All topics
Quotes and price tables: questions and answers
How price tables, optional items, discounts, tax and the product catalogue work in QuoteCloud quotes, and which plan includes what.
33 questions
The short answer
QuoteCloud price tables hold the line items in a quote and calculate quantities, discounts, tax, subtotals and totals as you build. Clients can tick optional items and change permitted quantities or terms, then sign and pay. Products come from a central catalogue with prices, costs and margins your client never sees. Price tables and the catalogue start on Essentials (US$39 per user per month); custom formulas and bundling are on Business.
Building price tables
What is a QuoteCloud price table?
The content block that holds a quote's line items and works out quantities, discounts, tax, subtotals and the total.
Plan: Essentials and above Most asked
Full answer
A price table is the content block in a quote or proposal that holds the line items and calculates the totals. You add products from the product catalogue or type ad hoc lines, group them under section headings, and the table works out quantities, discounts, tax, subtotals and the overall total as you build. Clients see a clean, interactive table in the browser where they can tick permitted options, change permitted quantities, then accept and sign. Price tables are included from the Essentials plan.
Which QuoteCloud plan includes price tables?
Essentials (US$39 per user per month) and above. Free and Starter do not include price tables.
Plan: Essentials and above
Full answer
Price tables and the product catalogue are included on Essentials (US$39 per user per month, AU$64.95 in Australia), Business and Enterprise. The Free and Starter plans include text and image blocks but no price tables. Business (US$59, AU$94.95) adds advanced pricing and custom formulas, product bundling, optional custom fields with additional levy or tax calculations, and embedded spreadsheets for calculations. Essentials and Business start with a 14-day free trial, with no credit card required.
Can I group line items into sections with subtotals?
Yes. Add section headings, then show a subtotal per group or summarise the group so only its total shows.
Plan: Essentials and above
Full answer
Yes. Add section headings to a price table and place line items beneath them, for example labour, materials and subcontractors. Right-click a heading and open Section Header Options to choose Show Group Subtotal, which displays the section total while keeping every line visible, or Show Group Summarised, which shows the section total and hides the individual lines. Sections and lines can be reordered by dragging or from the menu, so long quotes stay easy to scan.
Can I add or customise columns in a price table?
Yes. Add Text, Currency, Number, Percentage, Date, Optional, Dropdown or Formula columns, then reorder, align, rename and style them.
Plan: Essentials and above
Full answer
Yes. Right-click a column, choose Table Options and Insert Column to the Right, or use the + icon at the edge of the table. Custom column types are Text, Currency, Number, Percentage, Date, Optional, Dropdown and Formula, alongside standard columns such as Discount, Tax and Cost. You can reorder and align columns, rename column and total labels, show or hide columns, and style the header, line items, notes and totals with your own fonts, colours and spacing.
Can one quote include monthly and one-off costs?
Yes. Make any line a repeating price item with a term and monthly price, and keep other lines as one-off items.
Plan: Essentials and above
Full answer
Yes. Right-click a line, open Row Options and choose Make Price Item Repeating. The table adds repeating columns such as Term and Monthly Price, and the total recalculates when you change the term. Lines that are not recurring stay as one-off rows, and you can switch several rows to one-off at once by Shift-selecting them. Term column settings control the default value, period labels, one-off labels, decimals and how the term is entered. This suits subscriptions, retainers, support plans and service contracts.
Can I add notes and images to line items?
Yes. Lines can carry a note under the item name and a thumbnail image; catalogue products bring their images with them.
Plan: Essentials and above
Full answer
Yes. Each line item can have a note that appears beneath its label, which is useful for inclusions, specifications or delivery details. Ad hoc lines can carry a thumbnail image, and products added from the catalogue bring their images into the price table. QuoteCloud's plan comparison lists notes and line-item images as part of the price table on Essentials and above, so clients can see what they are buying without a separate brochure.
Can I split or merge price tables?
Yes. Split a table at a line or section heading, or merge two tables, including with lasso select.
Plan: Essentials and above
Full answer
Yes. A price table can be split in two at a line or at a section heading, either into a new table or onto a new page, for example to separate hardware from services. Two tables can also be merged back into one, and lasso select lets you pick the tables to merge. Splitting and merging keep the line items and their settings, so you can restructure a long quote without retyping it.
Can I reuse a price table across quotes?
Yes. Save it to the content library and it keeps its behaviour, such as repeating items and section headings.
