How to Compare Quotes Side by Side (With a Simple Table)

A step-by-step method for comparing several quotes fairly, with a ready-made table covering scope, materials, VAT, timing and payment terms.

You have three quotes in front of you. One is much cheaper, one is much longer, and one is a single line. Which is actually the best value? Comparing them properly means lining up the same things in the same format, because price on its own is not a comparison.

Why headline price misleads

Different providers describe and price work differently. One may include waste removal and clean-up. Another may charge for them separately. One may quote with VAT, another without. Putting only the totals next to each other is like comparing the price of two cars without checking one lacks wheels.

Step one: list what you asked for

Write down your brief, in a few bullet points. This is your yardstick. Every quote should be measured against this list, not against the other quotes. If you have a written job brief, use that.

Step two: build the table

Copy this into a note or spreadsheet and fill it in for each provider.

Leave a cell blank if the quote does not say. A blank is a question to ask, not an assumption to make.

Step three: fill the gaps

Message each provider with specific queries, for example: "Does your price include removing the old fittings from site?" The answers often change the picture. When messaging through a platform, keep the questions and replies together, as covered in keeping a record of messages.

Step four: normalise the numbers

Adjust the figures so they are comparable:

1. Add VAT consistently, if some prices exclude it.
2. Add the cost of anything left out, for example materials or disposal, using sensible estimates.
3. Convert hourly rates to an expected total using the provider's estimated hours plus some margin.

You will end up with a rough like-for-like total. It will not be perfect, but it is far more useful than the original headlines.

Step five: weigh the non-price factors

Price is part of value. Others are:

• Reliability and communication during the quoting stage
• Relevant experience and quality of examples
• Timing, including the ability to start when you need
• Payment terms, such as a smaller deposit or payment on milestones
• Aftercare, meaning what happens if there is a fault

Our shortlisting guide shows a simple scoring method for these.

Spotting the outlier

If one quote is far below the others:

• Ask what is included and ask them to confirm the scope.
• Consider whether they have misunderstood the work.
• Be cautious if they ask for a large payment upfront or cannot explain the difference.

If one is far above, ask whether there is a good reason, such as better materials, or they simply do not want the job. Either answer is useful. Read more in why the cheapest quote is not always best.

Make the final decision

Choose, then tell the others politely. Before accepting, confirm in writing the scope, price, start date and payment schedule. If you are using Compito, accepting an offer and paying online after you have clarified these points gives you a clear record of what was agreed, with messaging available for questions that come up.

Common mistakes

• Comparing only totals.
• Assuming blank cells mean "included".
• Letting one provider's estimate of materials influence another's.
• Forgetting to check how long the offers remain valid.

A worked example

You asked three providers to repaint a hallway, stairs and landing. Provider A quotes £620 and says "all in". Provider B quotes £540 and lists labour only, with paint to be supplied by you. Provider C quotes £690, including paint, filler, protective sheets and a tidy-up, with two coats on walls and one on woodwork. Once you add a sensible estimate of £70 to £110 for paint to B, they sit close to A. C is highest but is the only one that has spelled out coats and preparation. Without the table, B looks like the bargain. With it, the choice is between A and C, and the real question is what A includes.

Questions that reveal the difference

• How many coats, and what preparation is included?
• Who moves furniture and protects floors?
• Is there a second visit, and is it charged?
• What is the start date, and what happens if the work runs over?
• How long is the offer valid?

Weighting the factors

Not every row in your table matters equally. Give extra weight to the items most likely to cause trouble on your job: for a big project it may be timing and payment terms; for a one-off repair it may be waste removal and call-out charges. Decide the weights before you look at the totals so you are not unconsciously steering towards a favourite.

When two offers come out equal

If the numbers and scope match, choose on communication, availability and how reviews describe similar jobs. A provider who answered your questions clearly during quoting is usually the same person on site. Keep the table and messages; they are your reference if something is disputed later.

Frequently asked questions

What if all the quotes are in different formats?

That is common. Use your table to put them in one shape, and ask for missing details rather than guessing.

Should I share one quote with another provider?

It is better not to. Instead, ask each for a clear breakdown, and negotiate honestly. See negotiating politely.

Is it acceptable to pick a more expensive quote?

Yes, if you can explain why it offers better value, such as clearer scope, stronger credentials or better availability.

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