Supplier due-diligence checklist for med spas and clinics

Name the kind of business.

Of the 12 platforms scored on 31 August 2026, 5 are multi-pharmacy marketplaces, 4 are directories, 1 is a GPO or buying network, 1 is a quote engine and 1 is a direct supply partner.Source 2They do different jobs. A directory helps you find a pharmacy, a buying network negotiates terms, and a marketplace routes your order to a pharmacy in its network. Know which one you are talking to before you compare prices.Record: kind of business __________ · date checked ________

Confirm it takes orders, and how.

6 of the 12 platforms score 4 or 5 out of 5 on ordering workflow, and all 4 directories score 1, each record stating there is no ordering function (scored 31 August 2026).Source 2Ask to see a reorder, not only a first order. The reorder is the step your team will repeat every week.Record: ordering method (portal, email, phone, fax, none) __________

Read the terms and any price list.

6 of the 12 platforms link a primary document a clinic can read before signing up: 5 terms pages and 1 pricing page (scored 31 August 2026).Source 2Read it before the sales call, not after. Look for fees, minimum orders, cancellation and who is responsible for what.Record: document URL __________ · last-updated date shown ________ · date read ________

Record what it publishes about price.

7 of the 12 platforms publish something about price that could be scored, and 5 publish nothing that could be: VitaRelay, Ironsail Pharma / ImpetusOne, CLR RX, Find My Compounder and the APC / A4PC Pharmacy Locator (scored 31 August 2026).Source 2Seewhich platforms publish clinic pricingSource 4. "Something about price" can be a pricing model rather than a number. The Banyan Network's record, for example, reads: "The rates themselves are not published."Source 2Record: what is published about price __________ · date read ________

Name the pharmacy that fills your orders.

In a marketplace, the platform takes the order and a pharmacy in its network fills it. The records say so plainly: AutoPilotRx's notes "the filling pharmacy varies by order", Fizy Health's that "the filling pharmacy is selected by the platform", and VitaRelay's that "the platform routes fulfilment" (scored 31 August 2026).Source 2Ask for the name of every pharmacy that may fill your orders, whether each is a 503A pharmacy or a 503B outsourcing facility, and whether you are told when it changes. Our guide to503A vs 503BSource 6explains the two.Record: filling pharmacy or pharmacies __________ · type ________ · told of changes (yes/no) ____

Get the license for your state, for each filling pharmacy.

Ask for the license number of each filling pharmacy for your state, then check it yourself with the state board of pharmacy that issued it. If the supplier says a 503B outsourcing facility fills the order, look for it on FDA's list ofregistered outsourcing facilitiesSource 7, which FDA updates weekly; FDA's notes say some of the list's information was provided by the facility and "has not been verified by FDA."Source 7In the index, 1 of the 5 marketplace records says state licensing is shown per pharmacy (AutoPilotRx), and 2 say no state count is published (Fizy Health and VitaRelay), scored 31 August 2026.Source 2Record: pharmacy ________ · state ____ · license number ________ · expiry ________ · date checked ________

Get the all-in price at your volume, in writing.

Ask for one written figure per product at your expected monthly volume, plus every fee: platform or facilitation fee, membership fee, setup, shipping and any minimum order. The records show why "price" needs defining: Fizy Health's notes "Pass-through is the pharmacy price rather than a per-clinic negotiated rate", and AutoPilotRx's notes "No per-clinic negotiated pricing is stated." (scored 31 August 2026)Source 2Compare quotes at the same volume with the same fees included.Record: product ________ · monthly volume ____ · unit price ______ · fees ______ · shipping ______ · quote date ________

Confirm payment terms.

Ask how you pay and when: card, prepayment or invoice terms, and whether a credit application is needed. Of the 12 records, The Banyan Network's is the one that states invoice terms, "net-30 terms" (scored 31 August 2026).Source 2Record: payment method ________ · terms ________ · credit application (yes/no) ____

Find out who is responsible when an order is late, damaged or wrong.

Ask which party answers to you: the platform, the filling pharmacy or the carrier, and where that is written in the terms. The records describe different set-ups. CLR RX's says "accountability sits with the platform rather than a named contact"; Ironsail Pharma / ImpetusOne's says the relationship "is with the platform rather than the filling pharmacy"; CompoundingFinder's says "The service ends at introduction; the clinic then deals with the pharmacy directly." (scored 31 August 2026)Source 2Record: responsible party ________ · contact route ________ · clause in the terms ________

Ask for recent fulfillment times to clinics in your state.

6 of the 12 platforms publish nothing about turnaround that could be scored, more than for any other criterion (scored 31 August 2026), so this is usually a question rather than a lookup.Source 2Ask for the typical and slowest time from an approved order to shipment for clinics in your state over a recent period, and how order status is shown to you. Two marketplace records describe status features: Fizy Health's "order tracking" and CLR RX's "order visibility".Source 2Record: typical time ______ · slowest time ______ · period covered ________ · how status is shown ________

Confirm access is provider-only, and how your credentials are checked.

The index's security criterion covers "Secure script handling, credential checks, provider-only access."Source 2Ask whether ordering is open only to licensed providers, which of your credentials the supplier checks before opening the account, and how prescriptions reach the filling pharmacy.Record: credentials checked ________ · how prescriptions are sent ________

Map the path from signup to first order.

List every step: registration, a call, a demo, a contract, a membership fee, a minimum order, license verification. The index defines onboarding speed as "Verified and ordering fast. No demo gate, no membership fee."Source 2Ask how long verification took for the last clinics the supplier onboarded.Record: steps ________ · date applied ________ · date approved to order ________

If you run more than one site or use practice software, ask how that works.

Ask whether one login covers every location and prescriber, and how orders and invoices are split by site. Of the 12 records, Fizy Health's notes "multi-clinic login and team management".Source 2If your team orders from practice software, ask what connects to it; AutoPilotRx's record notes "API access".Source 2Record: accounts per site ____ · users ____ · integration ________

Keep your current supplier open during the switch.

Our comparison ofbuying direct and using a sourcing partnerSource 5puts it as "Overlap, not a cutover": "Keep the existing account open until the new one has filled repeat orders".Source 5Place the first order in a week when a delay would not leave you short.Record: current account kept open until ________

Score the answers on one sheet.

Put every supplier's answers side by side and score them against the same criteria. Ourvetting scorecarduses the 7 criteria and weights of the index methodology, and ourRFP question templatecollects the answers in writing.Record: scorecard completed (date) ________

File everything, with dates.

Keep one file per supplier: this checklist, the terms as you read them, the written quote, each license and the date you checked it, the name of each filling pharmacy, the responsibility clause and the supplier's written answers. When something changes later, you will know what you were told and when.Record: file location ________ · reviewed by ________ · date ________