Fundraising supplier comparison worksheet
Compare supplier quotes on net proceeds, minimum orders, freight and collection work. Includes a reusable quote checklist.
Use the free worksheetput to work.
Where to start
Compare fundraising suppliers using the same planned order quantity. Subtract product costs, freight and costs your group pays from sales income. Then check minimum orders, payment dates, storage and how unsold or damaged items are handled. The largest advertised margin is not always the best fit.
Compare like with like
A box, carton, pack and individual item are not interchangeable. Record the number of items in the quoted unit and the amount supporters pay for that same unit. Confirm whether delivery and applicable taxes are included.
Use a realistic expected quantity for every quote. If one supplier requires you to buy more than you expect to sell, record that extra cost rather than applying a percentage margin to the whole order.
Calculate net proceeds, not just the headline margin
For a simple pre-order: net proceeds = units sold × (selling price minus supplier cost) minus other fundraiser costs. Include payment fees your group absorbs, freight, packaging and any other expenses. If supporters pay fees on top, do not also subtract those same fees from your group's margin.
Illustrative comparison: 100 units at a $20 sale price and $12 supplier cost give $800 before shared costs. With $100 of freight and other expenses, the net is $700. A second quote with a $9 unit margin but $250 of shared costs returns $650 at the same volume. These are examples, not supplier prices.
Check the work that comes with the quote
Ask when orders must be final, when payment is due and whether the delivery date is confirmed or provisional. Frozen or chilled products need suitable storage and a collection plan. Decide who handles shortages, damaged goods and uncollected orders before taking money.
- Get a written minimum order and any delivery-area limits.
- Ask what happens if your fundraiser does not reach the minimum.
- Confirm ingredients, allergen information and storage instructions with the supplier.
- Check how changes, refunds and cancellations are handled.
- Allow for the volunteer time and equipment your choice requires.
Choose a supplier your community will buy from
A product people want is easier to promote honestly. Ask a small sample of supporters what they would buy at the proposed price. Do not treat expressions of interest as paid orders.
Use RaiseFunds to find ideas, then verify the current offer with the supplier. If you use Raised to collect orders, make sure your selected product and supplier arrangement are supported before publishing the campaign.
Put your supplier quotes side by side
Edit it here. Make it yours.Enter current written quotes. Figures are not automatically calculated. Use the linked budget planner for the maths and use consistent tax-inclusive or tax-exclusive figures as advised by your treasurer.
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| Question | Supplier A | Supplier B | Supplier C |
|---|---|---|---|
Turn the plan into a fundraiser
Once the supplier and collection arrangements are agreed, set up an online order campaign and give supporters one place to order.
Explore Raised product fundraisingRaiseFunds and Raised are made by the same team. RaiseFunds helps you choose and plan; Raised is our fundraising platform. Check its current fees and terms before starting.
Sources and useful next steps
Our worksheets are original planning templates, not supplier quotes or promises of fundraising results. The sources below support the specific policy or product information in this guide.