Getting started with QuoteCloud

Annual re-engagement, before the year begins

Expiry dates on every engagement, the Expiring Soon filter, next year's letters sent in bulk and tracked until every director has signed.

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QuoteCloud helps accounting firms re-engage clients each year: give every engagement letter an expiry date, see the ones coming up with the Expiring Soon filter, update the template with next year's fees and send a personalised letter to each client with bulk send (Essentials and up), then track who has opened and signed. Nothing renews by itself.

A fictional practice's QuoteCloud documents list on the Expiring Soon filter: five signed engagements expire in the next 30 days, four engagement letters and a fund engagement on 30 June 2027 in 12 days, shown in red, and a virtual CFO retainer on 15 July 2027 in 27 days.

Re-engagement season, from fee review to the new year

Most engagement letters end with the financial year. This is one practice's routine for the months before, with the QuoteCloud feature used at each step.

  1. March

    Set next year's fees

    Update the services price book and package prices once, so every new letter starts from the same figures.

    Product catalogue
  2. April

    Roll the letters forward

    Update the engagement template for standard clients; revise last year's letter for the bespoke ones.

    Revise Last Version Version history: Business
  3. Early May

    List everything ending 30 June

    The Expiring Soon filter shows every engagement letter and fund engagement nearing its expiry date.

    Expiring Soon
  4. Mid May

    Send next year's letters

    One personalised letter per client from the new template, to your client list in one send.

    Bulk send Essentials and up
  5. June

    Follow up who hasn't signed

    Filter by status to see who hasn't opened, and who is part-way through signing, then call them.

    Status filters
  6. 1 July

    The new year starts signed

    Each signed letter carries its own expiry date, 30 June 2028, ready for next year.

    eSignatures

Your practice's process, drawn by us. QuoteCloud shows expiry dates and sends what you choose; it doesn't renew engagements, send reminders or bill fees by itself.

Last year's letter, rolled forward

Most clients get the same letter with next year's dates and fees. Update the engagement template once, with the new financial year, scope wording and fees, and every letter you send from it follows.

For a client whose scope is their own, open last year's signed letter and choose Revise Last Version. QuoteCloud creates a new editable revision marked Revised and keeps the earlier version in the document's history, so you can see what was agreed last year.

  • Scope: what's included and what's quoted separately
  • Term band with the new start and expiry dates
  • Standard terms from a locked company block (Business)

Revise Last Version and version history: Business plan

Engagement letters & terms of engagement
Ledgerline AdvisoryEngagement letter LA-E-1042 Sample · last year's letter

Scope of the engagement

We will

  • Financial statements and company tax return, 2026–27
  • Directors' individual tax returns (2)
  • Quarterly sales tax returns and the annual reconciliation
  • Payroll processing and reporting, up to 10 staff
  • Monthly bookkeeping review in Xero
  • Quarterly management report

Not included

  • Tax authority reviews or audits
  • New entities or restructures
  • Grant or R&D tax credit applications
  • Valuations
Quoted separately before we start.

Terms of engagement

Starts1 July 2026
Expires30 June 2027
  1. Our responsibilitiesWe perform the services with due care and in line with the standards of our professional body. Unless agreed in writing, the engagement is not an audit or review.
  2. Your responsibilitiesYou keep complete and accurate records, give us the information we ask for by the agreed dates, and tell us about changes that affect your tax affairs. You remain responsible for the accuracy of the information you give us.
  3. FeesThe fixed fees in the schedule apply for the term. Work outside scope is quoted before it starts. We invoice the monthly fee from our accounting system.
  4. Limitation of liabilityOur liability is limited as set out in our standard terms and any scheme that applies to us.
  5. Privacy and confidentialityWe collect, hold and use your information only to provide the services. Tax ID numbers and identity documents are collected through our secure client portal, never in this letter.
  6. Ending the engagementEither party can end the engagement with 30 days' written notice. Fees for work done to that date remain payable.

One send, a personalised letter for every client

Choose the new engagement template and your list, such as your fixed-fee compliance clients. Bulk send creates a separate copy for each client, with their name, entity and fees filled in, and sends it.

Each copy is its own document: it is opened, signed and tracked separately, and shows on the documents list like any other.

  • A personalised copy per client from one template
  • Sent, opened and accepted counts for the whole send
  • Each client's directors sign their own copy

Bulk send: Essentials and up, volume-based costs

How bulk send works
Bulk sendLedgerline Advisory Sample data
Engagement letter and terms of engagement 2026–27One personalised copy per client, from the 2027–28 template 6 personalised copiesFixed-fee compliance clients
  • Ana Ribeiroana.ribeiro@example.com AcceptedBoth directors signed
  • Chidi Okaforchidi.okafor@example.com AcceptedSigned
  • Peter Marlowpeter.marlow@example.com OpenedOpened
  • Leah Brooksleah.brooks@example.com Opened
  • Frank Dohertyfrank.doherty@example.com Sent
  • Grace Whitlockgrace.whitlock@example.com Sent
Sent
6
Opened
4
Accepted
2

Re-engagement season, before and after

The same jobs every May and June, done differently. No statistics, just what changes.