Plan: Essentials and above
Full answer
Yes. Once a table is set up the way you like, select it, right-click and add it to the content library as personal or company content. It keeps its behaviour, such as repeating price items and section headings, and can be dragged into future quotes, proposals and templates. QuoteCloud's template library also includes ready-made price table styles, and pairing saved tables with the product catalogue keeps prices consistent across documents.
Client choices
Can clients choose optional items in a quote?
Yes. Make lines or whole sections optional, as tick-boxes or single-choice groups, and totals update as clients choose.
Plan: Essentials and above Most asked
Full answer
Yes. Right-click a line and choose Enable Optional Row, or enable Group Optional Rows on a section heading. Multiple Choice Rows show optional lines as checkboxes so clients can tick several extras. Section headings can be optional too, as Single Choice Heading Groups, where the client picks one, or Multiple Choice Heading Groups. Tick an item in the editor to make it selected by default; clients can still change it. Subtotal, tax and total recalculate on the page as they choose.
Can clients change quantities in a quote?
Yes, on the lines you allow. Quantities can be any value or limited to preset values, and totals recalculate.
Plan: Essentials and above
Full answer
Yes, on the lines you choose. Right-click a line item and select Enable Quantity Editing, and the client sees an input field for that line when they open the quote. For catalogue products, turn on Recipient Can Change Quantity and set a default quantity, and restrict entries to preset values if you only sell in certain amounts. Line totals, discounts, tax and the overall total recalculate straight away, while lines you have not enabled stay fixed.
Can customers choose a 12, 24 or 36-month term in the quote?
Yes. Turn on Enable Term Editing for repeating lines and the customer can change the term themselves.
Plan: Essentials and above
Full answer
Yes. On a repeating price line, right-click and choose Enable Term Editing as well as, or instead of, Enable Quantity Editing. The customer can then change the term value when they view the quote, and the totals recalculate. Term column settings let you set the default term and the period labels. For plan-based selling, the Contract Plans add-on stores each plan's term in months, which suits telco, IT and other service contracts.
How do I offer good, better and best packages in one quote?
Put each package under its own section heading and make the headings a single-choice group, so the client picks one.
Plan: Essentials and above
Full answer
Put each package under its own section heading in the price table, then make the headings optional as a Single Choice Heading Group. The client picks one package and the total updates to match, with no need to send three separate quotes. Mark the package you recommend as selected by default. Add multiple-choice optional rows below for extras such as an extended warranty or a support plan, so clients can upgrade within their chosen package.
Can clients sign and pay directly from the quote?
Yes. Clients accept with a legally binding eSignature and pay by card through Stripe or through PayPal.
Plan: Essentials and above
Full answer
Yes. Quotes are interactive documents with built-in, legally binding eSignatures, which are included on every plan. From Essentials, clients can also pay online in the same document, by card through Stripe or through PayPal, once you connect a payment gateway. You can ask for a deposit or the full amount. You are notified when a quote is opened, commented on, accepted and paid. Gateway availability and transaction fees depend on your region and provider.
Discounts, tax and currency
How do discounts work in a QuoteCloud quote?
Add a Discount column with a label, default value, percentage or fixed type, and before- or after-tax setting.
Plan: Essentials and above Most asked
Full answer
Add a Discount column to the price table, then right-click it and open Column Settings. Set the column label, the default value, the value type (a percentage or a fixed amount) and whether the discount applies before or after tax. New lines pick up the default, and you can change the discount on any single line. Line totals, subtotals and the overall total update automatically. On Business, approval workflows can send quotes above a discount threshold to a manager before they go out.
How is tax or GST handled in a price table?
Tax has its own column, labelled Tax or GST, which you can delete, hide or show in the total or overall total.
Plan: Essentials and above
Full answer
Tax appears as its own column in the price table, labelled Tax or GST depending on your setup. You can hide it, choose whether it shows in the total or the overall total, or remove it entirely by right-clicking the column header and choosing Delete Column, after which the totals recalculate without tax. On Business, optional custom fields and additional levy or tax calculations are available for quotes that need more than one tax or charge.
Can I quote in a different currency?
Yes. Set a company default currency and number format, and set the currency on each quote where needed.
Plan: Essentials and above
Full answer
Yes. In Company Settings you choose the default currency, the thousand separator and the decimal symbol, and these apply to new documents and price tables. You can set the currency on an individual quote, so the correct symbol is used across line items, subtotals and totals. QuoteCloud's sources describe setting the document currency; they do not describe automatic exchange-rate conversion, so enter prices in the currency you are quoting.
Can I hide my costs and margins from the client?
Yes. Costs, supplier prices and margins are for your team; the client only sees the selling price.
