Grant application packs, prepared and signed
Collect the client's information, then build the application pack: project summary, budget schedule, milestones, outcomes, risk and declarations the client signs, exported as a PDF.
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QuoteCloud lets accountants prepare grant application documents as branded, structured documents. An information request with a Forms block (Business) collects the client's answers beside an evidence checklist; the pack holds the project summary, a budget schedule from the quotes, milestones on a Gantt chart, outcomes, risks and declarations the client signs. Export the PDF and submit it through the funder's own portal.
A fictional client's information request LA-R-0311 beside its grant application pack LA-GA-0311. The client has answered all 8 questions in the Forms block. Each item on the evidence checklist lights in turn and an arrow names the page of the pack it goes into: financial statements to the project summary, supplier quotes and the board minute to the budget schedule, the project plan to the milestones, energy bills to the outcomes, insurance certificates to the risk page. Letters of support and insurance certificates are still requested. The declarations page waits for the client's signature, and the pack exports as a 14-page PDF for the funder's portal.
The application pack, read page by page
Corrin Precision's application for a state manufacturing grant (a sample program), as Ledgerline prepared it in QuoteCloud. Each part is a content block from the practice's grants template; the notes say who wrote it.
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Firm prepares
A cover the funder's assessor can place
Applicant, project and program in the practice's branded template, with the client's own photo of the shop floor.
Ledgerline AdvisoryGrant application LA-GA-0311 Sample · fictional practiceGrant application
Automated finishing line and energy upgrade
Corrin Precision will replace manual finishing with an automated deburring and finishing cell and replace two fixed-speed air compressors, cutting finishing time and compressed-air energy use, and adding three skilled roles.
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From the client's answers
The project in one page
Key facts from the client's information request answers, and the three figures assessors look for first. They follow the budget schedule below.
Project summary
Replace manual finishing with an automated cell, cut compressed-air energy use with variable-speed compressors, and train six operators to run the new line.
- Applicant
- Corrin Precision Ltd
- Program
- Regional manufacturing modernisation grant (sample)
- Project
- Automated finishing line and energy upgrade
- Project period
- February – November 2027
- Employees
- 38 FTE
- Contact
- Grace Whitlock, Managing director
- Total project cost
- $486,400
- Grant requested
- $205,200
- Your contribution
- $281,200
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Firm sets rate and cap
A budget schedule built from the quotes
Each cost with its evidence and whether it's eligible under the guidelines, as your firm reads them. The grant share and the program maximum are typed in by you; QuoteCloud just does the sums.
Custom and formula columns: Business plan
Budget schedule (ex tax)
Grant share 50% of eligible costs · Program maximum $250,000Item and evidence Eligible Cost Grant share Automated deburring and finishing cellSupplier quote SQ-2291Yes $248,000 $124,000 Two variable-speed air compressorsSupplier quote SQ-0874Yes $64,800 $32,400 Installation and electrical worksContractor quote CQ-1150Yes $58,600 $29,300 Factory floor worksContractor quote CQ-1163Yes $25,000 $12,500 Operator training, 6 staffSupplier quote SQ-2291Yes $14,000 $7,000 Project management (staff time)Timesheet estimateNo $36,000 — ERP upgrade, first yearVendor quote VQ-0077No $40,000 — Yes $92,000 $46,000 - Total project cost
- $486,400
- Eligible costs
- $410,400
- Grant requestedCapped at the program maximum
- $205,200
- Your contribution
- $281,200
Rate and maximum typed in by Ledgerline from the program guidelines.
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Milestones on a Gantt chart
Ten months of project milestones, with the optional solar works shown as optional and the final report to the funder as the last milestone.
Gantt charts: Business plan
Project milestones
StageM1M2M3M4M5M6M7M8M9M10Orders placed Month 1 to 1Factory floor works Month 2 to 3Compressors installed Month 3 to 4Finishing cell installed Month 4 to 6Rooftop solar optional Month 5 to 6Operator training Month 7 to 8Commissioning and testing Month 8 to 9Final report to the funder Month 10 -
Client's estimates
Outcomes and risks, in the client's words
The company's own estimates of what changes, and how it manages each risk. The firm shapes them; the client stands behind them.
