Free spreadsheet
Supplier Quote Comparison Sheet
Put supplier quotes side by side and compare what each one really costs over the same period: the goods, delivery and setup, any recurring charges, and deposits you get back. Missing prices stay visibly unknown, and quotes that are not like for like are flagged instead of compared.
Which quote costs what over the time I will use it?
How the costs are worked out
Upfront cost = quoted quantity × price + delivery + installation + other one-offRecurring cost = charge × charges in the period (months ÷ months per charge, rounded up)Comparable total = upfront cost + recurring costDifference = total − lowest known total- A refundable deposit is shown separately and added to “Cash needed upfront”, not to the cost.
- A quote in another currency, in a unit with no conversion, or for a different quantity gets no total, with a note saying why.
- Recurring charges can be monthly, quarterly or yearly. A blank frequency is not treated as “no charge”.
Worked example
Two water dispensers over 24 months. Buying them costs $950 upfront plus a $30 monthly filter service: $1,670. Renting costs $60 to install plus $54 a month: $1,356, with a $150 refundable deposit shown on its own line. Renting is $314 cheaper over 24 months; over 36 months the gap narrows to $26. A third quote has no delivery price yet, so its total stays unknown.
What it does not do
- It does not convert currencies, score suppliers or recommend one.
- It does not work out tax, financing costs or the value of money over time.
- Once you have chosen, send the order with the purchase order generator.
Common questions
What if a supplier has not given me every price yet?
Leave it blank. A blank price is treated as unknown, never as zero: the totals that depend on it read “Unknown”, and the last row names what is missing. Enter 0 only when the supplier has confirmed there is no charge.
How do I compare a quote per pack with a quote per item?
Set your own unit at the top (for example “chair”). For a supplier who quotes per pack of 4, enter 4 in “Your units in one supplier unit”. The sheet then shows the quantity each quote covers in your unit and the price per unit. If a quote does not cover the quantity you need, it gets no total until you ask for a quote for your quantity.
Why is the deposit not in the total?
A refundable deposit is money you get back, so it is not a cost. It is shown on its own line and in “Cash needed upfront”, which is often what matters for cash flow.
Does it tell me which supplier to choose?
No. It shows the lowest known total and how much more each other quote costs over the same period. Lead times, payment terms, warranty and exclusions sit in the same columns so you can weigh them yourself.
Which spreadsheet apps does it work in?
It is a standard .xlsx file with ordinary formulas and no macros. We checked the calculations and edits such as missing prices, other currencies and different units in LibreOffice Calc. It has not been tested in Excel, Google Sheets or Numbers.