A usable quote states, for every line, the part number, the grade, the quantity, the unit price, the lead time and the warranty, and separates freight and any core charge. Grade per line is the highest-impact item, because without it a price comparison is meaningless and two quotes for different products look like a price difference.
What a usable quote states
| Line item | Why it must be stated |
|---|---|
| Part number, complete with suffix | The identifier the part will be checked and shipped against. A quote without full numbers cannot be verified against the machine. |
| Grade per line | Genuine, OEM-quality or aftermarket. The highest-impact omission, because it makes price comparison meaningless. |
| Quantity and unit | Sets, pieces, boxes or kits. A unit mismatch at order stage is a common and avoidable delay. |
| Unit price and line total | So the arithmetic can be checked. Quotes that show only a grand total cannot be verified line by line. |
| Lead time per line | A single lead time on a mixed order is optimistic by definition. Where one line is on back order, the whole order waits unless it is split. |
| Freight and destination terms | Stated separately from the parts price, and per shipment. Freight terms change the landed comparison between suppliers. |
| Warranty, per line | What is covered and for how long, and specifically whether consequential damage is covered on assemblies. |
| Core charge and return terms | Where an exchange unit is quoted, the core value and the conditions under which it is refunded. |
How to confirm it
- Check that both quotes are for the same grade
A quote for a genuine pump is not comparable with a quote for an unbranded one, and the difference is often presented as a price difference rather than a product difference. Grade first, price second.
- Check the part numbers character by character
Against the numbers you sent, including suffixes. A quote that has normalized your numbers may have corrected them, or may have changed them, and only you can tell which.
- Compare landed cost, not unit price
Freight, duties and lead time. A lower unit price with a four-week lead and an expensive courier can cost more than a higher price that arrives in a week, particularly when a machine is down.
- Check the lead time line by line
A quote is only as fast as its slowest line. Where one line is delayed, ask whether the order can be split so the rest can ship.
- Ask about the warranty on the lines that matter
The warranty on a filter element is unimportant; the warranty on a final drive or a control unit is part of the product. Ask what happens if the part fails and takes something with it.
- Confirm the core terms before accepting
For any exchange or remanufactured line, the price may assume a returned core. Keeping the old unit can turn a favorable quote into an unfavorable one after the fact.
What to do about it
Where a quote omits grade, do not treat the omission as an oversight to be sorted out at order stage. Ask before committing, because a grade clarified afterward is a negotiation and a grade clarified beforehand is a choice.
Where two suppliers quote the same part numbers at materially different prices, assume the difference is in the grade, the freight or the warranty until one of them demonstrates otherwise. Occasionally it is genuine efficiency; more often it is one of the three.
Where a quote lists only a total, ask for the line detail. A supplier who cannot itemize has either not specified the order or does not want it compared, and both are worth knowing before payment.
Keep quotes with the machine records. When a part fails early, the grade and the warranty on the original quote are the first two facts anyone needs.
Need the parts this covers?
Send the machine model, serial number and the part numbers you need. We confirm fitment before payment and state the grade of every line — genuine, OEM-quality or aftermarket.
Request a quoteFrequently asked
What should a parts quote always include?
Part numbers complete with suffixes, grade per line, quantity and unit, unit price and line total, lead time per line, freight terms, warranty, and core or exchange terms where relevant. A quote missing any of these is incomplete rather than simply brief.
Why does grade matter so much in a comparison?
Because it changes what is being compared. A quote for genuine parts and a quote for unbranded parts are quotes for different products, and presenting them as a price difference rather than a product difference is where most misunderstandings start.
Is the lowest quote usually the best value?
Rarely on critical components. Landed cost, grade, lead time and warranty all change the answer, and unit price alone captures none of them. On a machine in production, a week of downtime usually exceeds the difference in parts cost.
Should I pay for parts before confirmation of fitment?
No. Fitment should be confirmed from the machine model, serial number and part number before payment, and the confirmation should be explicit. That confirmation is the substance of the transaction; the price is the easy part.