An objective checklist for comparing RFQ quotes
A defensible quote comparison normalizes more than prices and keeps every deviation traceable to the original line item.
Different names, units, currencies, payment terms and delivery dates can turn an apparently cheap quote into the more expensive or risky choice.
Normalize line items first
Product names, units, volume breaks and alternatives map to a shared RFQ line while preserving the original source.
Include commercial terms
Currency, payment, freight, minimum quantity and delivery must be compared alongside unit price.
- Price and exchange-rate date
- Lead time and requested date
- Payment and shipping terms
Make deviations explicit
Missing, alternative or technically unclear lines remain open decisions instead of being silently scored.
RFQ comparison fields
- 1Item, specification, quantity and unit
- 2Price, currency, discount and additional cost
- 3Delivery, payment and validity
- 4Missing lines, alternatives and technical approvals
Example of a traceable award recommendation
Quote B has the lower normalized total and earlier delivery. Two alternatives remain open, so the recommendation requests technical approval before award rather than selecting the supplier automatically.
Frequently asked questions
Why is a spreadsheet price comparison often insufficient?
Units, currencies, missing lines and commercial terms frequently need manual interpretation, creating errors or non-comparable totals.
Should software select the supplier automatically?
It should provide a justified assessment and expose open deviations. Technical and strategic approvals remain with accountable people.