How to check a supplier quotation against a BOQ

Scope checks

• Every BOQ item appears in the quotation, or is marked as excluded.
• Items the supplier added are genuinely needed, or are optional and priced separately.
• Lump sums that replace several BOQ items say exactly which items they cover.
• Notes such as "included elsewhere" or "by others" point to a specific item or party.

Quantity and unit checks

• Quoted quantities match the BOQ, or the change is explained.
• Units match: m and lm, m2 and m3, nos and set, kg and ton.
• Quantities are not rounded in a way that changes the amount materially.

Specification checks

• Brand, model, size, rating and finish match the description, or the substitution is stated.
• "Or equivalent" items name the product actually offered.
• Compliance claims come with the data sheets or certificates you need.

Price and arithmetic checks

• Quantity times rate equals the amount on every line.
• Line amounts add up to the subtotal and total.
• Discounts, VAT and rounding are shown and applied correctly.
• Rates that are far above or below the other quotations have an explanation.

Commercial checks

• Validity, delivery or lead time, and payment terms.
• Exclusions and assumptions, such as transport, installation, testing and access.
• Warranty and the conditions attached to it.

Record each finding with the line it came from in both documents. When you ask the supplier to clarify, they can find it straight away.

Doing this faster

The slow part is matching the supplier's lines back to the BOQ, especially when items are renamed, reordered, split or merged. QuoteRecon pairs the items automatically and gives every BOQ and quotation item one of six results: differences, no differences, missing, extra, pairing review and excluded. Each finding shows the source text from both documents.