Vendor Quotation Comparison Sheet
Compare up to three supplier quotes on landed cost, GST, delivery, payment terms and quality, and print a ranked comparison for approval.
How to use the free Vendor Quotation Comparison Sheet
- Enter your figures in the fields above – use real numbers from your PMS, channel manager or accounts.
- Tap the button to see the result instantly. Change any value to compare scenarios.
- Copy, print or save the result and use it in your daily or monthly review.
This Vendor Quotation Comparison Sheet runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free vendor quotation comparison sheet. Compare 3 supplier quotes on landed cost with GST, delivery, credit and quality to get a ranked recommendation.
Why compare quotations properly
Hotels buy something almost every day: linen, amenities, crockery, chemicals, kitchen equipment, furniture. Picking the lowest unit price looks safe but often is not. Freight, GST, a longer delivery time or a supplier who wants full advance payment can make the "cheap" quote the costlier one, and poor quality shows up later as early replacement and guest complaints. A comparison sheet puts every quote on the same basis and leaves a clear record for the owner or auditor.
How this comparison works
- Landed cost: quantity × unit price, plus freight, plus GST on both.
- Input tax credit: if your business cannot claim GST input tax credit, GST is a real cost and is included in the comparison. Many hotels with room tariffs up to ₹7,500 charge 5% GST without input tax credit, so GST paid on purchases is usually a cost for them. If you can claim ITC, compare on the cost before GST. Confirm your position with your CA.
- Weighted score: price, quality, delivery time and payment terms each get a score out of 100 and a weight you can change. The default is 50% price, 25% quality, 15% delivery and 10% credit.
- Ranking and recommendation: the tool names the best overall vendor and explains when it is not the cheapest.
Weighted score = (Price score × Wp + Quality × Wq + Delivery × Wd + Credit × Wc) ÷ (Wp + Wq + Wd + Wc)
Good purchase practice
- Ask at least three vendors to quote on the same specification: size, weight, brand, warranty and delivery point.
- Get written quotations with GST rate and validity date.
- Rate quality from samples, past supplies or references, not from the brochure.
- Keep the signed comparison sheet with the purchase order.
- Review approved vendors every year and re-quote large or repeat purchases.
Record the items you buy in your fixed asset or stock register, and plan purchases in your yearly budget. For the GST you charge on rooms, see the hotel GST calculator.
Frequently asked questions
What is landed cost in a vendor quotation?
Landed cost is the full cost of getting the item to your hotel: quantity times unit price, plus freight or delivery charges, plus GST if you cannot claim input tax credit.
Should a hotel always choose the lowest quotation?
Not always. Compare delivery time, payment terms and quality as well. A slightly higher price can be better value if the item lasts longer or arrives when you need it.
Can a hotel claim GST input tax credit on purchases?
Hotels charging 5% GST on rooms up to ₹7,500 generally cannot claim input tax credit, so GST is a cost. Hotels on 18% with ITC usually can. Confirm your position with your CA.
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