How to Detect Missing Items in Quotes
Why missing items matter
Comparing totals only works when every quote covers the same scope. If one concrete supplier includes pump hire and another doesn’t, the second quote isn’t cheaper. It’s describing a smaller job. You still have to pay for the pump, from that supplier or someone else.
Missing items show up in four ways:
- Not mentioned. One quote lists an item and another is silent about it.
- Explicitly excluded. The quote says “excludes freight”, “installation by others” or “traffic control not included”.
- Listed but unpriced. The item appears with “TBA”, “POA” or “to be advised” instead of a price.
- Short quantity. The item is there, but for less than you need (16 m³ instead of 18 m³, three weeks instead of four).
A method that catches them
- Write down what you need before reading any quote: the materials, delivery, installation, equipment, mobilisation, disposal and anything else the job requires.
- Build one list of every line item across all quotes. Each row is one item. Each column is a supplier.
- Mark each cell: priced, included in another line, excluded, TBA or not mentioned.
- Read the notes and terms. Exclusions are often in the fine print, not in the table.
- Never fill a gap with zero. Get a price, or calculate the break-even.
Working out the break-even cost of a gap
When one quote is complete and another has a missing item, you can still say something useful: how much the missing item would have to cost before the ranking changes. Put both quotes on the same GST basis first.
Supplier A (complete, ex GST) 10 t aggregate × $120.00 = $1,200.00 Freight = $300.00 Complete scope = $1,500.00 Supplier B (freight TBA) 10,000 kg × $0.125 inc GST = $1,250.00 inc GST $1,250.00 ÷ 1.1 = $1,136.36 ex GST Break-even for B’s freight $1,500.00 − $1,136.36 = $363.64
That number is a decision tool. If freight to your site usually costs well over $363.64, Supplier A is likely the better buy even though B’s material is cheaper. If you aren’t sure, ask B for a firm freight price. The same calculation works for a missing item where the other supplier priced it:
Supplier A: 10 m³ N32 × $250 = $2,500 + pump $800 = $3,300 Supplier B: 10 m³ N32 × $240 = $2,400 (no pump mentioned) If you need a pump: B is cheaper only if its pump < $3,300 − $2,400 = $900
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
Example data · calculated by the QuantDoc engine
A line item one supplier didn't quote
What was quoted
- Supplier A: 10 m³ N32 concrete at $250/m³ plus concrete pump hire $800 (ex GST).
- Supplier B: 10 m³ N32 concrete at $240/m³ (ex GST). No pump mentioned.
INCOMPLETE — Supplier A is the lowest fully-priced quote, but Supplier B has unknown costs. No overall winner can be declared yet.
Line-by-line matching (2 items)
| Item | Supplier | Match | Normalised rate (ex GST) | Amount (ex GST) |
|---|---|---|---|---|
| N32 concrete | Supplier A | Exact equivalent | $250.00 / m³ | $2,500.00 |
| Supplier B | Exact equivalent | $240.00 / m³ | $2,400.00 | |
| Concrete pump hire | Supplier A | Exact equivalent | $800.00 / each | $800.00 |
| Supplier B | Missing item | — | Unknown |
| Supplier | As quoted (ex GST) | Like-for-like | Complete scope |
|---|---|---|---|
| Supplier A | $3,300.00 | $2,500.00 | $3,300.00 |
| Supplier B | $2,400.00 | $2,400.00 | Incomplete |
1 flag raised · 3 clarification questions drafted
- Supplier B: no matching item for "Concrete pump hire"
Where QuantDoc fits
QuantDoc builds the item-by-supplier grid automatically, marks each item as priced, included, excluded, TBA or not mentioned, and labels the comparison INCOMPLETE while any required cost is unknown. It shows break-even thresholds and drafts a clarification question for each gap. Nothing is sent to suppliers automatically. You still decide what your job needs. QuantDoc makes sure nothing silently drops out of the comparison.
Related: identifying missing scope in tenders and scope gap analysis.
Frequently asked questions
If a quote doesn’t mention an item, is it included?
You can’t assume so. Silence means the cost is unknown. It may be included, excluded or simply forgotten. Ask the supplier to confirm in writing before treating it as included.
Should I treat a missing item as zero?
No. Treating an unknown cost as zero makes the incomplete quote look cheaper than it is. Either get a price, use a clearly labelled estimate, or work out the break-even cost at which the ranking would change.
What is a break-even threshold?
It is the most the missing item could cost before the cheaper-looking quote stops being cheaper. It equals the complete price of the other quote minus the known part of the incomplete quote, on the same GST basis.
What does “TBA” or “to be advised” mean in a quote?
The supplier has listed the item but not priced it. It is a known item with an unknown cost, and the quote can’t be compared on total price until it is priced.
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