Plan: Essentials and above
Full answer
Yes. You control which pricing information appears in the customer-facing quote. Enter an item's cost in the catalogue, or add a Cost column for ad hoc lines, and QuoteCloud works out the profit and margin against the selling price. Those internal columns can be hidden from the client, who sees a clean selling price, while your team sees the margin before the quote is sent.
Product catalogue
What is the QuoteCloud product catalogue?
A central library of the products and services you sell, with prices, costs, SKUs, images and quantity rules.
Plan: Essentials and above Most asked
Full answer
The product catalogue is one central library for every product and service you sell. Each product has an internal name, the price line label and note that appear on the quote, a SKU, a selling price and a cost (QuoteCloud calculates profit and margin), images, quantity rules and a default quantity. Products sit in a category with up to two subcategory levels. When building a quote you open the catalogue from the price table, search, filter by category and add several products in one action.
How do I import my products into QuoteCloud?
Upload a CSV with Category, Product Name, Price Line Label and Price, map the columns, validate and import.
Plan: Essentials and above
Full answer
Use the CSV import in the product catalogue. Your file needs at least Category, Product Name, Price Line Label and Price columns, and a sample CSV shows the format. Upload or drag in the file, click Parse CSV, map QuoteCloud's fields to your columns and click Validate Rows. Fix any errors or skip invalid rows, then watch the progress bar show imported, skipped and failed rows. An optional setting deletes existing products before the import, which you confirm by typing DELETE.
Can catalogue products have subscription or recurring pricing?
Yes. Turn on recurring costs for a product and set its billing term and duration in months.
Plan: Essentials and above
Full answer
Yes. When you set up a product, enable recurring costs and configure the billing term and the duration in months, so subscriptions, licences, support plans and retainers sit in the catalogue alongside one-off items. When the product is added to a quote, it appears as a repeating price line with its term. With the Contract Plans add-on you can also package products into plans that carry their own term, start date and expiry date.
How do I stop old or seasonal products from being quoted?
Set them to Draft or Inactive instead of deleting them; inactive products show a padlock and can't be added.
Plan: Essentials and above
Full answer
Change the product's status instead of deleting it. Each product is Active, Draft or Inactive. Inactive products are marked with a padlock and cannot be added to new quotes, but they stay in the catalogue, and documents that already include them are not changed. Change the status from the product's dropdown menu in the Products Library or from the Status field in the product editor, and set it back to Active when the product returns.
Can I control who edits the catalogue and what each team can quote?
Yes. Role permissions control catalogue editing, and Product Catalog Restrictions limit each team to chosen categories.
Plan: Essentials and above
Full answer
Yes. Role permissions decide who can create, change and delete catalogue items, so prices are managed by the people responsible for them. To limit what a team can quote, open the team, go to Product Catalog Restrictions, turn on Assign categories to this team and add the categories they should use. Team members then see and add only products from those categories, which keeps each team quoting approved products and prices.
How do I add catalogue products to a quote?
Click Add Product in the price table, search or filter, tick the products and add them in one action.
Plan: Essentials and above
Full answer
Click Add Product in the price table to open the catalogue, search by name or filter by category, tick the products you need and click Add to Pricing Table. Several products can be added in one action, with their labels, notes, prices and images. Once a product is in the table you can edit its details, such as the price, directly in the quote if your role allows it, and the totals recalculate automatically. Some fields may stay locked depending on the product's settings.
Advanced pricing and CPQ
Is QuoteCloud CPQ software?
Yes. It covers configure, price and quote: a product catalogue, pricing rules, approvals, then signature and payment.
Plan: Business and above
Full answer
Yes. QuoteCloud is web-based CPQ (configure, price, quote) software. Reps build quotes from a central product catalogue, price tables apply discounts, tax, margins and formulas, and approval workflows route deals that cross your thresholds. The finished quote is sent as an interactive document the customer can adjust, eSign and pay. Price tables and the catalogue start on Essentials; advanced pricing, custom formulas, product bundling and approval workflows are on Business. QuoteCloud says most teams set up their catalogue and pricing in days, with no coding.
Can I use formulas in a price table?
Yes. Add a Formula column to calculate values from other columns; custom formulas are part of Business.
Plan: Business and above
Full answer
Yes. Formula is one of the custom column types you can add to a price table, so values such as markups, rates or derived totals are calculated from other columns instead of typed by hand. QuoteCloud's plan comparison lists advanced pricing and custom formulas on Business (US$59 per user per month) and Enterprise. Test a sample quote after adding a formula column to check the totals behave as you expect before sending it to a client.
