Compare Quotes with AI: Prices, Lead Times, and Hidden Costs
What if the cheapest quote stops being the cheapest once you add shipping and installation? When suppliers present tax, shipping, and delivery terms differently, the amount on the first page is not enough to compare them. AI can bring those scattered details into one table and help you identify what needs checking.
Start with five quotes you are currently reviewing. The key is to calculate with formulas and make decisions by checking the original documents. The suppliers and amounts in this article are fictional examples, and the feature descriptions are current as of October 2026.
Want a comparison process that fits your company's documents? Contact AIB about an on-site AI consultation. Once you get in touch, we will visit your workplace, listen to the challenges you face, and explore ways to address them together.
What changes the total cost
A low price for the goods can turn into a higher total once shipping, installation, and other charges are added. First, define the quantity and specifications you need, the installation work required, and the date you need delivery. Start by making sure you are comparing equivalent products and scopes of work.
Here is a comparison of three fictional quotes, assuming each covers the same furnishings and installation work. All amounts are in South Korean won (KRW). Tax amounts are copied exactly from each fictional quote.
| Supplier | Confirmed amount |
|---|---|
| A | KRW 1,300,000 |
| B | KRW 1,250,000 |
| C | KRW 1,290,000 + unconfirmed shipping |
Supplier A: details
- Goods: KRW 1,000,000
- Additional charges: tax KRW 100,000, shipping KRW 50,000, installation KRW 150,000
- Delivery lead time: 10 days after payment
Supplier B: details
- Goods, tax, shipping, and installation: KRW 1,250,000, all included
- Delivery lead time: 10 business days after the contract is signed
Supplier C: details
- Goods: KRW 1,100,000
- Additional charges: tax KRW 110,000, installation KRW 80,000
- Shipping: not stated
- Delivery lead time: approximately two weeks; starting point not stated
Supplier A appears to cost KRW 1,000,000, but its confirmed total is KRW 1,300,000. If Supplier B's KRW 1,250,000 includes the same scope, it costs less than A. Until C's shipping charge is confirmed, you cannot finalize its total or rank all three quotes. Entering zero for an unstated charge hides the question you still need to ask.
“10 days after payment” and “10 business days after the contract is signed” are also different. To determine whether an order will arrive when needed, check the starting point, non-working days, and whether the stated date refers to dispatch or arrival, as well as the length of the lead time.
Build a comparison table with AI
Upload the quotes to a file-analysis AI tool your company allows, then ask it to extract the details. Gemini, for example, lets you upload documents and spreadsheets and ask questions about them. Check your account's upload limits and your company's rules for sharing documents with external services. Use fictional documents for practice.
Include a supplier alias and the quote date in each filename. These columns are a useful starting point:
- Filename, page, quote date, and validity period
- Item, specifications, quantity, unit, unit price, and goods subtotal
- Whether tax, shipping, installation, and other charges are included, extra, or not stated
- Delivery lead time and its starting point, payment terms, and warranty coverage
- Items that cannot be compared directly and questions for the supplier
Step 1 prompt: organize the originals into matching columns
Organize these five quotes using the fields above. Mark any value absent from the original as “not stated”; do not enter zero. Include the filename and page for every amount and condition, and preserve the original wording. Flag differences in specifications, units, or included scope. Do not recommend the lowest-priced supplier yet.
If there are many line items, use separate tables for item prices and supplier terms. Repeating a supplier's total on every item row and then adding those rows will double-count it. Keep quoted amounts and calculated amounts in separate columns so you can spot differences.
Check the numbers with Excel formulas
Recalculate amounts with formulas independently of the AI's explanation. For example, if column C contains quantity, column D contains the unit price in won, and column E contains the line-item amount, enter =C2*D2 in E2 and copy it down. If the items occupy rows 2–6, use =SUM(E2:E6) to calculate the goods subtotal.
In a separate cost table, if B2–B5 contain the goods subtotal, tax, shipping, and installation as numeric amounts in won, add them with =SUM(B2:B5). For Supplier A, enter 1000000, 100000, 50000, and 150000, and check that the result is KRW 1,300,000. Do not mix figures expressed in units of KRW 10,000, such as 100, with amounts in won, such as 1000000.
Do not add included charges twice, or leave an unstated shipping charge blank and label the SUM result as the final total. Track unstated charges in a separate column and mark the total “provisional.” If tax rates, exchange rates, or rounding rules are unclear, ask the supplier or the person responsible rather than choosing your own.
The AI function in Google Sheets can help draft clarification questions from a cell range you have already organized. Its responses are text, and it does not automatically read your entire spreadsheet or other Drive files, so use ordinary formulas for totals. Check that you have an eligible Google Workspace or Google AI plan and that your settings allow access to the feature.
Turn missing details into supplier questions
Check the first comparison table against all five original quotes. Even when the totals are correct, quantity units or the scope of supply may differ, so review both the numbers and the terms.
Step 2 prompt: identify only the questions that need answers
From this checked table, select only items that are not stated or cannot be compared directly, and draft questions for each supplier. Include the original wording, filename, and page with each question. Omit questions already answered in the documents. Do not guess costs or delivery times, and ask about only one point per question.
Make each question easy to answer: “The quote says shipping is extra. What is the charge to this address?” or “Does the 10-day lead time mean arrival within 10 days of payment?” Add the reply date and supporting information to your table, and keep revised quotes as new versions.
The final choice also depends on delivery timing, product suitability, after-sales support, and commercial terms. A comparison table is a record of why you would choose a supplier and which conditions still need checking, rather than purchase approval itself.
Frequently asked questions
Can I upload quotes to an AI tool?
First, check that your company permits the tool, account, and type of information involved. Remove unnecessary information, including suppliers' confidential details and personal contact information.
Which AI tool works best for comparing quotes?
Test tools with the same fictional quotes and compare whether they miss table entries and how easily you can trace information to the original documents. File support, usage limits, and your company's security requirements also need to fit your workflow.
Can I choose the lowest price calculated by AI?
Check the amounts using formulas and the original documents, then verify the scope of supply. If any costs are missing, keep the totals and rankings provisional.
AIB compares the capabilities and prices of different AI tools, helping individuals and businesses choose and use AI that fits their work and budget. For quote comparisons, start with the documents you already have and the checks your team needs to make.
Sources and further reading
- File analysis and spreadsheet tools: Upload & analyze files in Gemini Apps · Use the AI function in Google Sheets