Which conditions must be equal to compare two industrial proposals?
The seven fields of the matrix in section 05 must be filled in for both proposals, from application and operating conditions to lead time and supply terms. If one proposal covers a field and the other is silent, the silence is not a zero; it is an unknown.
The overview of this reasoning is in my product costs more.
How do I present differences in installation, training, service and optional items?
Put each one in its own line with three statements:
- what is included;
- what is excluded;
- what is optional at extra cost.
A buyer comparing a quote with installation to one without will otherwise read the first as simply higher. Naming the exclusion in the other proposal is only fair when it is documented; otherwise phrase it as a question to confirm with the buyer.
The same applies to service: describe what the attendance covers and how it works, not only that it exists.
How do I demonstrate a performance difference that matters for the application?
State the difference together with its conditions:
- measured how;
- under which load or regime;
- by whom;
- against which reference.
A performance number without conditions cannot be compared with anything. Then connect it to the buyer’s own operation: what changes in use, maintenance or risk. Where the evidence does not exist yet, see how to prove durability and performance.
What should I do when information about the competing offer is missing?
Do not fill the gap with assumptions about the competitor. Mark the field as unknown, ask the buyer to confirm it from the other proposal, and compare only what is documented. A comparison built on guesses is easy to dismiss and damages the credibility of everything else in the document.
This is the central rule of the matrix: separate what is documented, what the buyer reported and what remains unknown. When the gap comes from a request for quote that was itself drafted with AI, the competitor’s specification may already be inside the buyer’s document; see RFQs written by AI and how a competitor’s spec enters the quote.
A comparison matrix the buyer can verify and share
| Field | Supplier A (ours) | Supplier B | Status |
|---|---|---|---|
| Application and operating conditions | Belt conveyor, 2 shifts, dusty environment | Belt conveyor, 1 shift, dry environment | A: documented; B: reported |
| Capacity or performance required | 7.5 kW gear motor, full-load test | 7.5 kW gear motor, no test condition | A: documented; B: unknown |
| Items included and excluded | Gear motor, base and coupling included | Gear motor only | A: documented; B: documented |
| Installation, training, commissioning | Installation and commissioning included | Installation optional, at extra cost | A: documented; B: reported |
| Maintenance, service, spare parts | 48 h service and spare-parts kit | Service not mentioned in the proposal | A: documented; B: unknown |
| Warranty and conditions | 12 months, excludes normal wear | 18 months, conditions not stated | A: documented; B: reported |
| Lead time and supply terms | 30 days after order | 20 days, no firm date | A: documented; B: reported |
Illustrative values, for a conveyor drive; fill in your own fields in the same way.
Attach the matrix to the proposal and write it so the buyer can forward it unchanged: neutral wording, sources named, unknowns left visible. It also serves as the starting point for the internal case described in engineering approves, purchasing asks for the lowest price.
Frequently asked questions
The competitor is cheaper. Do the proposals include the same delivery? +
Which conditions must be equal to compare two industrial proposals? +
How do I present installation, training and service differences? +
How do I demonstrate a performance difference that matters? +
What if information about the competing offer is missing? +
How do I prepare a comparison the buyer can verify and share? +
Is it fair to point out what the other proposal excludes? +
Should the matrix be sent with every proposal? +
Is your proposal comparable on its own?
Bring a product line or priority application and a recent competing quote. In a free 30-minute call, we look at how the offer is laid out and which fields the buyer cannot yet compare.