Why the bottom line misleads
Capital equipment quotations are written to different scopes. A machine price may or may not include the tooling for your diameters, the software you nest in, the engineer who commissions it, the spares that keep it running and the freight that gets it to you. Two vendors can quote the same machine class with a difference of a third at the bottom line and a difference of nothing once every line is filled in. The method is simple: build a twelve-line table, put every quotation into it, ask each vendor to fill the blanks, and compare the total at your floor.
The twelve lines
| Line | What it must contain | Questions that expose a gap |
|---|
| 1. Scope and options | Model, every option with its price, controller version, voltage, phase and frequency for your site, guarding standard | Is the option I assumed standard actually priced? Is 60 Hz or 415 V extra? |
| 2. Tooling | Forming heads by diameter, roll sets by gauge class, dies, blades, with prices for adding more later | Which diameters are included? What does one extra head cost? Is the second gauge-class roll set in? |
| 3. Software and file path | Nesting or control software included, file formats imported, licence term and renewal cost | Does it import my CAMduct, PractiCAM, FabShop or cut-list files? Is the licence perpetual? |
| 4. Commissioning and training | Days on site, engineers travelling, travel and accommodation who pays, remote option, operators trained, language | What if my site is not ready on the date? How many days does a full line get? |
| 5. Spares kit and consumables | First kit itemised, wear-parts list with prices and delivery, consumables sourcing | Are slitter blades, shear blades and torch consumables in the kit? Can I buy consumables locally? |
| 6. Warranty | Term, start date, exclusions, freight on warranty parts, response time, remote support hours | Does the clock start at shipment or at site acceptance? Who pays air freight for a warranty part? |
| 7. Acceptance test | Factory and site acceptance criteria, witnessed in person or by video, samples shipped, balance tied to sign-off | Is throughput at my sizes written in? What happens if it fails? |
| 8. Incoterms, freight and packing | EXW, FOB, CIF or DAP named place; who books and insures; seaworthy packing; containers | EXW plus my freight quote versus their DAP: which is really cheaper? |
| 9. Duties, taxes and compliance | HS code, your duty rate, VAT or GST, local marking (CE, RCM, UL where required), certificate of origin | Is a free-trade certificate available? Does the machine carry the marking my inspector expects? |
| 10. Payment terms | Deposit percentage, balance trigger, instrument (transfer or letter of credit), currency, bank charges | Is the balance due at shipment or at signed acceptance? Who carries exchange risk? |
| 11. Lead time | Build slot, factory acceptance date, ship date, transit, commissioning date; consequence of delay | Is the lead time from deposit or from drawing approval? Is there a late-delivery term? |
| 12. Landed and running cost | Sum of lines 1–10 to your floor, plus consumables, power and maintenance per year | Which quotation is cheapest over five years, not on the cover page? |
Brand and product names are the property of their respective owners, referenced here for honest comparison only. Ownership, positioning and published ranges are as verified in September 2026 from each maker’s own publications; confirm current specifications and support with each vendor before buying.
Making three quotations comparable
- Send every vendor the same brief. Coil width and weight, gauges, materials, duct sizes or diameters, monthly volume, floor plan, power supply, software in use, delivery address, target start date. Quotations against different briefs cannot be compared.
- Ask for the twelve lines explicitly. A vendor who will not itemise tooling or commissioning is telling you where the surprise will be.
- Convert to one basis. Take every quotation to DAP your floor or to EXW plus your own freight quote; do not compare an EXW price with a CIF one.
- Add the tooling for your work, not the brochure range. Price the heads and roll sets for the diameters and gauges in your invoices.
- Add five years of running cost. Consumables, power at your tariff, and the wear parts from the spares guide. A plasma table’s consumables or a laser’s power can outweigh a price difference.
- Weigh the things without a price. Published output versus quoted output, dealer proximity, who answers the phone, references in your region, and whether the vendor is independent or part of a group; see the brand ownership map.
- Tie payment to acceptance. Deposit on order, balance against the signed factory acceptance test or the site acceptance, never against a ship date alone; see the FAT checklist.
Red flags in a quotation
- Tooling “to be confirmed” or priced on a separate sheet after the headline.
- Commissioning “available” without days or cost.
- Warranty with no start date or with freight on warranty parts unspecified.
- Throughput figures with no gauge or size attached.
- Lead time “from order” when drawing approval and deposit are separate events.
- No acceptance test mentioned at all.
How Taokron writes a quotation
This is our own practice, so read it as a vendor’s description. Taokron is an Australian supplier that has built HVAC duct machinery since 1995, with 5,000+ machines in 100+ countries. Our quotations itemise the machine and options, the tooling for the diameters and gauges you told us about, commissioning days and who travels, the first spares kit, warranty terms with the start date, the factory and site acceptance criteria, Incoterms to a named place, payment terms with the balance tied to the signed acceptance test, and the lead time from drawing approval. If a line is missing from a quotation you receive from us, ask for it; the twelve lines above are the standard we hold ourselves to. See pricing and lead time for published budget ranges.
Ask for a twelve-line quotation on your brief →
FAQ
Why do duct machine quotations differ so much?
Because they are written to different scopes: tooling, software, commissioning, spares, freight and duties are included by some vendors and excluded by others. Break each quotation into the same twelve lines and compare the landed total, not the cover price.
What is the biggest hidden cost?
Usually tooling for your own diameters and gauges, followed by commissioning travel and freight. On cutting tables, five years of consumables or power can outweigh the price difference between machines.
Should I compare EXW or delivered prices?
Convert everything to one basis, ideally DAP your floor or EXW plus your own freight quote. Comparing an EXW price with a CIF price is comparing different things.
When should the balance be paid?
Against the signed factory acceptance test, or against site acceptance, never against a ship date alone. Write the acceptance criteria into the contract so the trigger is unambiguous.
What should a lead time be measured from?
From drawing approval and deposit, with the factory acceptance date, ship date and commissioning date stated. A lead time “from order” with unstated approvals is not a date.
How does Taokron quote?
Itemised across the twelve lines: machine and options, tooling for your work, commissioning days, spares kit, warranty with start date, acceptance criteria, Incoterms, payment terms tied to acceptance, and lead time from drawing approval.
