How to compare supplier quotes

Make sure everyone quoted the same thing

Before comparing numbers, confirm each supplier quoted the same specifications: materials, dimensions, finishes, colors, packaging and labeling. A cheaper quote sometimes reflects a lighter material or simpler packaging. If details differ, ask suppliers to requote against one shared brief.

Build a simple comparison table

List each supplier in a column and compare:

• Unit price at each quantity tier you might order
• Minimum order quantity, per style and per color
• Sample cost and timing, and whether sample costs are credited against an order
• Production lead time from approved sample to goods ready
• Payment terms, such as deposit and balance timing
• Shipping terms (Incoterms such as EXW or FOB), which define where the supplier’s responsibility ends
• Tooling or setup fees, and who owns any molds or screens
• Packaging: what’s included and what costs extra

Compare estimated landed cost, not just price

A quote at the factory gate and a quote delivered to port aren’t the same. Add estimated freight, insurance, duties and brokerage to each to compare an estimated landed cost per unit. Duty depends on product classification, so have a licensed customs broker confirm it before you commit.

Weigh what the numbers don’t show

Notice responsiveness, the clarity of answers and willingness to sample. Ask about their experience with similar products and the quantities you need. Sample quality is your best evidence; for larger orders, independent inspections or testing can be arranged separately.

Negotiate respectfully

Once you understand the tradeoffs, you can negotiate with specifics: a tier price, a lower first-order MOQ, sample credit or payment terms. Good negotiation builds a relationship you can grow with.

Already have quotes and want an experienced read? A second opinion reviews your quotes, terms and alternatives. Starting from scratch? Read how to start sourcing your first product.