Comparative statement of quotations, built from the quotations themselves.
| Item | Varnel | Ostrand | Kelvane |
|---|---|---|---|
| Portland cement, 50 kg400 bags | 6.10 | 5.85 | 6.30 |
| Rebar 12 mm, Grade 6020 tons | 640.00 | 655.00 | 628.00 |
| Rebar 16 mm, Grade 6015 tons | 630.00 | 645.00 | 622.00 |
| 5 more lines in the full result. | |||
| Total (USD) | 34,165.00 | 33,442.50* | 33,930.00 |
Lowest price on each line.
* After a 2% discount, without the binding wire it did not quote.
PROCAI recommends: Ostrand, the cheapest by 1.4%, once it confirms the binding wire and the 50% advance payment.
Upload the supplier quotations as they arrived, PDF, Excel, Word or photos, and get the comparative statement with every line item matched across suppliers, each offer's currency and VAT stated, and the totals worked out. Export it to Excel for approval.
What is a comparative statement of quotations?
A comparative statement of quotations, also called a CS, a bid comparison or a bid tabulation, is the table that puts every supplier's offer for the same scope side by side: item by item rates, quantities, line totals, taxes, delivery, payment terms and validity. It is the document an approver signs before the purchase order, and in many organisations a purchase cannot proceed without one.
Preparing it by hand means retyping each quotation into a spreadsheet and lining up items that every supplier described differently. PROCAI does that extraction and matching with AI and gives you the statement as an editable sheet, with the original quotations kept alongside for the approver.
What a good comparative statement holds.
And how PROCAI fills each part.
The columns
- Item description, unit and quantity, as one row per item
- Each supplier's unit rate and line total in its own column
- Subtotal, VAT and total per supplier, in each quotation's own currency
- A US dollar total row when suppliers quoted in different currencies
How the rows get matched
- The same item is matched across suppliers even when each described it differently
- Items only some suppliers priced stay visible, so missing scope is obvious
- Each column is checked against the total printed on that quotation
- Two to five quotations per statement on Free, up to ten on every paid plan
What the approver gets
- An Excel workbook with the original quotations embedded, or a PDF
- Every cell editable before export, so corrections are made where they belong
- On Enterprise plans, the statement attaches to the commercial comparison step of the approval workflow
- Nothing pre selected: the statement presents, the approver decides
How to prepare a comparative statement of quotations in four steps.
From a folder of quotations to a statement ready for signature.
- 1
Collect quotations for the same scope
A statement only compares like with like. Send every supplier the identical RFQ, or use a free template, so they price the same items and terms.
- 2
Upload the quotations as they arrived
Each supplier's file goes in unchanged, in its own layout and language. Currency and VAT are read from each document, and you can set either yourself.
- 3
Let PROCAI build the statement
Every line is extracted and matched across suppliers in the background, usually within a few minutes, with totals worked out per quotation.
- 4
Check, correct and export for approval
Compare the statement against the originals, edit any cell that needs it, and export to Excel or PDF for the approver.
What the statement does not decide.
A comparative statement supports the award. It is not the award.
- It does not pick the lowest bidder or recommend a supplier. Lead time, compliance, payment terms and supplier history are for the people signing.
- It can misread a poor scan, handwriting or an unusual layout. Check it against the original quotations before you rely on it.
- It cannot make different scopes equivalent. If suppliers priced different things, the statement shows the gap, it does not close it.
- The free templates on this page are blank. The statement PROCAI builds comes from your actual quotations, which is where the time is saved.
Free templates, ready to download
Blank Excel workbooks with the comparison layout and totals already set up, each with a How to use sheet. Fill them by hand, or upload your quotations to PROCAI and get the same kind of sheet built for you.
Comparative statements, answered.
What should a comparative statement of quotations include?
At minimum: one row per item with description, unit and quantity; each supplier's unit rate and line total; subtotal, tax and grand total per supplier; and the commercial terms that change the real cost, such as delivery basis, lead time, payment terms and offer validity. Items a supplier did not price should stay visible as gaps rather than disappear.
Is a comparative statement the same as a bid tabulation?
In practice, yes. Comparative statement, bid tabulation, bid comparison sheet and quotation comparison sheet all name the same document: offers for one scope laid side by side so they can be judged like for like. Construction and public sector buyers tend to say bid tabulation, while comparative statement is common in the Gulf and South Asia.
How long does it take to prepare one?
By hand, a statement with a few suppliers and a long item list typically takes hours, most of it retyping and matching descriptions. With PROCAI the extraction and matching run in the background, usually in a few minutes, and the time that remains is your review against the originals. By PROCAI's own estimates that is around 3 hours down to around 5 minutes for a typical sheet.
Can it handle quotations in different formats and currencies?
Yes. PDF, Excel, Word, CSV and JPG or PNG photos and scans can sit in one statement, each in the supplier's own layout and language, including Arabic. Each quotation keeps its own currency and VAT, and a US dollar total is added when currencies differ.
Who should sign off the comparative statement?
That is your organisation's authority matrix, and PROCAI does not decide it. On Enterprise plans, the approval workflow records each step from purchase requisition to purchase order with named roles, and the statement attaches to the commercial comparison step so the approver sees it with the request.
How much does it cost to build a statement?
Statements are paid in credits by the number of quotations: 3 credits for two to five, 5 credits for six to ten. Every new account gets 8 free credits once, with no credit card, enough to build statements on real quotations before deciding anything. The pricing page lists the full credit table.
Turn your next quotations into a statement ready to sign.
Upload them as they arrived and see the statement. Free to start, no credit card.