Buying wholesale
How do you compare supplier quotations properly?
Compare supplier quotations on matched case sizes and units, not just the bottom-line total — a lower total can hide a smaller case size, and vice versa. Check what's actually included, such as delivery versus pickup and packaging format, alongside lead time and product specification. A single quote tells you one supplier's number; comparing properly means making sure you're pricing the same thing across all of them. Two suppliers pricing the exact same products can land on very different numbers once you account for these factors — and the difference isn't always visible from the total alone.
The evaluate a wholesale food supplier guide covers the full checklist in more depth — this page focuses on the quotation itself.
Match the units before you compare totals
The most common comparison mistake is lining up two totals without confirming the case sizes behind them. A quote priced per case of a smaller pack looks cheaper than one priced per case of a larger pack until you convert both to the same unit — see what case sizes like '12 × 700 g' actually mean for how to read the notation. Always convert to a common unit — per kilogram, per bottle, per piece — before judging which quote is actually stronger.
This matters just as much once you're comparing more than two quotes. A spreadsheet listing per-case totals side by side can look decisive, but it's only meaningful once every row has been converted to the same base unit — otherwise you're ranking case sizes, not value. If a supplier's quote doesn't clearly state the case size behind a line item, ask before comparing; it's a normal question, and a supplier confident in their pricing will answer it without hesitation.
Check what's included, not only the price of goods
Two quotations covering the same product list can still differ in what they include. Confirm whether delivery is part of the number or handled separately, whether the format is a full case of one product or part of a mixed order, and whether the quote assumes a one-off order or the recurring volume you actually intend to place — repeat volume can change the quotation once a supplier knows about it.
It's also worth asking how a quote handles a mixed list. A mixed pallet consolidating several product categories into one delivery can be priced differently than the same items requested as separate full-case orders, so make sure you're comparing quotes built the same way.
Weigh consistency, not just the first quote
A single quotation is a snapshot. What matters more for an ongoing supplier relationship is whether pricing, lead time and product specification stay consistent order after order — easier to judge once you've placed a reorder or two than from a first quote alone. If you're evaluating more than one supplier, sending each the same list — see what speeds up a wholesale quote — keeps the comparison fair.
It's reasonable to ask a supplier directly how they'd handle a hypothetical reorder or a change in volume; the answer tells you more about the relationship than the first invoice does. Consistency also shows up in communication — how clearly a supplier explains a price change, whether lead times hold up against what was originally quoted, and whether adjustments to an order are handled smoothly. These aren't line items on a quotation, but they shape whether comparing suppliers on paper actually predicts comparing them in practice.
- Convert to a common unit — per kilogram, per bottle, per piece — before comparing totals.
- Confirm what's included — delivery, packaging, format — not only the headline number.
- Ask about lead time for both in-stock and sourced items, since the two can differ.
- Consider consistency over time, not just how the first quotation reads.
Related questions
Is the lowest total always the best quote?
No. A lower total can reflect a smaller case size, excluded delivery, or a narrower product specification. Convert to a common unit and confirm what's included before judging.
Should I send the same list to multiple suppliers?
Yes, if you're comparing — sending an identical list makes the resulting quotations genuinely comparable rather than shaped by different product mixes.
What should I ask if two quotes look nearly identical?
Look past the total to lead time, delivery terms, and whether the quote reflects your real ongoing volume rather than a one-off order — these often separate two similar-looking numbers.
How many suppliers should I get quotes from?
Enough for a genuine comparison — commonly two or three — without spreading your real volume so thin across inquiries that none of them see your full order.