How to compare Chinese supplier quotes before paying a deposit
Compare supplier quotes against the same written specification, quantity and delivery destination; keep missing costs marked as unknown until confirmed, and check the sample and supplier before choosing on price.
A practical quote comparison for UK buyers: match specifications, quantities, delivery scope and exclusions before choosing a Chinese supplier.
Send every supplier the same brief
Three prices are not three comparable offers if one includes retail packaging, another assumes a different material and the third is priced for a much larger order. Start with one dated product specification, then ask each supplier to identify every exception to it in writing.
Include drawings or dimensions, material and finish, intended use, quantity per variant, packaging and the delivery postcode. State which requirements are essential and which alternatives you will consider. Ask for separate prices for alternatives so that a cheaper specification does not quietly replace the requested one.
Copy this comparison sheet
Use one column per supplier and keep the evidence beside each entry: quotation date, document version and the supplier's written clarification. Write 'not confirmed' where an item is missing. A blank cell is an unanswered question, not a zero cost.
| Field | What to record | Question to resolve |
|---|---|---|
| Product | Specification version, material, finish and packaging | Which requested requirements are excluded or changed? |
| Quantity | Units per variant, order minimum and price breaks | Does this price apply to the quantity we will actually buy? |
| One-off costs | Samples, tooling, artwork and setup | Which costs repeat on a reorder and who owns the tooling? |
| Delivery scope | Trade term, named place, destination and exclusions | Where does the quoted service stop? |
| Checks | Sample approval, inspection scope and required documents | What evidence will be ready before payment and shipment? |
| Timing and payment | Production start conditions, milestones, payment stages and quote expiry | What must happen before each date or payment is due? |
Build two totals, without hiding uncertainty
First record the cash needed for the proposed order: goods, agreed setup costs, inspection, transport and the applicable import charges. Then consider the repeat-order cost separately, identifying which setup costs will disappear. Use one currency and record the exchange-rate assumption and the date of freight quotations.
The landed-price guide explains the cost layers. Confirm the tax treatment for your own business rather than deleting VAT from the comparison by assumption. If freight or an import charge is unresolved, show an incomplete total with that item named; do not label it a delivered price.
For example, one quotation might include individual boxes while another offers bulk cartons only. Ask the second supplier to quote the same boxes before comparing unit prices. This is an illustrative comparison, not a customer case or a current market price.
Use samples and evidence to challenge the lowest price
Ask the lowest bidder to explain the difference against the same specification. It may reflect a suitable existing production process, or it may reflect an omission. A low price alone proves neither competence nor fraud.
Check the factory's capability, inspect the sample against the brief and agree how the bulk order will be checked. A good sample is useful evidence, but it does not replace production inspection. Record unresolved differences before deciding whether the saving justifies them.
Send a clarification request before deciding
A useful request is: 'Please confirm that this quotation covers the attached specification and quantity. List all deviations and excluded charges, the delivery term and named place, production start conditions, payment stages and quotation validity. Quote any proposed alternative separately.'
If you ask Cambridge China Bridge to review a sourcing requirement, include the same brief and the available quotations, with permission to share any confidential material. Our pricing page explains our published commercial approach. A comparison still needs product-specific confirmation; an article cannot establish whether a particular supplier or order is suitable.
Frequently asked questions
Should I choose the cheapest Chinese supplier?
Only after comparing the same specification and scope and checking the supplier and sample. An unexplained price gap is a question to resolve before committing.
What should I do if freight is missing from a quote?
Request a separate freight quotation for the actual packed shipment and destination. Keep the delivered total incomplete until the missing scope and charges are confirmed.
Can I compare a first order with a repeat-order price?
Keep them separate. Show samples, tooling and other setup costs in the first-order budget, and confirm in writing which charges will recur.