Formula
True supplier cost = quote + tax + freight + duty + delivery + missing scope + payment/other costs.
Free procurement calculator · No signup
Compare supplier quotes by true cost.
QuoteCostCalc adds VAT, freight, customs, delivery, missing scope and payment costs so you can see which supplier quote is actually cheaper.
Supplier quote comparison
RFQ comparison
Vendor quote comparison
Hidden cost check
No login
No supplier data stored
Reviewed by a procurement practitioner
Private browser calculation
Supplier quote comparison calculator
Enter two or more quotes. Use only the fields that apply; blank fields count as zero.
Currency rates and best-value settings
Rates are manual. If you change the report currency, update each rate to mean "1 unit of supplier currency equals this much report currency."
Best option
Enter supplier quotes
The true lowest supplier will appear here.
| Supplier | Quote | Hidden | True cost | TCO | Score | Best value | Unit | Rank |
|---|
Comparison chart
Procurement note
Add at least two supplier quotes to generate a comparison note.
Award note draft
Add supplier quotes to generate an award note draft.
Supplier quote comparison calculator
Commercial evaluation report
Supplier quote comparison by true cost, TCO and best value.
Prepared with QuoteCostCalc for procurement, supply chain and commercial approval review.
Enter supplier quotes
The branded report updates after you load or enter supplier data.
Best-value chart
Supplier ranking
| Rank | Supplier | True cost | TCO | Score | Risk | Best value | Incoterm |
|---|---|---|---|---|---|---|---|
| Enter supplier quotes to generate the report. | |||||||
Award note
Add supplier quotes to generate an award note draft.
Use it before PO
Use the calculator before issuing a purchase order when supplier quotes are not on the same cost basis.
Common trap
The lowest quote may exclude delivery, testing, installation, warranty, certificates or other costs.
Private by design
The calculator runs in your browser. It does not need login, upload or database storage.
Best-value ranking
Use the completeness score with true cost when the cheapest supplier has unclear scope, warranty or documents.
Export-ready
Download CSV results or copy the award note draft into your internal RFQ approval file.
TCO mode
Add lifecycle costs such as maintenance, energy, downtime and spares when the cheapest quote may cost more after purchase.
Risk scoring
Adjust best-value ranking for supplier reliability, delivery risk and warranty confidence.
What does QuoteCostCalc do?
QuoteCostCalc is a free quote cost calculator for procurement and supply chain teams. It compares supplier quotations by turning every quote into a comparable true cost, not just the headline price shown by the supplier.
What is a supplier quote comparison calculator?
A supplier quote comparison calculator is a procurement tool used to compare supplier offers on an equal commercial basis. Instead of choosing the lowest headline quote, the buyer adds costs that may be excluded from one supplier and included by another, such as VAT, freight, customs duty, local delivery, installation, testing, documentation, warranty gaps, payment charges and missing accessories. The adjusted figure is the supplier's true comparable cost. This helps procurement teams prepare cleaner RFQ summaries, supplier award notes and negotiation decisions. QuoteCostCalc is designed for this early commercial comparison step: it ranks suppliers by true cost, shows when the lowest quote is not actually cheapest, and creates a procurement note that can be copied into an approval file. Final award decisions should still consider technical compliance, supplier reliability, delivery risk, warranty and company approval rules.
How to compare supplier quotations fairly
Start with the quoted supplier price, then add all costs your company will pay or absorb after the purchase order is issued. This includes taxes, freight, customs duty, local delivery, unloading, payment charges, missing accessories, excluded testing, warranty gaps and other commercial exclusions.
| Cost area | Examples to check |
|---|---|
| Commercial cost | VAT, tax, payment charges, advance payment impact, bank fees |
| Logistics cost | Freight, customs duty, clearance, local delivery, unloading |
| Scope gap | Installation, testing, commissioning, warranty, certificates, spares |
| Procurement risk | Long lead time, weak documents, unclear warranty, excluded accessories |
Quick example
Supplier A quotes 95,000 but excludes delivery, testing and documentation worth 14,000. Supplier B quotes 102,000 and includes those items. After adjustment, Supplier B is the better procurement option even though Supplier A looked cheaper at first.
Worked comparison example
A buyer receives three offers for the same package. Supplier A has the cheapest headline quote, Supplier B includes more scope, and Supplier C has higher logistics costs. A fair award note compares the adjusted cost, not only the first price shown in the quotation.
| Supplier | Headline quote | Added costs | Comparable cost | Procurement reading |
|---|---|---|---|---|
| Supplier A | 95,000 | 14,000 | 109,000 | Cheap headline price, weak commercial coverage. |
| Supplier B | 102,000 | 0 | 102,000 | Best comparable cost if technically compliant. |
| Supplier C | 99,500 | 8,200 | 107,700 | Needs review of freight and duty exposure. |
In this example, Supplier B is commercially better even though Supplier A looked cheaper before hidden-cost adjustment.
Download sample RFQ comparison
Use the sample file to see how a three-supplier comparison should be structured before entering your own numbers. It includes headline quote, tax, freight, customs duty, missing scope, other costs and the final adjusted true cost.
