Most smoke shop owners get played by vendors because they don’t have a system. They buy whatever the rep pushes, they overpay for “exclusive” products, and they never track which suppliers are reliable and which ones are bleeding them dry.
Here’s the no‑BS truth: your vendor list is the backbone of your smoke shop. It decides your margins, your inventory flow, and whether you can compete when the shop down the street is slinging the same products.
If you’re running your shop without a clean, organized vendor list—you’re already losing. Let’s fix that.
Why You Need a Vendor List
1. Stops You From Getting Hustled
Reps will promise the world. A vendor list keeps you grounded because you know exactly what you’ve paid before, what terms you’ve been offered, and who’s full of it.
2. Builds Buying Power
When you can say, “I bought 12 cases last quarter at X price from Vendor A,” you suddenly have leverage with Vendor B.
3. Cuts Down on Chaos
Instead of digging through emails and invoices every time you reorder, you’ve got one document that tells you what to order, from who, and at what price.
4. Makes Staff Training Easier
When you step back from day‑to‑day ordering, your staff can use the vendor list as a playbook. No guesswork, no rookie mistakes.
What Goes in a Vendor List
Basic Information
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Company Name
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Sales Rep Name + Contact
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Phone / Email / Website
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Ordering Process (email, online portal, phone)
Product Categories
Break your list down by what they supply:
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Glass & Accessories
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Vapes & Disposables
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Hemp / Delta Products
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Kratom / Botanicals
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General Merchandise (lighters, grinders, rolling papers)
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Store Supplies (bags, displays, cleaning products)
Buying Details
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Case Pack Sizes – Know the minimums.
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Wholesale Price – Always log exact unit cost.
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MAP Policy – Some brands won’t let you advertise below a set price.
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Terms – Net 30, prepaid, COD, etc.
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Shipping Costs – Free over $X? FOB?
Performance Notes
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Reliability – Do they ship on time?
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Quality – Do products match samples?
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Return Policy – Can you return defective units?
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Hot Sellers – Mark SKUs that move fast from this vendor.
How to Build the List
Step 1: Gather All Vendors
Pull invoices from the last 6–12 months. Every supplier you’ve paid goes on the list.
Step 2: Organize by Category
A vendor who sells you both glass and wraps? Great—list them in both categories so you don’t forget.
Step 3: Standardize the Details
Always include case pack, unit cost, terms, shipping rules. Don’t rely on memory.
Step 4: Rate Performance
After each order, update:
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Did it ship on time?
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Any shortages?
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Did customers actually like the product?
Step 5: Trim the Fat
Vendors who don’t deliver or who nickel‑and‑dime you? Cut them. Keep your A‑list tight.
Common Mistakes Smoke Shop Owners Make
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Chasing New Vendors Every Week
Stick with vendors who deliver consistently. Don’t get blinded by the “new hot thing.” -
Not Tracking Prices
If you don’t know last month’s unit cost, you’ll never catch when prices creep up. -
Overlapping Vendors
If you’ve got three suppliers for the same wraps, consolidate and buy deeper from the cheapest, most reliable one. -
No Contact Notes
If you can’t remember which rep handles your account, you’re not running your business—you’re winging it.
Example Vendor Entry
Vendor: ABC Glass Supply
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Rep: Mike (mike@abcglass.com, 555‑222‑1111)
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Category: Glass / Accessories
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Ordering: Online portal
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Case Pack: 12 units
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Wholesale Price: Avg $8.50/unit
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Terms: Net 15
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Shipping: Free over $500
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Notes: Good on shipping, one bad batch in March but replaced quickly. Recycler rigs sell out fastest.
Final Word
Your smoke shop is only as strong as your vendor list. Without one, you’re bleeding money and wasting time every time you reorder.
Smart shop owners treat their vendor list like a playbook—it’s tight, it’s organized, and it saves them from mistakes that lazy competitors make every damn day.
Stop letting vendors run your shop. Start running them.