Buyer guide
Industrial procurement buyer guide: from project definition to a comparable RFQ
Six steps, each stating the conclusion first, pointing at the public calculator that answers it, and ending on the same RFQ path. The order is always project first, supplier second.
Global B2B Group is a buyer-side project coordinator — not a marketplace and not a lender. We help structure requirements into a comparable RFQ, and manufacturer research follows from it.
Last reviewed: 2026-08-21 · See the buyer journey
Step 1
Define the project before looking for suppliers
Write down the project itself first: capacity, site, schedule and budget band. When the definition is loose, every quote you receive covers a different scope and none of them compare.
- Fix annual or hourly output and the acceptable tolerance on product spec.
- Record site conditions: area, clear height, power capacity, utilities and logistics access.
- Split the schedule into design, manufacturing, shipping, installation and commissioning.
Tools for this step
Step 2
Size total CapEx, not the machine price
Equipment is usually only 55%–75% of total CapEx. Installation, utilities, freight and contingency have to be costed too, or the budget will be short.
- Cost installation, foundation work and utility connections separately from the equipment line.
- Allow for freight, duties and insurance on cross-border projects.
- Set contingency between 8% and 15% depending on project complexity.
Tools for this step
Step 3
Let total cost of ownership define “cheap”
The cheapest machine is often the most expensive over five years. Energy, labour, maintenance and downtime usually add up to more than the difference in purchase price.
- Model energy on real shift patterns and tariffs, not nameplate power.
- Include spares, annual servicing and expected downtime in the model.
- Compare options over the same horizon — normally five or ten years.
Tools for this step
Step 4
Confirm the funding structure before you go to quotation
Settle the funding structure before the RFQ goes out. Payment terms change how manufacturers price, and they decide whether the schedule is realistic.
- Fix the split between own funds, debt and leasing.
- Check that cash flow covers the down payment and the gap before acceptance.
- Write the payment milestones into the RFQ so every quote is priced on the same terms.
Tools for this step
Step 5
Build an RFQ a manufacturer can quote directly
Only a structured RFQ returns comparable quotes. Technical parameters, acceptance criteria, delivery terms and payment milestones all have to be there.
- Turn capacity and quality targets into verifiable acceptance criteria (FAT/SAT).
- State delivery terms, packing requirements and the installation responsibility boundary.
- Run the readiness score before submitting to catch what is missing.
Tools for this step
Step 6
Compare quotes on one basis, then hand off to people
Quote comparison has to be normalised to the same scope. Once scope gaps, spare-part packages and commissioning responsibility are priced in, the ranking often changes completely.
- Align scope line by line and add market pricing for missing items before comparing totals.
- Score lead time, warranty, service network and reference projects on one sheet.
- Once the shortlist is set, our team supports the clarification and closing steps.
Tools for this step
Turn these six steps into one RFQ
Use the calculators to fix the budget band and the technical parameters, then generate the RFQ. The more complete the input, the more comparable the manufacturer quotes.