How to compare supplier quotations, step by step
A fair comparison checks every quotation against the same reference, on the same basis, before anyone looks at the totals. This is a method you can repeat on every package.
Updated September 30, 2026
1. Start from one reference
Compare every quotation against your own reference, such as the BOQ, a schedule of materials or your item list, not against each other. A reference keeps the scope fixed, so a supplier who leaves items out cannot look cheaper by accident.
2. Put every quotation on the same basis
- Currency and exchange rate, if any supplier quotes in another currency.
- VAT: included or excluded, stated the same way for everyone.
- Units of measure that match your reference.
- Validity period, so no quotation expires before you decide.
3. Match the items line by line
For each reference item, find the supplier's matching line and record one of these outcomes:
- Same item, same values.
- Same item, but the quantity, unit, specification or rate differs.
- Missing: the supplier did not include it.
- Extra: the supplier added something you did not ask for.
- Unsure: it might be the same item, and you need to check.
Keep a note of where each value came from, such as the page or row in the supplier's document. It saves time when someone asks why a line was flagged.
4. Check the arithmetic
Confirm that quantity times rate equals the amount on each line, that the lines add up to the total, and that discounts and rounding are applied where the supplier says they are. Errors in both directions are common.
5. Read the conditions
Exclusions, assumptions, delivery and lead times, payment terms and warranty often matter as much as price. List them for each supplier in the same order so the differences stand out.
6. Clarify before you rank
Send each supplier a written list of the lines you need them to confirm: missing items, changed quantities and specifications, and unclear notes. Ask for a revised quotation where the answers change prices.
7. Compare like with like, then decide
Where a supplier still leaves an item out, add a fair allowance for it before you rank the totals. Record the comparison, the clarifications and the reason for your choice with the package file.
Let QuoteRecon do the matching
Upload your reference and a supplier quotation. QuoteRecon pairs the items and lists every difference, missing item and extra item with the source line beside it. The Free plan includes 3 comparisons every week.