The jobSpreadsheet and PDFsWith QuoteCloud
Knowing who's due A client list in a spreadsheet, with last year's dates typed in by hand. Every letter carries its expiry date; the Expiring Soon filter lists what's coming up.
Updating fees and dates Editing last year's letter for each client and saving another file. One template update for standard clients; Revise Last Version for the rest (Business).
Sending An email per client with a PDF attached. Bulk send: a personalised copy per client in one send (Essentials and up).
Getting every director's signature Print, sign, scan, then chase the second director. Each director signs their own block online, with no account, and the certificate records both.
Knowing who has signed Ticks in the spreadsheet, updated when someone remembers. Statuses update as clients act: Opened, Signing, Accepted. Filter by them and save the filter.
Billing next year's fees Set up in your accounting system. Still set up in your accounting system: QuoteCloud doesn't bill. A signature can create the contact through Zapier.

Run this year's re-engagement from QuoteCloud

Free for 14 days, no credit card required. Send us your engagement letter and we'll convert one template for you during the trial.

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See exactly who hasn't signed

Hearth Lane Bakery has two directors. Ana signed on the day; Tom has opened the letter but not signed, so the document sits in Signing rather than Accepted.

On the documents list, filter by status, such as Sent, Opened and Signing together, and save it as a custom filter for the season. Following up is your call: pick up the phone or send a note.

  • Status sidebar with counts: Sent, Delivered, Opened, Signing, Accepted
  • Several statuses filtered at once, saved as a custom filter
  • Signing activity in the document's history

Document tracking: Essentials and up · eSignatures: every plan

Client onboarding & multiple signers
Ledgerline AdvisoryEngagement letter LA-E-1042 Sample · fictional practice

Acceptance: every director signs

1 of 2 signed

  • Ana RibeiroDirector Signed14 Jul 2026
  • Tom RibeiroDirector Awaiting signature

Engagement summary

Entity
Hearth Lane Bakery Ltd
Period
1 Jul 2026 – 30 Jun 2027
Fixed fee
$940/mo + tax
Expires
30 June 2027

Certificate of authenticity and audit trail attached

Activity

  1. Sent to both directorsEach with their own signature block
  2. SignedAna Ribeiro, Director
  3. OpenedTom Ribeiro

Every client, the right way to re-engage

Not every engagement rolls over the same way. QuoteCloud handles each case with a document, never by renewing anything itself.

  • Standard compliance clients

    Update the template and bulk send a personalised letter to the whole list (Essentials and up, volume-based costs).

  • Bespoke engagements

    Revise last year's letter, change the scope or fees, and send it again. The earlier version stays in the history (Business).

  • A fee review as well

    Send a fixed-fee package proposal first, so the client picks next year's package before the letter.

    Fixed-fee packages

  • Retirement funds

    Annual fund engagements expire on 30 June too, and both trustees sign the new one.

    Fund and compliance audits

  • A new director or trustee

    Add their signature block before you send, so everyone who acts for the client accepts the new terms.

  • Clients who move on

    Change last year's letter to Lost, so your records show the client didn't re-engage.

Re-engagement questions, answered

Do engagement letters renew automatically?

No. Give each letter an expiry date, find the ones coming up with the Expiring Soon filter and send next year's letter, individually or with bulk send on the Essentials plan and above. Each client signs the new letter; nothing renews or bills by itself.

How do we find the engagement letters that expire this year?

Set an expiry date on every engagement letter, such as 30 June, the end of the financial year. The Expiring Soon smart filter on the documents list then shows the letters nearing their expiry date, with the client and the date, so you can plan next year's letters from one list.

Can we send next year's engagement letters to every client at once?

Yes, with bulk send on the Essentials plan and above. Choose the updated engagement template and your client list; QuoteCloud creates a personalised copy for each client and sends it. Each copy is signed and tracked on its own. Bulk send has volume-based costs, so check the pricing page for your volume.

How do we update last year's letter for one client?

Open the signed letter and choose Revise Last Version. QuoteCloud creates a new editable revision marked Revised and keeps the earlier version in the document's history, so you can change the scope, dates or fees and send it again. Revisions and version history are on the Business plan.

How do we see which clients haven't signed?

The documents list shows each letter's status as clients act: Sent, Opened, Signing when one director of two has signed, and Accepted when everyone has. Filter by several statuses at once and save it as a custom filter for re-engagement season, then follow up the clients still on the list.

Does QuoteCloud chase clients who haven't signed?

No. Following up is up to your team: QuoteCloud shows who has opened the letter and who is part-way through signing, and your team calls or emails them. Nothing is sent to the client automatically unless your team chooses to send it.

Does a signed engagement start billing next year's fees?

No. The letter sets out next year's fees and the client agrees to them, but QuoteCloud doesn't bill or invoice. You invoice from your accounting system as you do now. A signature can create or update the client in Xero or QuickBooks Online through Zapier from the Essentials plan.

More accounting questions

Explore QuoteCloud for accounting

Every page of the accounting microsite, from the first proposal to next year's engagement letter.

Next year's letters, signed before year end

Free for 14 days. No credit card required.

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