Free supplier price comparison template

Updated October 10, 2026

When two suppliers sell the same item in different case sizes, the cheaper case is not always the cheaper product. Enter the case price and units per case from each supplier below. The template works out the price per unit, highlights the cheapest, and estimates what you would save a year by buying each item from its cheapest supplier. It runs in your browser, saves on this device only, and downloads as a CSV for Excel or Google Sheets.

How to compare supplier prices fairly

1. Compare price per unit, not per case. A $41 case of 40 is cheaper per unit than a $38.50 case of 35. Divide the case price by the units in the case, or by the weight or volume if the packs differ.
2. Match the product, not just the name. Check brand, grade, size and pack. A private-label item and a branded one are not a like-for-like comparison, even if both are fine for your use.
3. Include what the price leaves out: delivery fees, order minimums, fuel surcharges and payment terms. A slightly higher price from a supplier you already meet the minimum with can cost less overall.
4. Use current price lists. Ask each supplier to email their latest price list whenever it changes, and note the date. Comparing this month’s price with last quarter’s quote is how surprises happen.
5. Recheck your top items every quarter. The 20 items you spend the most on are where a better price matters. The rest are rarely worth the time.

Doing this every week

A comparison sheet is useful once a quarter. Comparing every time you order is harder, because it means keeping every supplier’s current price list side by side. Ordering Guru imports each supplier’s CSV or Excel price list into one searchable catalog, so when you search for an item you see every supplier that sells it, with their current price, before you add it to the order. Re-importing a new price list updates only what changed.

Frequently asked questions

How do I compare prices between suppliers?

Convert every quote to a price per unit (case price divided by units per case, or by weight or volume), make sure the products really match, then add delivery fees and minimums before you decide.

What should a vendor price comparison spreadsheet include?

The item, the quantity you buy each week, and for each supplier the case price, units per case and calculated price per unit, with the cheapest highlighted. This template includes all of these and calculates the per-unit prices for you.

How often should I compare supplier prices?

Recheck your highest-spend items at least quarterly, and whenever a supplier sends a new price list.

Should I always buy from the cheapest supplier?

Not always. Reliability, delivery days, minimums and quality matter too. Use the comparison to know what you are paying for those, and to negotiate with the supplier you prefer.