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.
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 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.
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.
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.
