems like a lot, but in practice it takes a few days and saves months of losses with the wrong supplier.
If you want to talk to companies that declare what they offer and what they are looking for, your company's first online business round is on us: all you need is an active CNPJ, once per CNPJ. See the upcoming business rounds and register your company.