China Sourcing RFQ Quote Comparison Worksheet
A quote of 3.70 per piece from one factory and 4.40 from another is not a comparison until freight, duty, tooling and quantity are on the same basis. This worksheet computes the landed unit cost for each quote so the ranking reflects real cost.
| Supplier | Factory city | Incoterm | Quoted unit price | Freight per unit | Duty rate (%) | Tooling charge | Order quantity | Lead time (days) | Landed unit cost | Total landed cost | |
|---|---|---|---|---|---|---|---|---|---|---|---|
$5 | $100,356 | ||||||||||
$5 | $96,886 | ||||||||||
$5 | $98,954 | ||||||||||
$5 | $98,592 | ||||||||||
$5 | $98,516 |
Enter freight to your destination per unit so all quotes are on the same basis, and convert EXW or FOB quotes by adding inland and ocean freight. Duty uses the quoted price as the base, which is a simplification; customs value rules depend on your country. The worksheet does not include VAT, insurance, brokerage or inventory carrying cost.
Quote data inside your ERP
Want RFQs, quotes and awards captured in your purchasing system with comparisons built in? Ask for an optional discussion.
Optional. The tool and every export work without this. No spam.
How to use the worksheet
Replace the example rows with your own quotes. For each supplier enter the unit price, the Incoterm quoted, the freight per unit to your destination, the duty rate for your classification, any one-time tooling charge and the order quantity the quote assumes. The landed unit cost column adds freight and duty to the price and spreads the tooling over the quantity. Export the sheet to Excel for approvals, and add rows for each additional bidder.
The formula behind the result
Landed unit cost equals unit price plus freight per unit plus duty (price times duty rate) plus tooling divided by quantity. In the example, the supplier with the lowest ex-works price has the highest freight because it is far inland, which narrows its advantage. A supplier with no tooling charge looks expensive per piece but may win at low volume. Change the quantity to see how tooling amortization shifts the ranking, since that is the number most quotes hide.
- Unit price plus freight gives the delivered price
- Duty is a percentage of the customs value
- Tooling divided by quantity gives the per-piece charge
- Lead time is shown beside cost, not inside it
What cost alone will not tell you
The cheapest landed cost is not always the best award. Add quality history, capacity, payment terms, certifications and the cost of delay. A supplier 5 percent cheaper but 20 days slower ties up working capital and may need extra safety stock. Record the score of these factors beside the worksheet, or use a weighted scorecard, before awarding.
Common mistakes
Comparing EXW and FOB prices without adding inland freight and export clearance, using different quantities for different bidders, and ignoring tooling ownership. Make sure the quotes list the same material grade, finish, tolerance and packing. Anything missing from one quote should be priced as an assumption in the others.
Frequently Asked Questions
Should I include VAT in the comparison?
Usually no. Export VAT is typically refunded or zero-rated and import VAT is recoverable for most business buyers, so it does not change the ranking. Include it only if it is a real, non-recoverable cost in your situation.
How do I handle different currencies?
Convert every quote into one currency at the same date and rate before you enter it. For RMB quotes consider the effect of exchange rate movement over the lead time, and note whether the quote price is fixed or adjustable.
Why is tooling spread over the order quantity?
It shows the per-piece effect of a one-time charge at the quantity you plan to buy. If total lifetime volume is higher, you may spread it over more units, but keep one basis for all bidders so the comparison is fair.
Can I add more cost columns?
You can add columns after exporting to Excel, for example insurance, brokerage, packaging or inspection. Keep the formula consistent for all suppliers so the comparison stays fair.
If your quotes live in email and spreadsheets, Netray can help build a private workflow that pulls bids into your ERP purchasing records for comparison and approval.
Related Tools
China Major Ports and Airports Code Reference (UN/LOCODE and IATA)
Find the UN/LOCODE or IATA code, province and typical role of the main Chinese seaports, river ports and airports for bookings and ERP master data.
Supply Chain & InventoryChina Sourcing Supply Chain Risk Assessment
Ten questions that show how exposed your supply base is to disruption, tariffs and IP loss when you source from China, with suggested next steps.
Supply Chain & InventoryChina Factory Capacity Confirmation Letter Template
A fill-in letter that gets a supplier to commit in writing to capacity, lead time, MOQ, tooling, quality terms and subcontracting before you place the first PO.
Engineering & PLMChina Steel, Aluminium and Copper Grade Equivalents Reference
Cross-reference common Chinese material grades to approximate AISI/ASTM and EN designations before you accept a substitution.
More Supply Chain & Inventory tools
See all- China Import Landed Cost Calculator
- China Supplier Qualification Scorecard Worksheet
- China Purchase Order and Production Tracker Worksheet
- Oracle Fusion Inventory Turns and Carrying Cost Calculator
- Distribution ERP Fill Rate Calculator
- Distributor Rebate Tracking Worksheet
- Branch Transfer Planning Worksheet
- Distributor Slow-Moving Inventory Review Worksheet
- Distributor Vendor Performance Scorecard Worksheet