Procurement approval note example
Supplier B is commercially recommended because its adjusted true cost is lower after comparing freight, tax, customs duty, delivery and missing-scope costs. Supplier A had the lowest headline quote, but the excluded delivery, testing and documentation costs made it more expensive on a comparable basis.
Before issuing the purchase order, confirm technical compliance, warranty terms, delivery commitment, payment terms and supplier reliability. The cost comparison supports the award decision, but it should be attached to the RFQ file with supplier quotations and any technical evaluation notes.
Supplier quote review checklist
Before using the result for approval, confirm each supplier is being compared on the same technical scope, delivery point, tax basis, warranty period, documentation requirement and payment term.
- Check whether VAT, sales tax, customs duty and clearance are included.
- Confirm delivery point, unloading responsibility, installation support and testing.
- Price missing accessories, certificates, spares, training and warranty gaps.
- Review payment terms, advance payment exposure, retention and lead time risk.
- Keep the final award decision tied to technical compliance and supplier reliability, not cost alone.
Who should use this RFQ comparison calculator?
This tool is useful for buyers, procurement officers, project procurement teams, MEP buyers, construction contractors, importers, small businesses and supply chain teams that need a fast vendor quote comparison before internal approval.
Methodology
The calculator uses a practical total-cost comparison: headline quote plus tax, freight, customs duty, delivery, missing scope and payment or other commercial costs. It does not score technical compliance automatically because that still needs buyer review, supplier documents and project requirements.
Use the output as a decision-support note for RFQ review, supplier negotiation or internal approval. It is not a replacement for ERP approvals, legal review, engineering review or final purchase-order controls.
When not to use this calculator
Do not use this calculator as the only basis for a supplier award when technical compliance is uncertain, when tax or customs treatment needs specialist advice, when supplier risk is high, or when the purchase requires legal, engineering or management approval.
For complex contracts, use this as a commercial comparison step only. Keep the final decision inside your company's approved procurement, finance and contract review process.
Procurement glossary
- Headline quote
- The supplier's first visible price before adding exclusions, freight, tax, duty or missing scope.
- True cost
- The adjusted cost after adding all known commercial costs needed to compare suppliers fairly.
- Missing scope
- Items not included in the supplier quote, such as installation, testing, certificates, spares, warranty or documentation.
- Landed cost
- The cost after logistics, customs duty, clearance and delivery are included.
- RFQ
- Request for quotation, the process used to collect supplier offers for comparison.
- TCO
- Total cost of ownership, a wider comparison that may include operation, maintenance, downtime, energy, disposal and support costs.
Search terms this page answers
QuoteCostCalc is written for practical searches such as quote cost calculator, supplier quote comparison calculator, RFQ comparison calculator, vendor quote comparison, supplier quotation comparison, procurement quote comparison, true quote cost calculator, true supplier cost calculator, bid comparison calculator, price comparison sheet and hidden cost calculator.
Procurement guides
Who built this calculator
Umar Dar - Procurement Manager. QuoteCostCalc is designed and reviewed by a practising procurement professional with hands-on experience in RFQ analysis, supplier evaluation, tendering, and commercial approvals across capital equipment, MEP, IT hardware, and services categories. The comparison logic reflects real supplier-award workflows, not a generic finance template.
Methodology aligns with recognised commercial practice - the "true cost" model is informed by CIPS supplier evaluation guidance and draws on the total-cost-of-ownership principles described in ISO 15686-5 (applied here to procurement quotes, not building service-life planning).
FAQ
What is the difference between quote price and true cost?
The quote price is the supplier's headline offer. True cost is the adjusted cost after adding tax, delivery, customs duty, missing scope, payment costs and other charges.
Can I use this as an RFQ comparison tool?
Yes. Enter each RFQ response as a supplier quote, then add the commercial and scope adjustments needed to make the offers comparable.
Can I compare more than two suppliers?
Yes. Use the add supplier button to compare up to five suppliers.
Can I compare suppliers in different currencies?
Yes. Select a quote currency for each supplier and update the manual conversion rates in the currency settings panel.
What is the best-value ranking?
Best value starts with true cost, then applies a risk adjustment for incomplete quotes. A supplier with unclear warranty, documents, validity or technical scope may rank lower than its price alone suggests.
Can I create a PDF supplier comparison report?
Yes. Use the PDF report button to open a branded report, then save it as a PDF from your browser print dialog.
When should I use TCO mode?
Use TCO fields when the purchase has lifecycle costs after the purchase order, such as maintenance, power use, downtime, spares, calibration or service support.
Should I choose the supplier with the lowest true cost?
Not automatically. True cost is important, but procurement decisions should also consider technical compliance, supplier reliability, warranty, delivery risk and approval requirements.
Does this replace ERP?
No. This is a fast decision-support calculator. ERP should still be used for official RFQs, purchase orders, approvals, receipts and invoices.
Does this calculator save my supplier data?
No. The calculation runs inside your browser. It does not require login, upload or database storage.