The budget for equipment made in Europe often carries a single line, the product price, yet packing, freight, insurance, customs handling, inland transport and unloading are added before it reaches the depot, and some appear only on delivery. Put the quote date, currency and Incoterms delivery term on the first line.
For bulky but light products such as insulated containers, transport is charged by volume: in air freight the volume in cubic centimetres is divided by 6000 to give kilograms, and the higher of actual and volumetric weight is charged. The more units in one shipment, the lower the freight per unit; in exchange the load needs depot space and cash flow.
For an industrial product in free circulation in the EU, presenting an A.TR movement certificate gives the customs duty exemption under the Customs Union. Get the other charges in writing from a customs broker for the product code, origin and entry date.
Write into the contract which currency the price is fixed in and on which date, and update the gap between estimate and actual cost as invoices arrive. Put consumable parts in the budget at the first order, since parts brought in one at a time later carry their own freight and handling.
