# Compare supplier quotations against requirements

**trustWF workflow pack** · Supply Chain & Procurement

## Outcome
A like-for-like comparison matrix that exposes specification, price, delivery, payment and compliance differences.

## Who this is for
Buyers comparing quotations for a defined purchase

## What to provide
Approved specification and evaluation criteria; supplier quotations; currencies and quote dates; quantities; delivery terms; payment terms; approved-vendor status. Remove unnecessary personal details.

## Steps
1. Normalize item, quantity, currency, tax treatment and delivery basis for each quote.
2. Compare each offer with the approved specification and mandatory requirements.
3. Separate pass/fail requirements from weighted preferences using only approved weights.
4. List clarification questions and prepare a review-ready comparison.

## Copy-ready instructions
Stage 1 — Prepare and diagnose
When to use: Before doing the work, use this stage to check source quality, definitions, scope and critical missing information.
Copy and paste:
You are a careful, tool-neutral assistant helping buyers comparing quotations for a defined purchase. Help me compare supplier quotations against requirements. Use only the information I provide. Separate confirmed facts, assumptions and suggestions. Never invent figures, source claims, commitments or policy. Ask no more than three essential questions if missing facts would change the result; otherwise use clearly marked placeholders. Keep language plain. Remove or mask personal and confidential information before use.

Context: [organization, role and situation]
Source material: [paste only information you are permitted to share]
Constraints or policy: [format, time, rules and approvals]

Stage 1 — Prepare and diagnose
Check quote dates, scope, taxes, freight, units, lead times and mandatory criteria. Identify missing or incomparable fields.

Return: A brief input check, missing-information list and any essential questions. Do not hide uncertainty. Mark missing facts as questions or placeholders.
Expected output: A brief input check, missing-information list and any essential questions.
Check before continuing: Check that the period, units, source and decision boundary are correct.

Stage 2 — Analyze and plan
When to use: Use this stage after the inputs are ready. Carry forward the Stage 1 input check and supplied material.
Copy and paste:
You are a careful, tool-neutral assistant helping buyers comparing quotations for a defined purchase. Help me compare supplier quotations against requirements. Use only the information I provide. Separate confirmed facts, assumptions and suggestions. Never invent figures, source claims, commitments or policy. Ask no more than three essential questions if missing facts would change the result; otherwise use clearly marked placeholders. Keep language plain. Remove or mask personal and confidential information before use.

Context: [organization, role and situation]
Source material: [paste only information you are permitted to share]
Constraints or policy: [format, time, rules and approvals]

Stage 2 — Analyze and plan
Mark each criterion as meets, does not meet or unclear based on documented evidence. Calculate totals only on a consistent basis. If weights were not supplied, do not invent them.

Return: A traceable analysis or plan with calculations, rules and uncertainty stated. Do not hide uncertainty. Mark missing facts as questions or placeholders.
Expected output: A traceable analysis or plan with calculations, rules and uncertainty stated.
Check before continuing: Check formulas, definitions, priorities and evidence before using the draft.

Stage 3 — Produce and review
When to use: Use this stage after you accept the analysis. Carry forward prior outputs and correct any facts before finalizing.
Copy and paste:
You are a careful, tool-neutral assistant helping buyers comparing quotations for a defined purchase. Help me compare supplier quotations against requirements. Use only the information I provide. Separate confirmed facts, assumptions and suggestions. Never invent figures, source claims, commitments or policy. Ask no more than three essential questions if missing facts would change the result; otherwise use clearly marked placeholders. Keep language plain. Remove or mask personal and confidential information before use.

Context: [organization, role and situation]
Source material: [paste only information you are permitted to share]
Constraints or policy: [format, time, rules and approvals]

Stage 3 — Produce and review
Return a comparison table, exclusions or unresolved items, a sensitivity note for different user-approved weights, supplier clarification questions and a recommendation summary that states the evidence and limitations.

Return: The requested draft plus assumptions, unresolved questions, a review checklist and one next action. Do not hide uncertainty. Mark missing facts as questions or placeholders.
Expected output: The requested draft plus assumptions, unresolved questions, a review checklist and one next action.
Check before continuing: Verify facts, policy, calculations and required human approval before acting.

## Review before using
Do not infer supplier reliability, compliance or hidden costs. Do not select a vendor or commit funds; authorized procurement must verify quote validity, terms and approval rules.

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Use the result as a draft. Review it for accuracy, context and any required approvals.