Supplier comparison scorecard from your quotes
You have quotes from four factories in four different formats, with different MOQs, currencies and shipping terms. This prompt has your agent put them side by side, convert everything to a landed cost per unit, check each supplier's public footprint and score them with weights you choose.
The prompt
- Do a supplier comparison for [PRODUCT]. I attached the quotes: [QUOTE FILES]. Put every supplier side by side: unit price at each quantity break, MOQ, sample cost and time, production lead time, Incoterms (EXW, FOB, DDP), payment terms, packaging, certifications and warranty. Convert all prices to [CURRENCY] and estimate landed cost per unit for an order of [ORDER QUANTITY] delivered to [DESTINATION], noting what's included. Look up each supplier online (website, years in business, marketplace ratings, any complaints) with links. Score each from 1 to 5 on price, quality signals, speed, communication and risk, weighted [WEIGHTS]. Deliver an Excel scorecard and a short recommendation with questions to ask before I order.
What to change
- [PRODUCT]: What you're buying, e.g. "stainless steel insulated bottles, 500 ml, custom logo".
- [QUOTE FILES]: Attach PDFs, emails or screenshots of the quotes. You can also paste the text.
- [CURRENCY]: e.g. "USD" or "EUR".
- [ORDER QUANTITY]: The amount you plan to order, e.g. "1,000 units".
- [DESTINATION]: Where goods go, e.g. "my warehouse in Ohio" or "Amazon FBA in the UK".
- [WEIGHTS]: What matters most, e.g. "price 30%, quality 30%, speed 20%, communication 10%, risk 10%".
Example result
- Side by side (1,000 insulated bottles, delivered to Ohio)
- Supplier A - quote $3.10/unit, EXW
- • MOQ 500, lead time 30 days, sample $45 in 7 days
- • EXW means you pay pickup, export, freight and import: estimated landed $4.60/unit
- • Online: 3 years on a B2B marketplace, ratings mixed on packaging
- Supplier B - quote $3.65/unit, FOB Ningbo
- • MOQ 1,000, lead time 25 days, sample free (you pay courier)
- • Food-grade test reports provided, logo laser engraving included
- • Estimated landed $4.35/unit
- • Online: 9 years in business, consistent reviews, fast replies
- Supplier C - quote $4.40/unit, DDP
- • Includes shipping and duties to your door: landed $4.40/unit
- • Lead time 40 days; packaging only plain brown box
- Supplier D - quote $2.85/unit, EXW
- • No test reports, asks for 100% payment upfront: flagged as high risk
- Weighted scores (price 30, quality 30, speed 20, communication 10, risk 10)
- • Supplier B: 4.2
- • Supplier C: 3.7
- • Supplier A: 3.3
- • Supplier D: 2.4
- Recommendation
- Order samples from B and C. B has the best balance of landed cost, test reports and speed. C is simpler (DDP) if you don't want to manage freight.
- Questions to ask before ordering
- • Can you send the food-contact test report for this exact bottle?
- • What's the defect rate and how are defects credited?
- • Is the logo cost per unit or a one-time setup fee?
- • What is the production lead time after sample approval?
- • Payment split: 30% deposit, 70% before shipping?
- • Carton size and weight, for freight quotes
- • Can you hold the price for 60 days?
- Landed costs are estimates using typical freight and duty ranges; ask a freight forwarder for exact quotes.
How to do it with todo.is
- Copy the prompt and attach the quotes you have, then set your product, quantity, destination and weights.
- Paste it into todo.is or forward everything to your agent by email or on WhatsApp.
- Your agent normalizes the quotes, checks each supplier online and sends a scored Excel sheet.
- Ask it to draft the questions as an email to each supplier, or to add a new quote later.
Tips for a better result
- Compare landed cost, not unit price. An EXW quote can end up more expensive than a DDP one.
- Weight quality and risk properly. The cheapest supplier is often the most expensive after defects and delays.
- Always order samples from your top two, and test them the way customers will use them.
- Keep the scorecard. Ask your agent to add each new quote to it so you build a supplier history.
supplier comparison: FAQ
- What should I compare between suppliers? Landed cost per unit, MOQ, lead time, quality evidence (samples, certifications), payment terms and communication. Also check how long they've been in business and how they handle defects.
- What is the difference between EXW, FOB and DDP? EXW means you collect from the factory and handle everything after. FOB means the supplier delivers to the port of shipment. DDP means they deliver to your door with duties paid.
- How many suppliers should I compare? Three to five quotes is usually enough to see the real price range without wasting weeks on samples.
- Can the agent verify a supplier is legitimate? It checks public information like websites, years on marketplaces, reviews and complaints, with links. That lowers risk but isn't a full audit; use inspections or trade assurance for large orders.
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