Your supplier emailed a price increase three months ago. Was it ever approved?

Clover turns supplier price change requests into a structured workflow: submission with justification, review routing, approval with documented rationale, and effective date tracking.

See the price change workflow How the platform works

Suppliers managed in Clover include

Where pricing management breaks down

  • Price changes arrive as emails. Approvals happen as replies. Nobody has the full picture.

    A supplier sends a price increase request to your category manager. It gets discussed in a reply chain. Someone approves it verbally. Three months later, an invoice comes in at the new price and accounting asks: "Was this approved? By whom? When did it take effect?" Nobody's sure.

  • You can't see the pattern, because there is no system.

    This supplier raised prices 8% last year and is asking for another 6% this year. You don't know that because the history is spread across three different category managers' inboxes. There's no view of price change frequency, magnitude, or patterns by supplier, just individual emails.

  • Effective dates are a negotiation, tracked nowhere.

    The supplier says the new price is effective immediately. You negotiate a 60-day implementation. That agreement lives in an email. When the first invoice at the new price arrives 30 days early, you're arguing about a date that neither side can definitively prove was agreed upon.

Structured requests. Documented decisions. Clear effective dates.

Price changes are some of the highest-impact decisions your team makes, and they're almost always undocumented. Clover gives every request the same path, from structured submission to a documented decision with an agreed effective date.

  • Structured submission with justification

    Suppliers submit price change requests through a defined form: affected items, current price, proposed price, effective date, and justification. No more parsing email prose for the actual ask. Every request arrives in the same format with the same required fields.

  • Review with full history and context

    When your category manager reviews a price change request, they see: the supplier's current pricing, their price change history over the past 3 years, and the magnitude of the request. Decisions are informed, not reactive.

  • Effective date tracking and documented decisions

    Approvals carry a documented effective date, reviewer rationale, and any conditions. Rejections include reasoning the supplier can see. When accounting processes an invoice at a new price, the approval record is one click: who approved it, when it takes effect, and why.

No more pricing decisions buried in email threads.

  1. Define your price change process

    Set up the submission form (affected items, current vs. proposed price, justification), approval routing (category manager → director for increases over 5%), and notification rules. Built once, enforced on every request.

  2. Suppliers submit through a structured portal

    A supplier requesting a price change sees a clear form: which items, what change, when they want it effective, and why. No email interpretation needed. The request arrives complete, structured, and ready for review.

  3. Your team reviews, decides, and documents

    Your dashboard shows: 3 price change requests pending review, 1 awaiting director approval, 2 approved with upcoming effective dates. Every decision is documented: approval rationale, rejection reasoning, conditions, and agreed effective dates.

Every industry negotiates pricing with suppliers. Nobody tracks it well.

Foodservice Commodity-driven pricing swings, seasonal adjustments, and contract renegotiations across hundreds of food suppliers, tracked with full context. See foodservice pricing Retail Vendor cost changes, margin impact analysis, and category-level pricing decisions, with a defensible record of what was agreed and when it takes effect. See retail pricing Manufacturing Raw material and commodity-indexed price changes reviewed against history and index data, with effective dates your cost models can rely on. See Clover for manufacturing Corporate Procurement Vendor and service rate increases checked against contract terms and history, with a documented approval before the new rate hits an invoice. See Clover for procurement Healthcare Price changes on devices and supplies reviewed against contract and GPO pricing, with the approval on record before the first invoice arrives. See Clover for healthcare Your industry If your suppliers request price changes and the decision lives in an email thread, this workflow applies. See all solutions

Frequently asked questions

Suppliers submit price change requests through a structured form that captures affected items, current price, proposed price, requested effective date, and justification. Your team reviews each request with full context, including the supplier's price change history. Approvals and rejections are documented with rationale, effective dates, and any conditions.

Yes. Every price change request, whether approved, rejected, or pending, is recorded against the supplier record. Your category manager can see the supplier's price change frequency and the magnitude of past requests. That history is available in one click, not spread across multiple inboxes.

When a price change is approved, the effective date is documented as part of the approval record along with the reviewer's rationale and any conditions. When accounting processes an invoice at a new price, they can verify the approval, who authorized it, and the agreed effective date in one click. There is no ambiguity about when a new price was supposed to take effect.

Yes. You configure approval routing based on your rules, for example, category manager approval for increases under 5% and director approval for anything above that threshold. Requests are routed automatically based on the criteria you set. Each approver sees the full request context and previous approval decisions in the chain.

Suppliers access a structured form through their portal that asks for the specific information you require: which items are affected, the current and proposed prices, the requested effective date, and the business justification. The request arrives complete and structured, ready for review, with no email interpretation needed.

Yes. Clover replaces spreadsheets, email threads, and ad hoc tracking with a single structured workflow. Every request, review, and decision is captured in one system with a complete audit trail. Your team gets a dashboard showing pending requests, upcoming effective dates, and approval status, instead of manually maintaining a tracking spreadsheet.

Yes. Once a price change is approved, the new price and its effective date sync to your ERP through Clover's API, so purchasing and accounting work from the agreed price instead of re-keying it from an email.

See what structured price change management looks like

We'll walk you through a live price change workflow (from supplier submission through review to documented approval) and show you what a complete pricing decision trail looks like.

  • We start with your problems, then show you how Clover would solve them. A real walkthrough with someone who knows procurement operations.
  • Typical deployments cost less than a single procurement coordinator.

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