Compare supplier quotations on the same basis

Check that the offers describe the same purchase

Put the original quotations side by side and check the specification before the price. Materials, grade, usable quantity, packing, tolerances, lead time, sample approval, and warranty can differ even when the product names look identical. Record each difference as a question for the supplier. A lower price for a different specification is not evidence of a cheaper equivalent offer.

Choose one required quantity and one delivery point for the comparison. If a supplier’s price only applies above its minimum order, show that condition instead of multiplying the price by a smaller quantity. Record whether a carton price refers to inner packs, individual pieces, or net weight.

• Use the buyer’s required specification as the comparison baseline.
• Keep minimum order and price-break conditions visible.
• Separate confirmed differences from unanswered questions.

Normalize without losing the originals

Convert compatible units and currencies into one comparison basis, but retain the supplier’s original figures. Use a dated exchange rate and record any bank spread that has been included. A price per tonne and a price per kilogram can be compared mathematically; a price per litre and a price per kilogram also need a reliable density assumption.

Do not rank offers with missing essential costs as though those costs were zero. Add the freight, insurance, handling, inspection, and delivery charges needed to reach your chosen endpoint. Mark estimates clearly. The result should distinguish a fully costed offer from a provisional scenario that still needs a freight quotation.

Read the delivery and payment terms

An Incoterms rule, named location, and edition help identify the parties’ delivery responsibilities. The rule is only one part of the agreement. Payment timing, product acceptance, title, remedies, and dispute handling still need their own terms. Ask suppliers to clarify an offer that says only FOB, CIF, or delivered without identifying the relevant place.

Make a small comparison matrix with specification fit, total known cost, missing charges, delivery schedule, payment milestones, and evidence reviewed. Keep commercial judgement separate from numerical ranking. A supplier offering better sample conformity or a workable production schedule may deserve consideration even when its quoted unit price is higher.

Use questions to improve the offers

Send each supplier a short list of its unresolved points and request a revised, dated quotation. Ask whether the stated lead time starts at deposit, artwork approval, or another event. Confirm packaging and whether samples represent the final production specification. For a changed bank account, verify the change through a previously established contact channel before taking any payment action.

Save each version instead of overwriting it. The selected offer should be traceable to the agreed specification and the latest accepted terms. Use Traderoz’s comparison tool to create an internal decision sheet, then use the RFQ builder when you need to request comparable information from more suppliers.

• Treat the lowest complete cost as one decision input.
• Do not infer reliability from price or an unreviewed badge.
• Keep rejected and superseded quotations for the project record.