Can quotes need approval above a certain discount or value?
Yes. On Business, approval workflows can trigger on discount percentage, total value, team and other conditions.
Plan: Business and above
Full answer
Yes. Approval workflows, included on Business and Enterprise, route a quote to the right approver before it can be sent. Trigger conditions include Discount Percentage, Total Value, Creator Team, Creator Role, Creator Email, Product Folder, Customer Company and Customer Account, with operators such as greater than, less than or equals. Combine conditions with AND or OR, and use switch nodes to send different deals down different approval paths, for example sending discounts above 15% to a manager.
What are Contract Plans in QuoteCloud?
An opt-in library for plan-based selling, built for telcos, ISPs and hosted service providers.
Plan: Paid add-on
Full answer
Contract Plans is an opt-in extension for plan-based selling, built for telcos, ISPs and hosted service providers and available on Essentials, Business and Enterprise. Each plan has a category, name, line item description, price, term in months, start and expiry dates, attachments and assigned products. Reps quote a plan instead of rebuilding its contents each time, and the plan's term and price carry into the quote.
Can I embed a spreadsheet in a quote for calculations?
Yes. On Business, a Spreadsheet block holds formulas and can import an existing .xlsx file.
Plan: Business and above
Full answer
Yes. Embedding spreadsheets for calculations is included on Business and Enterprise. Add a Spreadsheet content block to the document, enter data and formulas, format cells and merge them as needed. You can also import an existing Excel file: click the Import icon on the spreadsheet toolbar and choose a .xlsx file, which is the only format the import supports. It suits sizing tables, rate calculations and schedules that sit beside the price table.
Quoting basics
What is the difference between an estimate and a quote?
An estimate is an approximate price; a quote is usually a fixed price for a defined scope.
Full answer
An estimate is an approximate price based on what you know before the work starts, while a quote is usually a fixed price for a defined scope. In QuoteCloud both are built the same way, with a price table, terms and an eSignature block, so you can title the document an estimate and state in its terms how firm the figures are and how long they are valid. Optional rows let clients add extras either way.
How do I update a quote that has already been sent?
Use Revise Last Version: it creates a new editable revision and keeps the original in the history.
Plan: Business and above
Full answer
Open the document's actions menu and choose Revise Last Version. QuoteCloud creates a new editable revision marked Revised and keeps the original in the document history, so you can change prices or scope and resend. Revisions and version history are included on Business and Enterprise. Once a quote has been signed and work has started, a separate change order, signed by the client, is usually clearer than revising the original.
Can I send a quote to many customers at once?
Yes. Bulk send for sales quotes is available from Essentials, with volume-based sending costs.
Plan: Essentials and above
Full answer
Yes. Bulk sending of sales quotes is available on Essentials, Business and Enterprise. One quote template goes to many recipients, and each copy is personalised through data items such as the name, company and pricing details. Bulk send carries volume-based costs, so check the pricing page before a large send. It suits renewal quotes and price updates, while one-off quotes are better created individually from a template.
Can a quote expire automatically?
Yes. Quotes can auto-expire after their validity period, and the Expiring Soon filter shows those near expiry.
Full answer
Yes. QuoteCloud can auto-expire quotes that pass their time to live, so a client cannot accept old pricing. Set the expiry date when you prepare the quote and state the validity period in its terms. On the dashboard, the Expiring Soon smart filter lists documents that are about to expire or already have, so you can follow up, or revise and resend them, before the deal goes cold.
Can I create quotes on QuoteCloud's free plan?
You can send 2 signed documents a month on Free, but itemised price tables start on Essentials.
Plan: Every plan
Full answer
QuoteCloud's Free plan lets one user send up to 2 documents a month with eSignatures and text and image blocks, through your own email service. It does not include price tables, PDF export, APIs or AI. Itemised quotes with price tables, the product catalogue and online payments start on Essentials at US$39 per user per month, which has a 14-day free trial with no credit card required. Starter, at US$14.95, adds unlimited documents and PDF export but still no price tables.
No questions match
Try a shorter word or another topic, or ask the QuoteCloud team below.
Still have a question?
Talk to a person, or find step-by-step help in the user guide.
Rated, secure and in business since 2013.
- 4.2Capterra rating
- 4.2Software Advice rating
- 2013Building QuoteCloud since
Questions answered? Try QuoteCloud free.
Free for 14 days. No credit card required.
Questions? Try it freeFree 14 days · no card
Start free trial