Landed cost comparison worksheet
A practical worksheet for comparing supplier quotes beyond unit price. It helps small sourcing teams expose freight, duty, packaging, sample, payment and delay assumptions before choosing a vendor.
When to use it
- Two suppliers offer different unit prices, MOQ, packaging or shipping terms.
- A low quote looks attractive but freight, bank fees or inspection costs are unclear.
- You need a written basis for choosing a pilot order instead of trusting chat impressions.
Inputs to collect
- Unit price, currency, MOQ and sample fee.
- Incoterm, carton size/weight, port or destination assumptions.
- Tooling, label, packaging, inspection and payment fees.
- Lead time, warranty/defect terms and expected rework buffer.
Worksheet table
| Line item | Supplier A | Supplier B | Decision note |
|---|---|---|---|
| Quoted unit price | Record currency and validity date. | ||
| MOQ / order quantity | Normalize comparison to the same quantity where possible. | ||
| Packaging, label or tooling cost | Separate one-time and recurring charges. | ||
| Freight estimate | State EXW/FOB/CIF/DDP assumption clearly. | ||
| Duty, tax and broker buffer | Use a conservative placeholder if exact rate is not confirmed. | ||
| Inspection / sample / testing cost | Include pre-shipment checks if quality risk is material. | ||
| Payment fee and cash exposure | Note deposit percentage and refund risk. | ||
| Total landed estimate | Compare total cost, not only quote price. |
Decision rule
Prefer the supplier with the best verified total-cost picture, not necessarily the lowest headline quote. If the cost gap is under 5–8%, evidence quality, sample readiness, response clarity and payment safety should decide.
Copy-ready follow-up
Please confirm the quote under the same quantity and destination assumptions: unit price, packaging cost, carton size/weight, incoterm, lead time, payment schedule, sample fee, inspection support and any charges not included in the quote. If any item is estimated, please mark it as estimated.
Next step: send targeted questions from the supplier follow-up checklist.