How to compare quotes from suppliers and spot what is missing

You post a requirement, three suppliers reply, and the prices are far apart. The temptation is to pick the lowest and move on. But quotes that look different are often quoting different things — a different grade, different taxes, different delivery terms. Five minutes of comparing like with like can save you a costly surprise when the goods arrive.

Put the quotes side by side

Make a simple table with one column per supplier and a row for each of the points below. Gaps in the table are the questions you need to ask.

1. Is it the same product?

• Brand, model, grade or specification
• Size, weight, thickness, capacity — whatever defines the product
• Certifications (for example BIS/ISI marks where applicable)
• Packing: loose, boxed, per carton quantity

If one quote says "equivalent" without details, ask for the exact specification or a sample.

2. What is included in the price?

• GST: is the price inclusive or exclusive, and at what rate?
• Freight: is it ex-works (you arrange transport), or delivered to your door?
• Loading, unloading and installation
• Packing and insurance for transit

A quote that looks cheaper ex-works can cost more once transport is added.

3. Quantity and minimum order

Check the quantity each supplier quoted for, and whether the price changes at higher or lower quantities. Ask about the minimum order quantity if you want to start small.

4. Payment terms

• Advance, part advance, on delivery or credit?
• Payment method and whether a proper GST invoice will be issued in your company's name

Better terms can be worth more than a small price difference, especially for a growing business managing cash flow.

5. Lead time and delivery

Ask for the delivery date in writing. A lower price with a delivery two weeks after you need the goods is not a real option.

6. Warranty, returns and support

• What is the warranty period and what does it cover?
• What happens if goods arrive damaged or not as specified?
• Who do you call after delivery?

7. The supplier itself

Look at the supplier's profile: how long they have been in business, whether their details are verified, their catalogue and location. For a first order, a smaller trial quantity reduces your risk.

Mistakes to avoid

• Comparing only the grand total. Two totals can include very different things. Line the quotes up item by item first.
• Assuming the lowest quote is the same grade. If one price is far below the others, ask what is different — it usually is something.
• Negotiating before clarifying. Get every quote onto the same basis first; otherwise you end up bargaining over a product you did not ask for.
• Choosing a supplier who is slow to answer questions. Their speed now is a good preview of their speed when something goes wrong later.

Ask, do not assume

When something is missing, ask every supplier the same question so the answers stay comparable. Suppliers who answer clearly and quickly now are usually the ones who will also be easy to work with after the order.

When you are ready, post your requirement with full details so suppliers quote on the same basis, or browse verified suppliers directly.