Material Canvas Sheet

Full Description

This canvass sheet is an Excel template for canvassing construction materials: you list the materials you need, enter prices from several suppliers, and the formulas show you the lowest price. It makes your canvassing of materials more organized and gives you a clear record of why a supplier was chosen.

What is a canvass sheet?

A canvass sheet is a price comparison form used to collect quotes from several suppliers for the same list of materials. Each row is a material with its unit and quantity, and each column is a supplier’s price. Once the prices are in, you can see the lowest offer per item and in total. Contractors, engineers and purchasing staff use canvass sheets before raising a purchase order, and many public and private projects require one as proof of fair supplier selection.

When to use it

• Buying materials for a new project or the next phase of work
• Comparing prices from hardware stores, suppliers and manufacturers
• Supporting a purchase request with proof of price comparison
• Checking whether a current supplier is still competitive
• Preparing material costs for an estimate or a variation

What’s included

• Excel spreadsheet (.xlsx) ready to edit
• Pre-filled list of materials commonly used on construction projects, which you can edit to suit your job
• Formulas set up to find the lowest price among suppliers

How to fill it out

1. Edit the material list so it matches your project, with a clear description and unit for each item.
2. Enter the quantity you need for each material.
3. Ask at least three suppliers for prices on the same list and the same specifications.
4. Enter each supplier’s unit price in its column and let the formulas work out the totals and the lowest price.
5. Note delivery time, payment terms and validity of each quote next to the prices.
6. Have the canvass reviewed and signed, then attach it to your purchase request or purchase order.

Tips

• Make sure every supplier quotes the same brand, grade or specification, or the comparison is not fair.
• Check whether prices include delivery and tax before you compare.
• Keep old canvass sheets; they are a quick reference for price trends on your next project.

Related templates and guides

• Estimating templates
• Purchase order price comparison
• Construction purchase requisition – the next step after canvassing
• Request for quotation (RFQ) – ask suppliers for prices
• Protecting your project from fluctuating materials prices

Frequently asked questions

What is the purpose of canvassing materials?

Canvassing makes sure you buy materials at a fair price from a reliable supplier. By comparing quotes for the same items side by side, you can pick the best offer, spot unusual prices, and keep a written record that shows how the supplier was selected.

Is it canvas or canvass?

For price comparison the correct spelling is canvass, with a double s, meaning to survey or ask several sources. Canvas, with one s, is the heavy fabric. Both spellings are common in searches, which is why you will see canvas sheet and canvass sheet used for the same form.

How do you canvass prices for construction materials?

Prepare a list of materials with specifications, units and quantities. Send the same list to at least three suppliers, record each unit price, delivery time and terms on the canvass sheet, then compare the totals and choose the lowest compliant offer.

How many suppliers should be on a canvass sheet?

Three quotes is a common minimum on many projects and in many purchasing policies, but follow your company or client rules. Larger purchases may need more quotes, and some public procurement has its own required forms and thresholds.

Can I add my own materials to the template?

Yes. The material list is a starting point based on items commonly used on construction projects. Edit, add or remove rows to match your project, and check that the formulas cover any new rows you add.