Email outsourcing quote-comparison worksheet

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Store: __________________ Reviewed by: __________________ Date: __________
Comparison period: __________ Currency / tax basis: __________

1. Separate setup work from recurring work

Question to compare	Provider A / B / C	Evidence / owner / next action
Identify one-time discovery, integration, migration, template and flow-build costs.	A: B: C:
List recurring planning, copy, design, implementation, QA and reporting responsibilities.	A: B: C:
Record what the brand must supply, approve or implement internally.	A: B: C:

2. Define the deliverable, not just the flow count

Question to compare	Provider A / B / C	Evidence / owner / next action
For each flow, record messages, branches, languages and approval rounds.	A: B: C:
Define what counts as a campaign: a resend, localized variant or extra segment may be handled differently.	A: B: C:
Specify mobile QA, personalization fallbacks and handover documentation.	A: B: C:

3. Account for the work around each send

Question to compare	Provider A / B / C	Evidence / owner / next action
Record who owns copy, design, product information and final send approval.	A: B: C:
Define included revisions and the process for work outside the agreed scope.	A: B: C:
Ask how meetings, reporting and account management are included.	A: B: C:
Check whether asset access or complex integrations require separate work.	A: B: C:

4. Keep software and other charges visible

Question to compare	Provider A / B / C	Evidence / owner / next action
Identify email-platform, messaging, app and design-tool costs included or excluded from the quote.	A: B: C:
Check setup charges, usage limits and possible overage or extra-work charges.	A: B: C:
Compare quotes in the same currency and on the same tax basis.	A: B: C:

5. Compare the same scope and time period

Question to compare	Provider A / B / C	Evidence / owner / next action
Compare the same flow, campaign, creative and reporting scope across proposals.	A: B: C:
Document excluded tasks and unclear assumptions instead of treating them as free.	A: B: C:
Record the invoice schedule and where recurring charges start.	A: B: C:
Ask who retains the account, audience data, templates and documentation when work ends.	A: B: C:

6. Evaluate the plan as well as the fee

Question to compare	Provider A / B / C	Evidence / owner / next action
Request an example deliverable or permissioned work sample relevant to the proposed scope.	A: B: C:
Agree which engagement, delivery and store outcomes will be reviewed.	A: B: C:
Confirm how access, approvals and offboarding will be managed.	A: B: C:

Next actions

Action	Owner	Due date / evidence of completion