A supplier's new price is only meaningful when you know what changed. The unit cost may rise while packing improves, or stay the same while a component becomes smaller. Keep a dated record of both the price and the specification before you approve a reorder.
Build a simple quote history
Create one row per quote, not one constantly overwritten price cell. Record supplier name, date, product code, specification version, quantity, unit price, currency, freight, tax stated, lead time and quote validity. Store a copy of the original document with the row.
If an amount is missing, mark it unknown and ask. A blank freight field should not silently become zero in your cost sheet. Keep confirmed terms separate from a verbal estimate.
Compare the same quantity and specification
A price for 1,000 units is not directly comparable with a price for 50 units. Check dimensions, material, thickness, colour, included parts, individual packing and inspection terms. Obtain a new sample if a meaningful specification changes.
| Comparison | Old quote | New quote |
|---|---|---|
| Quantity | 100 units | 100 units |
| Unit price | ₹200 | ₹215 |
| Freight for the batch | ₹1,000 | ₹800 |
| Cost before other items | ₹210 per unit | ₹223 per unit |
These are fictional figures excluding tax and other charges. The unit quote rose by ₹15, but the comparable cost rose by ₹13 after the lower freight allocation. You still need to check whether packing, quality and other terms remain the same.
Ask what caused the change
Request a clear explanation and revised written quote. Possible discussion points include material, quantity, packing and delivery terms; do not assume a particular reason applies. You can ask about a smaller batch or a standard colour, but do not reduce quality below what customers were promised.
Recalculate before confirming
Update landed cost and contribution using the current quote. Check the selling price, shipping, payment fees, expected returns and acquisition cost on a consistent basis. A previous profitable order does not prove the next batch has the same economics.
Also check cash timing: a larger deposit can create a problem even if the unit price is attractive. Confirm when the balance is due and what happens if the order does not meet the agreed specification.
Keep the decision trail
Save the approved quote, sample reference and order confirmation together. Tell the supplier which version you are accepting. When goods arrive, compare the batch with that record rather than relying on memory or an old product photograph.
Review the log before each reorder. Its purpose is not to predict market prices; it is to make cost and specification changes visible while you still have time to decide.
Continue with a practical guide
Leviative editorial guide · Reviewed 21 October 2026 · AI-assisted draft reviewed for factual claims, calculations and clarity.