Key takeaways
- One row per component; one column per fact; no merged cells
- Include units and quantities per single finished unit
- Version the file name and a cell inside the sheet — they drift otherwise
- Separate confirmed lines from TBC lines explicitly
The columns factories expect
Create these columns, left to right. Not every product needs every column, but keep the order consistent:
Item # and name
A stable line number plus a human-readable part name.
Specification
Material/grade, dimensions, colour, finish — the buying facts.
Quantity & unit
Amount per one finished unit, with explicit units (each, m, kg).
Source & status
Supplier or part number if known; status = Confirmed or TBC.
Versioning that survives real projects
Name files like PRODUCT-BOM-v1.2.xlsx and put the version and date in a header cell too. Increment the version on any change after the BOM has been shared — never edit a shared version silently.
Keep a short change-log tab: version, date, what changed, why.
Most BOM disasters are two parties working from different unversioned copies of “the same” spreadsheet.
Worked example (canvas tote bag)
Line 1: Body fabric — 12oz cotton canvas, natural, 0.6 m per unit — Confirmed. Line 2: Webbing handles — 25 mm cotton webbing, black, 1.2 m per unit — Confirmed. Line 3: Thread — poly-cotton, colour-matched — Confirmed. Line 4: Woven label — 50×20 mm, supplied by brand — TBC artwork. Line 5: Swing tag + safety pin — 300gsm recycled card — TBC.
Five lines, and a factory can already price materials, spot the brand-supplied item, and see exactly what is still open.
Mistakes that break quotes
Quantities without units; “nice fabric” instead of a specification; hidden brand-supplied components; merged cells and colour-coding as the only status signal; and prose paragraphs where rows should be.
Attach the BOM to your Combinate quote request alongside drawings or a tech pack — together they are the core of a quotable brief.
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Disclaimer: This guide is general information for businesses. It is not legal, regulatory, or financial advice. Combinate does not verify or certify manufacturers.