Expected outcomes
The company's own estimates- Finishing time per batchNow6.5 hoursTarget2 hours
- Compressed-air energy useNow182 MWh a yearTargetUnder 130 MWh
- Skilled rolesNow—Target2 operators, 1 technician
- Rework rateNow4.1%TargetUnder 1.5%
Risks and how they're managed
Risk Rating How it's managed Equipment delivery delay Medium Orders placed in month 1; delivery dates in the supplier contract Production downtime during install Medium Install over the planned January shutdown Cost overrun Low Fixed-price quotes; contingency funded by the company Skills gap on the new line Low Supplier training for six operators before commissioning -
Client declares
Declarations both directors sign
The wording copied from the funder's own form, then a signature block for each director. Nothing is submitted until both have signed.
Declarations
Wording copied from the funder's own form- The information in this application is true, correct and complete.
- We have read the program guidelines and believe the business and the project meet them.
- We will tell the funder about any change that affects this application.
- We consent to the funder verifying this information and contacting the referees named.
The client signs before anything is submitted. Eligibility and approval are decided by the funder.
Declaration and sign-off
1 of 2 signed
- Grace WhitlockManaging director Signed9 Dec, 4:12 pm
- Sam NguyenDirector Awaiting signature
Certificate of authenticity and audit trail attached
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One PDF, ready for the funder's portal
Export the signed pack as a PDF and upload it, or copy its answers into the funder's form. The activity feed shows every step.
PDF export: Starter and up
Corrin-Precision-grant-application.pdf14 pages · signed declarations includedPrepared for submission via the funder's portal Export the signed pack as a PDF and upload it, or copy its answers, into the funder's own portal. QuoteCloud doesn't submit applications.
Activity
- Form submittedInformation request LA-R-0311
- Budget schedule reviewedComment from Grace Whitlock resolved
- Declaration signedGrace Whitlock
- PDF exportedFor upload to the funder's portal
Change the scope, and the figures follow
Tick the optional rooftop solar row. The total project cost, the eligible costs and the grant requested recompute, and the grant stops at the program maximum your firm entered. The project summary above the table changes with it.
That's how a scope conversation with the client goes: try the option, see the contribution they'd need to fund, decide together, then sign.
- Optional rows the client or the firm can switch on
- Grant share and cap entered from the guidelines
- Evidence named against every cost
Price tables: Essentials and up · custom formula columns: Business
Pricing tablesProject summary
Replace manual finishing with an automated cell, cut compressed-air energy use with variable-speed compressors, and train six operators to run the new line.
- Applicant
- Corrin Precision Ltd
- Program
- Regional manufacturing modernisation grant (sample)
- Project
- Automated finishing line and energy upgrade
- Project period
- February – November 2027
- Employees
- 38 FTE
- Contact
- Grace Whitlock, Managing director
- Total project cost
- $486,400
- Grant requested
- $205,200
- Your contribution
- $281,200
Budget schedule (ex tax)
Grant share 50% of eligible costs · Program maximum $250,000| Item and evidence | Eligible | Cost | Grant share |
|---|---|---|---|
Automated deburring and finishing cellSupplier quote SQ-2291
|
Yes | $248,000 | $124,000 |
Two variable-speed air compressorsSupplier quote SQ-0874
|
Yes | $64,800 | $32,400 |
Installation and electrical worksContractor quote CQ-1150
|
Yes | $58,600 | $29,300 |
Factory floor worksContractor quote CQ-1163
|
Yes | $25,000 | $12,500 |
Operator training, 6 staffSupplier quote SQ-2291
|
Yes | $14,000 | $7,000 |
Project management (staff time)Timesheet estimate
|
No | $36,000 | — |
ERP upgrade, first yearVendor quote VQ-0077
|
No | $40,000 | — |
| Yes | $92,000 | $46,000 |
- Total project cost
- $486,400
- Eligible costs
- $410,400
- Grant requestedCapped at the program maximum
- $205,200
- Your contribution
- $281,200
Rate and maximum typed in by Ledgerline from the program guidelines.
