Compare the order you would actually place
A lower unit price can require more cash, different packaging or a longer lead time. Compare a defined purchase scenario before deciding which offer deserves the next sample or clarification round.
Freeze the comparison basis
Give every supplier the same specification revision, quantity tiers, currency, quality criteria and packaging requirements. Record the quote date, validity period, Incoterm and named place. An EXW offer cannot be compared with a FOB total until the different responsibilities are accounted for.
Worked example: price versus cash commitment
Demonstration data: the buyer needs 1000 units of the same item and has not yet confirmed tooling or freight.
| Field | Supplier A | Supplier B |
|---|---|---|
| Unit price | USD 4.80 | USD 4.55 |
| MOQ | 1000 | 2000 |
| Order needed to meet MOQ | 1000 units | 2000 units |
| Goods value | USD 4800 | USD 9100 |
| Packaging, tooling, delivery | Clarify | Clarify |
B has the lower unit price, but its minimum order ties up USD 4300 more in goods. That difference is not a verdict on quality or supplier reliability. It identifies the next questions: can B reduce the MOQ, can the buyer use the extra stock, and what costs are excluded?
Keep uncertainty beside the numbers
- Commercial: tooling, samples, packaging, inspection, taxes and origin charges.
- Cash: deposit amount, balance trigger, refund conditions and quote validity.
- Execution: sample approval, capacity evidence, production lead time and dispatch readiness.
- Quality: agreed specification, test methods, sample evidence and remedies for nonconformity.
Mark missing answers as unconfirmed. Do not silently turn a blank into zero or award a supplier a quality score without evidence.
Send one clarification round
Ask shortlisted suppliers to return the same missing fields, then update the comparison date. Keep their original offers and the reasons for your shortlist.
Build and download a comparison · Prepare a consistent RFQ · Review the complete supplier decision process