Free Excel template
Free comparative statement format for quotations
Free comparative statement format in Excel: compare three vendor quotations with GST, freight and terms. L1 rate and vendor highlighted automatically.
Download comparative statement (.xlsx)Free, no sign-up. Works in Excel, Google Sheets and LibreOffice.
A comparative statement (often called a CS or quotation comparison) puts the rates from several suppliers side by side, so purchase can show why an order went to a particular vendor. This free comparative statement format in Excel compares up to three vendors. It picks out the lowest rate on every line and the lowest landed cost overall, including GST and freight.
It prints on one A4 page and includes a How to use sheet. It works in Excel, Google Sheets and LibreOffice.
What's in the format
Header: company, CS number, date, the indent or RFQ number it answers, department and the person preparing it.
Item table: one row per item, with the same quantity for every vendor so the comparison is fair.
| Column | What it does |
|---|---|
| Item description, UOM, qty | Taken from the indent or RFQ |
| Rate (₹), one per vendor | The quoted rate, typed by you |
| Amount (₹), one per vendor | Calculated: qty × rate |
| Lowest rate (₹) | Calculated: the minimum of the three rates |
| L1 vendor | Calculated: the vendor with the lowest rate on that line |
The lowest rate in each row turns green, so the approver sees L1 at a glance.
Terms block, per vendor: sub-total, GST %, GST amount, freight and other charges, grand total, payment terms, delivery days and warranty. A Lowest landed cell names the vendor with the smallest grand total, which isn't always the one with the lowest rates.
The sheet ends with a line for the recommended vendor and the reason, and signature boxes for purchase, the checker and the approver.
A worked example
Two items, three vendors, GST at 18%:
- Bearing 6210 ZZ × 100: Vendor A ₹470, Vendor B ₹452, Vendor C ₹488
- V-belt B-54 × 40: Vendor A ₹310, Vendor B ₹325, Vendor C ₹298
Line by line, B and C each win one item. But Vendor B charges ₹1,200 freight while Vendor A charges ₹500, so the grand total decides the overall L1. The format shows both views, so you can split the order or negotiate, and write down why.
Common mistakes
- Different quantities per vendor. Always compare the same quantity, or rates for small lots will look cheap.
- Ignoring GST and freight. The lowest basic rate can lose on landed cost.
- No reason recorded when L1 isn't chosen. A faster delivery or proven quality is a fine reason, as long as it's written down. This is the first thing an auditor asks for.
- Comparing against last year's rate from memory. Keep the last purchase rate on the sheet, or in your software, so a price rise is visible.
- Only one quote. A comparative statement with one vendor is just a quote. Send the RFQ to at least three.
When to move from Excel to software
Excel works for occasional buys. It becomes slow when purchase sends dozens of enquiries a week, re-types every rate from email and WhatsApp, and the owner has to open a file to approve.
With IndustryPrime's quotation comparison, you send the enquiry to several vendors in one click and record their quotes against it. The comparative statement is built automatically, and the approver sees it on their phone together with the last purchase rate. The approved vendor flows straight into the purchase order, which is checked against your purchase history before it goes out.
New to the terms? See What is a comparative statement?. Also free: the indent format and GRN format.