Medical supply quote comparison: checklist and calculator
Manoa editorial
https://manoa.health/resources/guide-medical-supply-quote-comparison-checklist-and-calculator

A lower price per case doesn’t always mean a cheaper order. First, check that both quotes cover the same approved product, pack and quantity. Then check the account terms, delivery date and extra charges.

## Quote comparison worksheet

Complete both supplier columns before approval:

- Manufacturer, item number and customer-approved specification: ______
- Supplier, account and location: ______
- Ordering UOM, pack contents and quantity: ______
- Where the price came from, when it expires and who qualifies: ______
- Product total: quantity × price per ordering UOM = ______
- Freight and other applicable charges: ______
- Delivered total and promised arrival date: ______
- Unconfirmed conditions: ______
- Authorized buyer and decision: ______

The quote calculator is at the end of this guide.

## Make sure you’re comparing the same item

Record the manufacturer, item number, size, material and specifications your team approved. For medical devices, the FDA’s device identifier helps identify a particular version or model. It doesn’t establish that another item is clinically interchangeable. Your designated staff make that decision. [FDA UDI basics](https://www.fda.gov/medical-devices/unique-device-identification-system-udi-system/udi-basics).

Write down the ordering unit. “Four” could mean cases, boxes or individual items. Record what’s in each pack, too. A photograph or familiar catalog name isn’t enough to confirm it.

## A $64 case can cost less than a $60 case

In this illustrative example, a site needs **four cases** of approved gloves. Each case contains ten boxes of 100 gloves. Both suppliers confirm the same product and pack, with a delivery date that works. The prices are fictional and include all applicable charges.

|                 | Quote A  | Quote B  |
| --------------- | -------- | -------- |
| Cases           | 4        | 4        |
| Price per case  | $60      | $64      |
| Product total   | $240     | $256     |
| Freight         | $20      | $0       |
| Delivered total | **$260** | **$256** |

Quote B costs more per case but **$4 less for the delivered order**. Looking only at $60 versus $64 would lead you to the more expensive quote.

## Convert unequal packs first

If the packs differ, work out how many you’d need before comparing totals. Don’t guess missing pack contents.

In this illustrative example with fictional prices, a site needs **4,000** approved gloves. Quote C’s case holds ten boxes of 100 and Quote D’s holds 20. Both suppliers confirm the same product and delivery date.

|                        | Quote C  | Quote D  |
| ---------------------- | -------- | -------- |
| Gloves per case        | 1,000    | 2,000    |
| Cases for 4,000 gloves | 4        | 2        |
| Price per case         | $70      | $120     |
| Product total          | $280     | $240     |
| Freight                | $0       | $25      |
| Delivered total        | **$280** | **$265** |

Quote D’s case costs $50 more but holds twice the gloves. For 4,000 gloves, it costs **$15 less delivered**.

The calculator below assumes matching quantities and packs. It can’t check clinical suitability or fill in missing packaging details.

## Check whether the price is yours to use

Check the account, location, effective dates, minimum quantities and any contract activation requirements. For GPO pricing, [check who confirms eligibility](/resources/guide-what-does-a-healthcare-gpo-do-and-whats-left-for-you) under your agreement. Keep the contract and ordering unit together. Premier’s system, for example, requires a contract number, price and contract unit of measure to activate pricing. Other systems may work differently. [Premier contract documentation](https://erp-core.premierinc.com/eMaterials/help/Procedures/Contracts.htm).

Ask about freight, handling and tax if the quote doesn’t settle them. Don’t assume a tax exemption, or subtract a rebate that hasn’t been confirmed.

If no one has time for these checks, [compare hiring, software and outsourcing](/resources/guide-healthcare-purchasing-hire-buy-software-or-outsource).

Manoa checks the details and prepares the purchase for your review. You decide what to buy and approve any changes. [Here’s what we handle and what stays with your team](/controls).

Sources
FDA: UDI basics: https://www.fda.gov/medical-devices/unique-device-identification-system-udi-system/udi-basics (checked 2026-09-22)
Premier: contract price and unit-of-measure documentation: https://erp-core.premierinc.com/eMaterials/help/Procedures/Contracts.htm (checked 2026-09-22)