01
Put the quotations on one specification
A quote is an offer for a defined scope. Before comparing prices, make sure the scope is the same. List the product version, material, dimensions, logo, packaging and quantity for each supplier. A quote for a standard product should not be compared directly with a quote that includes a custom colour and printed box. If a detail is missing, ask for clarification rather than assuming it is included.
02
Look at MOQ by design and colour
MOQ may apply to the product, a specific colour, the print process or the retail packaging. A supplier can quote an attractive price while requiring a quantity that does not fit your buying plan. Write down each MOQ and ask whether a mixed order is possible. If the supplier offers a lower MOQ, confirm whether the price, material or available options change at that level.
03
Separate one-time and repeat costs
Samples, print screens, tooling and packaging setup can change the cost of the first order. Put these charges in a separate column from the repeat unit price. Ask what will apply on a reorder and what happens if the design changes. If tooling is involved, agree ownership, storage and access in writing. A first-order comparison should show the costs you will actually pay, not only the eventual repeat price.
04
Check the timing assumptions
Production lead time usually depends on approvals, material availability and the factory schedule. Ask when the quoted lead time starts and what must be approved first. Include time for sample delivery, revisions, inspection and possible rework in your buying plan. A shorter quoted production period does not automatically mean an earlier arrival at your warehouse.
05
Make the delivery scope comparable
One quote may be ex-factory while another includes delivery to a port or a destination address. Record the trade term and named place, then identify origin handling, freight, destination handling and any other quoted charges. Rates and availability can change. Compare using a common cargo assumption and confirm the final booking terms with the responsible transport provider.
06
Record evidence and unanswered questions
A supplier comparison is stronger when it includes sample observations and verification status. Add notes about material differences, product finish, document review and unanswered questions. Avoid giving a supplier a vague overall score that hides a critical issue. A missing required test document or an unsuitable sample can matter more than a small price difference.
07
Choose the next step, not just a winner
Sometimes the right result is to request another sample or a revised quotation. List the gaps that must close before you approve the order. Keep your comparison dated and save the quote versions behind it. This makes the final decision easier to explain internally and provides a useful reference when the supplier later proposes a change.
QUOTATION COMPARISON CHECKLIST
Find the mismatch before ranking the price.
Use this checklist to reconcile construction, decoration, packaging and commercial terms before ranking supplier prices. Record any difference as a question to resolve or a separately quoted alternative.
Swipe across to read all columns →
| Field | What to compare | Details to confirm |
|---|---|---|
| Tote construction | Fabric construction, finished dimensions and handles. | Material weight, handle length and measurement method. |
| Decoration | Print method, colours, position and size. | Unit decoration cost and any setup charge. |
| Retail presentation | Bulk, individual or retail-ready packing. | Pack material, artwork, unit count and packing cost. |
| Quantity split | Units by colour, size and design. | Minimum quantities and price breaks by variant. |
| Timing basis | Sampling, approvals and production lead time. | Start conditions and time reserved for inspection. |
| Commercial basis | Currency, delivery term and payment milestones. | Quote validity and costs excluded from the offer. |
NORMALISE THE OFFER
Compare in three passes.
01
01 / Product equivalence
Mark every construction difference and request a corrected like-for-like offer. Keep useful alternatives as separate lines. Do not silently adjust the requested specification to make the cheapest offer appear equivalent.
02
02 / Cost completeness
List unit cost, samples, decoration setup, tooling, packing and services. Identify domestic and international transport assumptions. Separate recurring charges from one-time charges and check currency, validity and payment milestones.
03
03 / Execution & uncertainty
Review sample quality, capacity, production start conditions and missing documents. Identify what has been verified and what is only a supplier statement. A price comparison should support the next verification step rather than substitute for it.
A BETTER FOLLOW-UP QUESTION
Ask the supplier to close one gap at a time.
Instead of asking “Is this your best price?”, ask “Does this quotation include the approved paper band, and what is the packed carton size at 100 pieces per carton?” The answer closes a specific cost or logistics gap.
Record the response beside the original quote and keep its date and revision. If material, quantity or packing changes, ask for a revised written offer. The selected offer should have a clear specification and remaining open questions, not just a highlighted unit price.
YOUR WORKING CHECKLIST
Keep these details together.
- Same product specification for every supplier
- MOQ per colour, design and package
- Sample, setup and tooling costs
- Production timing and approval assumptions
- Trade term and named delivery point
- Open questions and verification status