Quote expiry dates in a supplier comparison sheet

A comparison sheet is a snapshot, while quotes expire. Put each quote's issue date, expiry date, and version beside its price. A stale offer should not appear equivalent to a current one just because the spreadsheet still calculates a total.

Mark the status

Use “current”, “extension requested”, or “expired” for each offer. Keep the original price for history, but exclude an expired offer from a final award decision until the supplier reconfirms it. If only some cost lines have changed, ask for a full revised quote with the same scope and new validity date.

Control the decision

Check whether sample approval, internal approval, and financing can occur before expiry. If not, request an extension early. A revised price may change the ranking, so re-run the total-cost comparison and document who approved it. The record should show which exact offer was accepted, not just which supplier was selected.

Worked expiry decision

The buyer will award on 25 October. Supplier A's quote for 1,000 units expires on 15 October; Supplier B's remains valid until 31 October. Enter both current prices in the comparison tool for analysis, but mark A “expired before award” in its terms field. Ask A for a new dated quote and rerun the calculation. Common error: copying the first spreadsheet total into the award note even though the selected price is no longer an open offer.

Source context: Microsoft Learn — Requests for quotation (RFQs) overview supports this limited point: An RFQ can request prices, delivery times, incidental charges, and discounts. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.