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Many buyers spend as much effort getting materials moved as getting them bought. A purchase order goes to one supplier, a truck is booked from another party, and the site waits while the two are matched. Sourcing with delivery joins the two into one order.
This guide explains how that works, what to ask a supplier, and which documents to expect.
How sourcing plus delivery works
The flow has five steps.
- Requirement. You share the material, specification, quantity, delivery point and date.
- Sourcing. The desk gets offers from approved suppliers against your specification.
- Order. You approve the supplier, the specification and the landed price.
- Delivery. SSL moves the material to your site by road.
- Documents. You receive the supplier invoice, test certificates and proof of delivery.
The split of roles is simple. The supplier is responsible for the material itself: its specification, its quality certificates, its warranties, and any licence the material requires. SSL is responsible for sourcing the offers, planning the delivery and giving you one point of contact. Read more on our materials sourcing and trading service.
Who it suits
- Project sites that need materials delivered to a schedule
- Plants that want to consolidate purchase and freight into one order
- Buyers in regions where SSL already moves freight
The delivery side runs on the same road network that serves our transport customers. SSL has operated since 1951, arranges 76,000+ truck hires a year, and works from 110+ branches and offices to 2,000+ destinations.
What to ask a supplier
Before you approve an offer, ask:
- Specification. Which grade or standard does the material meet? Is it stated on the invoice or certificate?
- Certificates. Will a test certificate or quality certificate come with each lot? Where a product falls under a Bureau of Indian Standards requirement, ask for proof that it complies.
- Quantity and tolerance. Is the quantity exact, or is there a tolerance by weight or count?
- Packing. How is the material packed for road transport? Bundles, bags, pallets, coils or loose?
- Loading. Who loads at the supplier’s site, and is equipment available for heavy pieces?
- Lead time. When is the material ready to dispatch, not just when it is “in stock”?
- Warranty. What does the warranty cover, and who do you call if a lot fails?
Landed price, not ex-works price
Two offers can look different at the factory gate and the same at your site, or the other way round. A supplier further away may quote less for the material but cost more to deliver. Comparing offers on landed price, which is material plus delivery to your site, shows the real cost of each option.
Ask for the landed price to be broken into material and delivery, so you can see what drives the difference.
Documents to expect
| Document | Who issues it | Why it matters |
|---|---|---|
| Tax invoice | Supplier | Your purchase record and input tax credit, under Rule 46 of the CGST Rules |
| Test or quality certificate | Supplier | Proof the lot meets the agreed specification |
| E-way bill | Supplier or transporter | Required for goods above the value threshold in Rule 138 of the CGST Rules |
| Consignment note | Transporter | The carriage record under the Carriage by Road Act, 2007 |
| Proof of delivery | Transporter | Confirms receipt at your site, with any remarks |
Our GST and e-way bill guide and our guide to the lorry receipt explain these in more detail.
Choosing how it moves
Once the order is approved, the delivery is planned like any other load. A large quantity that fills most of a truck usually goes as a full truckload, direct from the supplier to your site. A small lot may travel as part-load. Our FTL vs PTL guide explains how to choose.
Common mistakes
- Approving an offer on ex-works price without the delivery cost
- Accepting “equivalent” material without a written specification
- Not asking for certificates until the material has arrived
- Forgetting to confirm loading arrangements at the supplier’s site
- Giving a delivery date without stating unloading hours and site access
Checklist
- Material and specification written down, with the standard or grade
- Quantity, tolerance and packing agreed
- Delivery point, date, unloading hours and site access shared
- Offers compared on landed price
- Certificates and warranty terms confirmed before approval
- E-way bill and invoice details checked before dispatch
To start, send your requirement through our request for quotation or request a quote with the material, quantity, delivery point and date.
Figures for Safe & Secure Logistics are for FY2025-26 from our booking register. How each one is counted is on the Facts and sources page.