Collect the answers before you write a word
The information request is a branded QuoteCloud document. The Forms block asks the questions the funder's form will ask, typed as text, numbers, dates and choices; the client answers inside the document and confirms.
The evidence checklist beside it lists every file you need and who holds it. Files and sensitive details come through your firm's own secure process: the document never asks for tax ID numbers, identity documents or bank details.
- Answers and confirmation in one document
- 'Form Submitted on Document' can start a Zapier step
- Files through your secure portal, not the form
Forms block: Business plan
Forms inside documentsAbout your business and the project
Forms block · Business plan- Legal entity nameTextCorrin Precision Ltd
- Years tradingNumber11
- Employees (FTE)Number38
- Turnover, last financial yearChoice$5m – $10m
- The project in one sentenceLong textReplace manual finishing with an automated cell and cut compressed-air energy use.
- Has any of the project started?ChoiceNo, nothing ordered yet
- Planned startDate1 Feb 2027
- Other government funding for this project?ChoiceNone
Evidence checklist
5 of 7 received- Financial statements, last two yearsWe hold theseReceived
- Supplier and contractor quotesYouReceived
- Project plan and timetableYou, with RajReceived
- Energy bills, last 12 monthsYouReceived
- Board minute approving your contributionYouReceived
- Letters of support, customer and supplierYouRequested
- Insurance certificates of currencyYouRequested
Send files and any sensitive details (tax ID numbers, identity documents, bank details) through our secure client portal, never in this document.
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When the funder comes back with a question
Funders sometimes ask for more detail after an application goes in. Revise Last Version starts version 4 from the submitted pack and keeps every earlier version, so you can always show exactly what was submitted.
The client reviews the change in the document, comments where they want something different, re-signs the declarations and you send the answer back through the funder's portal.
- Every version kept: draft, reviewed, signed, revised
- Comments and replies on the document, resolved before signing
- The same signers, on the new version
Version history: Business plan
Version history
Version history · Business plan- v4Revise Last Version: answers to the funder's request for more detail on the energy figures20 Jan · Raj MehtaCreating
- v3Declarations signed; PDF exported for the funder's portal9 Dec · Grace WhitlockSigning
- v2Budget updated after Grace's comment: the second compressor quote5 Dec · Raj MehtaRevised
- v1Draft pack sent to Grace and Sam for review2 Dec · Raj MehtaRevised
Revise Last Version starts a new version and keeps every earlier one, so you can always show what was submitted.
The funder's request, 18 January
- The funder asked how the compressed-air energy estimate was worked out.
- v4 adds the meter readings behind the 182 MWh figure to the outcomes page; nothing else changes.
- Both directors re-sign the declarations on v4 before the answer goes back through the funder's portal.
Grace WhitlockCan we use the new meter readings from December instead of last year's bills?
Raj MehtaYes: they're on page 5 of v4 now, with the bills kept as backup in the evidence list.
From the signed pack to the funder's form
Most funders take applications through their own online form. Every answer it asks for is already in the pack: copy each one across, then upload the signed PDF.
Exported from QuoteCloud
- Page 1Cover and project summary
- Page 3Budget schedule
- Page 5Milestones
- Page 7Outcomes and risks
- Page 9Declarations, signed
- Page 10Supporting quotes and letters, as PDF pages
The funder's online form (illustrative)
Project title
Cover
Project summary156 of 500 characters
Page 1 · Project summary
Project period
Page 1 · Project summary
Total project cost (ex tax)
Page 3 · Budget schedule
Grant amount requested
Page 3 · Budget schedule
Applicant contribution
Page 3 · Budget schedule
Signed declarations and application (PDF)
An illustrative form, not any real funder's portal. QuoteCloud doesn't submit applications, connect to a funder's portal, check eligibility or see the funder's decision. PDF export: Starter and up; a PDF link can also be generated through Zapier.
