How to compare supplier quotes

Step 1: Check that everyone quoted the same thing

Before comparing prices, check each quote against your request:

• Same item and spec? Watch for "equivalent" substitutions, different grades, thinner materials, or different models.
• Same quantity? Some suppliers quote a different quantity to hit their minimum or a price break.
• Same scope? For equipment and services, check what's included: installation, training, documentation, consumables.

If a quote differs, ask the supplier to requote to your spec, or note the difference in your comparison.

Step 2: Put every price in the same unit

Convert each quote to one unit: per piece, per case, per pound, per gallon, per 1,000 units, or per finished unit of your product. For packaging and ingredients, use the same pack size and quantity. For co-packing, convert minimums in gallons, cases or pounds to finished units.

Step 3: Add the costs that aren't in the unit price

These are where quotes really differ:

• One-time costs: setup, tooling, plates, molds, onboarding, artwork, installation
• Freight: delivered price vs. "FOB origin" (you pay freight from the supplier's dock) vs. "FOB destination" (the supplier delivers). For imports, check the Incoterm.
• Fees: pallets, small-order charges, liftgate, hazmat, fuel surcharges
• Taxes and duties, where applicable
• Running costs for equipment: utilities, consumables, spare parts, service contracts

Divide one-time costs over the quantity you'll actually buy (the first order, or a year's volume) to get a true per-unit cost.

Step 4: Compare the terms, not just the price

• Minimum order and price breaks
• Lead time, and what it's measured from: order, deposit, artwork approval, or drawing approval
• Payment terms. For example, "Net 30" means payment is due 30 days after invoice; "2/10 Net 30" offers a 2% discount if you pay within 10 days (example terms).
• Deposit required up front
• Quote validity: how long the price holds
• Warranty, returns and quality guarantees
• Overrun/underrun tolerance for packaging

Step 5: Weigh the non-price factors

• Did the supplier answer clearly and quickly? That's a preview of working with them.
• Do they have the certifications, audits or documents you need?
• Can they handle your reorder volume and growth?
• Location: freight cost, delivery time, and whether you can visit
• References from similar customers

Step 6: Put it in one table

A simple comparison table makes the trade-offs obvious. Use one row per question and one column per supplier:

Then decide which trade-off you'd rather make: lowest delivered cost, fastest lead time, lowest minimum, or best terms. Often the right choice isn't the lowest unit price.

Common mistakes when comparing quotes

• Comparing unit prices at different quantities or pack sizes
• Ignoring freight, which can reverse the ranking on heavy or bulky items
• Missing one-time costs that only appear on the first invoice
• Comparing lead times that start from different events
• Choosing a substitute that doesn't actually meet your spec
• Letting a quote expire while you decide

How PostRequest helps

This is the step PostRequest does for you. Our agents email suppliers your request, read the replies, and pull out price, minimum order, lead time and terms into one side-by-side comparison. During early access, a person on our team reviews every comparison before it reaches you. You choose who to talk to, and only then do they get your contact details.