Evaluate supplier quotations on the same basis, every time.
Same product, different tax basis
Provisional- Supplier AAs quoted $5,000.00Full scope priced
- Supplier BAs quoted $5,000.00Full scope priced
As quoted, ex GST.
Provisional — check before relying on this: Supplier A: no quoted total to check the lines against; Supplier B: no quoted total to check the lines against. Supplier A and Supplier B are effectively equal on complete-scope cost ($5,000.00 vs $5,000.00). Choose on scope, terms and lead time rather than price.
Procurement needs comparisons that hold up to review
A procurement decision has two audiences: the business that needs the goods, and whoever later asks why a particular supplier was chosen. The second audience is the harder one. “Supplier B was cheapest” is not a defensible answer if Supplier B quoted per kilogram including GST, left freight to be advised and gave a fourteen-day validity, while Supplier A quoted per tonne, ex GST, delivered.
Getting quotations onto the same basis is mechanical work, but it’s easy to get wrong. A missed GST basis overstates a supplier by ten percent. An unconverted unit can be off by a factor of a thousand. A “TBA” line left blank in a spreadsheet becomes zero in the total, and zero is almost never the right answer.
QuantDoc applies the same rules to every quote: exact conversions within a dimension, explicit assumptions across dimensions, GST only where the document states or proves it, and unknown costs kept unknown. Each adjustment is listed against the supplier it affects.
What the evaluation covers
Units normalised exactly
kg and tonnes, mm and m, m² and m³, hours, days and weeks. Density, pack size or working days are only used when you state them.GST on one basis
Ex-GST or inc-GST comparison, with GST-free and mixed items handled and conflicts between stated and calculated GST flagged.Like-for-like and complete scope
Prices on items every supplier quotes equivalently are shown separately from complete-scope totals, which only appear when every required component is priced.Terms and validity
Payment terms, validity periods and lead times are extracted, and short or expired validity is flagged.Equivalence classes
Every match is classed (exact, adjusted, conditional, not equivalent, missing or uncertain) with the reason shown.Exportable record
PDF, Excel and CSV exports with source references for each figure and a list of every adjustment and assumption.
Worked example: kilograms, GST and freight “TBA”
Example data · calculated by the QuantDoc engine
Tonnes vs kilograms, ex vs inc GST, freight to be advised
What was quoted
- Supplier A: 10 t of 20mm crushed aggregate at $120.00/t ex GST, plus freight $300.00 ex GST.
- Supplier B: 10,000 kg of 20mm crushed aggregate at $0.125/kg inc GST ($1,250.00), freight "TBA".
INCOMPLETE — Supplier A is the lowest fully-priced quote, but Supplier B has unknown costs. No overall winner can be declared yet.
- Supplier B is only cheaper than Supplier A overall if its delivery costs less than $363.64.
Line-by-line matching (2 items)
| Item | Supplier | Match | Normalised rate (ex GST) | Amount (ex GST) |
|---|---|---|---|---|
| 20mm crushed aggregate | Supplier A | Exact equivalent | $120.00 / tonne | $1,200.00 |
| Supplier B | Comparable with adjustment | $113.64 / tonne | $1,136.36 | |
| Freight to site | Supplier A | Exact equivalent | $300.00 / each | $300.00 |
| Supplier B | Conditional match | — | Unknown |
| Supplier | As quoted (ex GST) | Like-for-like | Complete scope |
|---|---|---|---|
| Supplier A | $1,500.00 | $1,200.00 | $1,500.00 |
| Supplier B | Unknown (unpriced line) | $1,136.36 | Incomplete (delivery unknown) |
Adjustments recorded
- Supplier B: 20mm crushed aggregate: 10000 kilogram(s) = 10 tonne(s)
- Supplier B: 20mm crushed aggregate: GST removed from 1250.00 inc GST → 1136.36 ex GST
3 flags raised · 4 clarification questions drafted
- Supplier B: delivery price to be advised
- Supplier B: unpriced item
- Supplier B: match needs confirmation
Supplier B material $1,250.00 inc GST ÷ 1.1 = $1,136.36 ex GST Supplier B rate 10,000 kg = 10 t; $1,136.36 ÷ 10 t = $113.64 per t Supplier A complete $1,200.00 + $300.00 freight = $1,500.00 Break-even freight $1,500.00 − $1,136.36 = $363.64
Supplier B is cheaper on the material, but the comparison stays incomplete until B prices freight. If B’s freight comes in under $363.64 ex GST, B is cheaper delivered; otherwise A is. That threshold is the useful number for your clarification request.
When two prices are actually the same
Example data · calculated by the QuantDoc engine
Same product, one quote ex GST and one inc GST
What was quoted
- Supplier A: 100 m² vinyl plank at $50.00/m² — "prices exclude GST" ($5,000.00).
- Supplier B: 100 m² vinyl plank at $55.00/m² — "prices include GST" ($5,500.00).
Provisional — check before relying on this: Supplier A: no quoted total to check the lines against; Supplier B: no quoted total to check the lines against. Supplier A and Supplier B are effectively equal on complete-scope cost ($5,000.00 vs $5,000.00). Choose on scope, terms and lead time rather than price.
| Supplier | As quoted (ex GST) | Like-for-like | Complete scope |
|---|---|---|---|
| Supplier A | $5,000.00 | $5,000.00 | $5,000.00 |
| Supplier B | $5,000.00 | $5,000.00 | $5,000.00 |
Adjustments recorded
- Supplier B: Vinyl plank flooring: GST removed from 5500.00 inc GST → 5000.00 ex GST
Boundaries
QuantDoc compares documents; it doesn’t replace your procurement policy, supplier due diligence or approvals. It doesn’t consult external pricing sources. Scanned PDFs have limited support. AI-assisted reading (paid plans and the trial) only helps read difficult documents and is never used for calculations. Read about document security or see plans and limits.
Frequently asked questions
How does QuantDoc put GST-inclusive and GST-exclusive quotes on the same basis?
Only where the quote states its GST treatment or its totals prove it. A GST-inclusive amount at 10% is divided by 1.1 to get the ex-GST amount. If GST treatment can’t be determined, the figure is shown as unknown on the other basis rather than assumed. GST-free and mixed items are handled separately.
Can QuantDoc weight price against delivery time or payment terms?
A weighted supplier evaluation is available from the Professional plan. The score is withheld while key information is missing, so an incomplete quote can’t win on a partial score.
Does QuantDoc check whether a supplier’s price is competitive with the market?
No. It compares the quotes you upload against each other. It doesn’t use external price lists or benchmarks, and it doesn’t contact suppliers.
What evidence does the evaluation record contain?
Each extracted figure carries a source reference (page and line, or sheet and row). Unit conversions, GST adjustments and any assumptions you entered are listed per supplier. Reports export as PDF, Excel or CSV.
Are clarification requests sent to suppliers automatically?
No. QuantDoc drafts questions and emails per supplier. You review, edit and send them from your own email.
Related
- Supplier quote comparisonUnits, GST, freight and exclusions on one basis.
- Commercial quote analysisRisk register, terms and labelled scenarios.
- GST-inclusive vs exclusive quotesThe formulas, including mixed quotes.
- Compare multiple supplier quotesA method for three or more quotes.
- Compare supplier quotes in ExcelBuild a sheet, and know where it falls short.
- How it worksUpload, review, compare, decide.
Make the next quote comparison clearer.
Upload competing quotes, check the evidence and see what each option really costs.
Free preview, no card required. Paid plans: 60-day trial, card required.