Spec-to-Quote ReconciliationEasyStagecraft Course · Tier 1B · Module 5 (Reading a Sound Spec) · v1.0 · cross-check spec against supplier's quote

Production

Supplier

Spec version

Quote date

Hire period (days)

Reconciled by

What this is. The Reconciliation Spreadsheet cross-references the sound spec against the supplier's quote. Every line in the quote should map to a spec item. If something's in the quote but not in the spec, it's added scope. If something's in the spec but not in the quote, it's missing. This is your one-page audit tool.

Worked example · reconciliation for an A$32k school musical sound hire

Spec item	Spec qty	Spec rate (A$/day)	Days	Spec total (A$)	Quote total (A$)	Delta	Note
Yamaha QL1 console	1	320	9	2,880	4,860	+1,980	Quote upgrade to DiGiCo S21; ask why
QSC K12.2 FOH tops	2	110	9	1,980	7,200	+5,220	Quote substituted JBL line array (over-spec)
QSC KS118 subs	2	150	9	2,700	2,880	+180	Within band
SLX-D wireless × 8 ensemble	8	140	9	10,080	15,840	+5,760	Quote upgraded all to ULX-D (over-spec for ensemble)
ULX-D wireless × 2 leads	2	220	9	3,960	included above	—	—
Wedge × 3 monitors	3	95	9	2,565	5,400	+2,835	Quote substituted IEMs (over-spec)
Mic kit (12 channels)	1	200	9	1,800	1,800	0	Match
32-channel stage box + multicore	1	280	9	2,520	2,520	0	Match
RF coordination (one-off)	1	—	—	450	900	+450	Quote padded to 3-day coordination (over-spec)
System engineer day rate × 2 days	2	1,100	—	2,200	5,600	+3,400	Quote scoped 4 days (over-spec; sound op covers show calls)
Sound op (6 shows × 4 hrs × A$50)	6	200/show	—	1,200	2,520	+1,320	Quote rate A$420/show is double standard
RF licence "admin fee"	0	—	—	0	200	+200	Class Licence is free; line invalid
"Set-up + tune fee"	0	—	—	0	650	+650	Double-billed with engineer day rate
Transport + delivery	1	—	—	280	280	0	Match
Consumables (batteries, sweat-bands)	1	—	—	280	280	0	Match
Project coordination (PM, ~6%)	1	—	—	800	1,500	+700	PM line padded; ask itemisation
SUB-TOTAL				28,575	52,430	+23,855
Quoted "bulk discount"				—	−6,090	−6,090	Padding theatre
TOTAL EX GST				28,575	46,340	+17,765	Defensible reduction of A$17,765 (~38%)

Note: the quoted "bulk discount" disappears when the rig is right-sized — because the quote is no longer padded. Net defensible total: ~A$28,500-30,000.

Blank reconciliation template — fill for your production

Spec item	Spec qty	Spec rate	Days	Spec total	Quote total	Delta	Note

How to use this template

List every spec item in the left column.
Find the matching rate from the AU 2026 Sound Rate Card (resource in B2).
Multiply qty × rate × days to get spec total.
Compare with quote total. Delta = quote padding (or under-quote).
Annotate each delta in the Notes column with the question to ask.
Bring this to the supplier conversation as the basis for negotiation.

What counts as a legitimate delta vs over-spec

Within +/− 10% = within band. Don't push.
10-25% over = ask one question (what's driving the difference?).
25%+ over = challenge. Substitute the over-spec item.
Line item not in spec at all = added scope. Ask itemisation. Often padding.
Line item missing from quote = under-quoted (e.g. forgot a stage box). Add to quote.

Sanity check the total

The reconciled spec total should land in this range for a typical school musical:

Play (small scale): A$8,000-14,000 ex GST
Musical (school scale): A$22,000-30,000 ex GST
Musical with full band + 10+ wireless: A$27,000-35,000 ex GST

Anything outside these bands needs explanation — either the scope is bigger than typical, or there's significant over-spec.