RFQ · Procurement intelligence
How to compare supplier quotations beyond unit price
Quotations are only comparable when they answer the same question. Normalise them first, then compare total cost, delivery and evidence together.
Published 2026-09-13. Written and reviewed by the Complyra team under our editorial policy.
Normalise before you compare
- Same quantity and unit; recalculate if a supplier quoted a different MOQ.
- Same currency, at a stated exchange rate.
- Same delivery basis: add freight, insurance and duty to bring EXW or FOB quotations to a delivered cost.
- Same validity window; a quotation that expires before you can order is not an option.
Compare total cost
Unit price times quantity, plus shipping and any duties, plus the cost of anything missing. A quotation without the required compliance documents carries the cost of obtaining them, or the cost of a held shipment.
Compare delivery
Lead time against your required date, and the supplier's delivery location against yours. A quotation that cannot meet the date is disqualified regardless of price.
Compare evidence
Which quotations include the documents requested in the RFQ, and are they consistent and current? Rank incomplete quotations below complete ones.
Decide and record
Choose, note the reason, and inform the other suppliers. On Complyra, quotations submitted against an RFQ are shown side by side with quantity, unit price, total, currency, delivery date, shipping cost and validity, and the accepted quotation becomes the purchase order.
Frequently asked questions
Is the lowest total always the right choice?
Not when delivery or evidence fails. Total cost is the main commercial measure; compliance and delivery are gates.
Next step
Complyra checks product and supplier information against regulatory requirements to support procurement decisions. It does not issue certifications or guarantee legal compliance; final responsibility for compliance remains with the buyer and supplier.
Related
Related guides
- How to evaluate suppliers: criteria and a scoring method — Supplier Management