A builders’ merchant quote looks straightforward until you try to compare two of them side by side. Different merchants price the same material in different units, present VAT differently, and bury delivery or surcharge costs in places that aren’t immediately obvious. Getting a quote wrong — or failing to compare properly — is one of the easiest ways to overpay on a materials order.
This guide walks through the key elements of a merchant quote and the common traps to watch for.
Ex-VAT vs Inc-VAT: The First Thing to Check
Trade merchant quotes are almost universally presented ex-VAT (excluding VAT) because their customers are predominantly VAT-registered businesses who reclaim the tax. The price you see on the quote is not what a non-VAT-registered homeowner pays at the till.
At the standard rate of 20%, a materials order quoted at £1,000 ex-VAT becomes £1,200 inc-VAT. On a larger order this difference is substantial, and it’s easy to miss when quotes are being scanned quickly.
When comparing quotes:
- Always confirm whether figures are ex-VAT or inc-VAT.
- If you are VAT-registered, compare on an ex-VAT basis — you’ll reclaim the VAT regardless of which merchant you use.
- If you’re a homeowner who can’t reclaim VAT, compare on an inc-VAT basis so you’re comparing the true cash cost.
Understanding Unit Pricing and Pack Sizes
The unit used in a quote isn’t always the unit you’re thinking in. Common sources of confusion:
| Material | Unit Often Quoted | Common Alternative |
|---|---|---|
| Bricks | Per 1,000 | Per brick (sometimes per pack of ~400) |
| Concrete blocks | Per block | Per 100 or per layer |
| Sand / aggregates | Per tonne | Per 25kg bag or per bulk bag (approximately 0.9 tonne) |
| Plasterboard | Per board | Per pack of 15 or 30 |
| Timber | Per metre | Per piece at a stated length |
| Roofing felt | Per roll (stated width and length) | Per square metre |
| Screws / fixings | Per box of 100 or 200 | Per unit or per 1,000 |
A quote showing “blocks at £X per 100” and another showing “blocks at £Y per block” need to be converted to the same unit before comparison. Divide by 100 or multiply by 100 as needed.
Pack size matters too. A quote for plasterboard may price per board, but boards are delivered in packs. If your project requires 47 boards and they only come in packs of 15, you’ll be quoted for 45 (3 packs) and need to order 60 (4 packs), or top up from a different source.
The Quote Structure: What to Look For
A well-structured merchant quote should include the following. If any of these are missing or unclear, ask before you accept:
1. Product description and specification. Not just “bricks” — which brick, which colour, which manufacturer code. The same description from two merchants might be different products. If you’re matching an existing material, get the product code and confirm it’s the same batch or a compatible specification.
2. Quantity and unit. Exactly how many of what unit is being priced. The total amount supplied and the price per unit should both be visible.
3. Price ex-VAT and VAT amount. Shown separately, with the total inc-VAT at the bottom.
4. Delivery cost. This should be listed as a separate line. If it isn’t listed at all, confirm whether delivery is included or will be added to the final invoice. “Free delivery” is sometimes conditional on a minimum order value.
5. Lead time and validity. How long is this price valid? Material prices — particularly for timber and steel — can move quickly. A quote valid for 30 days is safer than one with no stated validity.
Hidden Extras That Inflate the Bill
Several charges can appear on the final invoice that aren’t always visible in the initial quote:
- Small order surcharge: Some merchants add £15–£30 to orders below a minimum value (commonly £75–£150 ex-VAT). Check if this applies.
- Fuel / delivery levy: A percentage surcharge on delivery, typically 3–8%, applied to cover fluctuating fuel costs. Not always listed in the headline delivery charge.
- Pallet surcharge: If materials arrive on pallets, the merchant may charge for pallet hire (commonly £10–£20 per pallet) which is refunded when the empty pallets are returned.
- Cut-to-size or processing fee: For bespoke timber lengths, sheet material cuts, or steel sections cut to length.
- HIAB or specialist delivery premium: If your access requires a crane offload vehicle rather than a standard lorry.
Always ask for a full breakdown — not just the line-item materials prices — before committing to an order.
Comparing Quotes from Different Merchants
To compare fairly, you need quotes from at least two (ideally three) merchants on an identical specification. This process is called a like-for-like comparison and it requires more discipline than it sounds:
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Send the same schedule of materials to each merchant. A written list with product descriptions, specifications, and quantities. Don’t describe the materials differently to different merchants — even small wording differences can result in you being quoted on different products.
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Request a written quote, not a verbal price. Verbal prices are hard to pin down and may not match what appears on the invoice.
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Ask for delivery costs included. Get the total landed cost, not just the ex-works price.
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Compare the full total, not the headline unit price. A lower unit price can be offset by higher delivery costs, surcharges, or minimum order requirements.
A 5–15% price difference between merchants on the same specification is common and is worth the time it takes to request a second quote. On a larger project where materials run to tens of thousands of pounds, even a 5% saving is a meaningful sum.
How to Negotiate
Merchant pricing is not fixed. The price list is a starting point, and most branches have flexibility — particularly for larger orders, for customers with existing accounts, or where you can offer to consolidate your spend.
A few approaches that work:
- Show competing quotes. Most branch managers will match or beat a genuine like-for-like quote from a competitor. Have the quote in hand, not just a rough memory of the number.
- Ask about package discounts. If you’re buying multiple product lines, ask whether a discount applies to the whole basket. A branch that can’t move on bricks may be more flexible on the sand, cement, and blocks if you’re buying all three from them.
- Ask about payment terms. If you can pay promptly (or settle on a cash basis), some branches offer a small settlement discount — though this is less common than it once was.
- Negotiate at the right time. Towards the end of the month, when branch sales staff are working against targets, there can be more flexibility than at the start of the month.
Reading a merchants’ quote carefully and comparing properly isn’t a minor admin task — it’s where a significant portion of your materials budget is set. Take an hour to do it properly and you’ll typically recover that time many times over in savings.
