Compare wholesale quotations on the same basis

Create a common request

Start with one specification and one quotation template. State the product reference, material, dimensions, finish, decoration, quantity per variant and packing. Include the destination and the delivery scope you want quoted. Give each supplier the same revision and response deadline. When a supplier proposes an alternative, keep it clearly separate from the requested version. Otherwise a lower price may reflect a different material, omitted decoration or a smaller packing scope rather than a better offer for the same item.

Separate the components of the offer

Record the unit price and the quantity to which it applies. Identify tooling, artwork preparation, samples, decoration, packing, transport and other stated charges separately. Confirm the currency, quotation validity and any conditions that may change the figure. Do not compare a delivered amount with an amount that excludes transport as if they covered the same work. When a cost is missing, mark it unconfirmed instead of entering zero. A comparison sheet is useful because it makes such gaps visible.

Check quantities and packaging

Clarify whether the price applies to the total order, each design or each colour. Record the minimum quantity for the exact configuration being considered. Ask how individual units and outer cartons will be packed. If shipment planning depends on dimensions or weight, request the relevant packing data and identify whether it is an estimate. Packaging can affect handling, presentation and transport planning, so it should form part of the specification rather than remain an assumption hidden behind the unit price.

Read the schedule as a sequence

Distinguish sample preparation, artwork approval, production and transport. Ask what starts each time period and what information the supplier needs before it begins. A target arrival date is not the same as a committed dispatch date. Record dependencies such as approved artwork, accepted samples or confirmed materials. When comparing offers, check whether their schedules assume the same starting point. If a deadline is important, discuss the evidence and responsibility behind it instead of relying on an isolated number of days.

Compare responsibilities and uncertainties

Identify who arranges inspection, handles changes and responds to nonconforming goods. Ask for written clarification of unclear terms before deciding. Consider the quality of the answer as well as its speed: a precise explanation can be more useful than an immediate agreement to every request. Keep unresolved questions beside each offer. Do not manufacture a numerical supplier score from sparse catalogue information. A short decision note that explains the evidence and remaining uncertainty is more transparent than an unexplained ranking.

Record the reason for the decision

Select an offer against the needs of the project. The lowest stated unit price may remain suitable, or another offer may better match the specification and delivery scope. Record why the chosen offer meets the important requirements and which conditions must still be agreed. Obtain an updated quotation when the specification changes, and preserve the version that supported the decision. A comparison supports negotiation and review; it does not create an order or guarantee the future performance of a supplier.