How to prepare a grant application pack in QuoteCloud
From the signed engagement to the PDF your client submits.
Send the information request
Your grants template's Forms block and evidence checklist (Business), sent the day the engagement is signed.
Place what arrives
Answers flow into the summary; quotes become budget rows; received files go in as PDF pages from your secure process.
Build the budget schedule
Each cost with its evidence and eligibility as you read the guidelines, with the grant share and maximum you enter.
Review it with the client
They comment on the document and you resolve each thread, then both directors sign the declarations.
Export and submit
Export the signed pack as a PDF; you or the client submit it through the funder's own portal.
Grant application document questions, answered
Can clients fill in a form inside the QuoteCloud document?
Yes, on the Business plan. Add a Forms block with your questions; the client answers inside the branded document and can confirm or sign it in the same place. Ask for files and sensitive details, such as tax ID numbers, identity documents or bank details, through your firm's own secure process.
Does QuoteCloud submit the application to the funder?
No. QuoteCloud holds the application documents, gets the declarations signed and exports a PDF. You or your client submit through the funder's own portal, copying answers into its form where it asks for them. QuoteCloud doesn't connect to any funder's or government portal.
How does the budget schedule calculate the grant?
It's a price table with custom columns. Your firm enters the grant share and any program maximum from the guidelines, and marks each cost eligible or not as you read them; the table totals the costs, the eligible costs, the grant requested and the client's contribution. Formula columns need the Business plan. QuoteCloud doesn't know grant rules.
Can we add the client's quotes and letters to the pack?
Yes. The PDF block places existing PDF files, such as supplier quotes or letters of support, as pages inside the document, so the exported pack holds everything. Receive the files through your own secure process first; uploading files through the Forms block isn't part of the information request.
What if the funder asks for changes after we submit?
Use Revise Last Version to start a new version from the submitted pack. Every earlier version is kept in the version history (Business plan), so you can show exactly what was submitted. The client reviews the change, comments if needed and re-signs the declarations.
Who signs the declarations?
Your client does. Add a signature block for each director below the declarations copied from the funder's form. Each signs in their own browser, with no account and an optional one-time passcode, and the signed document carries a certificate of authenticity and an audit trail.
Before and after the application
The engagement that starts it, and the rest of the practice.
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Government grant engagementsScope and price grant application work: fixed or success-fee options, a timetable and a signed engagement.Explore
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R&D tax credits and incentivesRegistration and claim engagements with clear limits, and activity descriptions the client's team confirms.Explore
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Client onboarding & information requestsInformation requests with a Forms block and checklist, every director signing and an onboarding fee on signing.Explore
- Engagement letters & terms of engagementScope, responsibilities, fees, limitation and privacy, from your template, signed by every director or trustee.
- Fixed-fee packages & pricingGood, better, best packages, add-ons the client ticks and monthly fees set out in the agreement.
- Annual re-engagementExpiry dates, the Expiring Soon filter and next year's letters sent in bulk and tracked until signed.
- Tax, bookkeeping & payrollTax returns, sales tax and VAT, financial statements, bookkeeping and payroll, quoted as clear fixed fees.
- Advisory & virtual CFOForecasts, budgets, business plans and a monthly CFO retainer, with discounts approved by a partner first.
- Structures, sales & successionCompany, trust and partnership set-ups, restructures, valuations, business sales and succession plans.
- Fund and compliance auditsAnnual fund engagements every trustee signs, and audit proposals with clear scope and independence.
- Xero, QuickBooks & practice integrationsSigned engagements to Xero or QuickBooks Online through Zapier, and practice tools through Zapier, Make or the API.
- Accounting templatesReal QuoteCloud templates for engagement letters, accounting proposals, bookkeeping, audit, grants and budgets.
- QuoteCloud implementation for practicesYour services price book, locked engagement terms, a template per service line, approvals and training.
- FAQAnswers to the questions accounting firms, bookkeepers and grant consultants ask most.
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