QuoteCloud implementation for accounting practices
Your services price book imported, engagement terms locked, a template for each service line, partner approvals, Xero connected and your team trained.
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- Building QuoteCloud since 2013
Implementing QuoteCloud in an accounting practice means importing your services price book, saving your engagement terms as locked blocks, building a template for each service line, setting partner approvals on discounts, connecting Xero or your practice system through Zapier, and training your team. QuoteCloud converts one template free during the trial; onboarding and professional services are available.
A fictional practice's QuoteCloud template set as a ledger-style grid: six service lines (tax and compliance, advisory and CFO, structures and succession, Funds and audit, grants, R&D tax credit) against four documents (proposal, engagement letter, information request, re-engagement). The cells fill in one by one to 21 templates, then the set-up items light: price book of 42 services, engagement terms locked, partner approvals on, Xero through Zapier, team trained.
A six-week plan for a practice of twelve
A sample plan for a fictional practice with two partners and ten staff across six service lines. Each phase says what you bring, what you get and how you know it's done. Your timings will differ.
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Phase 1, Week 1
Brand, people and the price book
- You bring
- Your letterhead and colours, the team list with who approves what, and your services and fees as a spreadsheet, with costs if you track them.
- QuoteCloud gives you
- Your brand theme, users and roles, and the price book imported by CSV with each column mapped. Costs and margins stay in your team's view.
- Done when
- Every service has a code, a service line and a fee in the product catalogue.
Product catalogue and custom roles: Essentials and up
The product catalogue -
Phase 2, Weeks 2–3
Engagement terms and the first templates
- You bring
- Your current engagement letter, terms of engagement and the fixed-fee proposal you send most.
- QuoteCloud gives you
- One template converted free during the trial (Essentials, Business, Enterprise); your terms saved as content library blocks, locked so only permitted roles change them.
- Done when
- A partner can send a branded fixed-fee proposal and engagement letter, with terms nobody can edit by accident.
Content locking: Business plan
Engagement letters & terms of engagement -
Phase 3, Weeks 3–4
A template set for every service line
- You bring
- Last year's documents for advisory, structures, funds, grants and R&D, and the information you ask new clients for.
- QuoteCloud gives you
- A proposal, engagement letter and information request per service line, built from shared library blocks; the Forms block for information requests (Business).
- Done when
- The team can start any client document from a template, not a copy of last year's.
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Phase 4, Weeks 4–5
Approvals and connections
- You bring
- Your discount and value thresholds, your Stripe or PayPal account, and what should happen in Xero or QuickBooks when a client signs.
- QuoteCloud gives you
- Approval rules on discount percentage or total value (Business); payment on signing; a Zapier step that creates the contact or invoice. Native accounting integrations come with the Business plan.
- Done when
- A test proposal over the threshold waits for a partner, and a test signature reaches Xero.
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Phase 5, Week 6
Training and go-live
- You bring
- Your partners, client managers and bookkeepers for an hour, and the first real clients to send to.
- QuoteCloud gives you
- A 45-minute training session on paid plans; extra 60-minute sessions as a paid add-on.
- Done when
- Every partner has sent from QuoteCloud, and the old templates are archived.
A sample plan, not a promise: practices move at their own pace, and the free conversion and training come with paid plans as described on the pricing page.
Help when you want it
Do it yourselves with the free conversion and training, or have the set-up done with you.
Free template conversion
One of your existing templates, such as your engagement letter, converted during the trial on Essentials, Business and Enterprise. More conversions are a paid add-on, per template.
45-minute training
A virtual Q&A session for your team on paid plans. Extra 60-minute sessions are a paid add-on.
Onboarding services
Onboarding packages for practices that want a guided start, from the fundamentals up.
Professional services
Template services, training and integration set-up, including Zapier and API connections to your practice systems.
Premium support
Premium 24×7 support with guaranteed response times, as a paid add-on.
Enterprise implementation
Implementation support and a dedicated account manager on Enterprise, for larger and multi-office practices.
Your services price book, imported once
Export your services and fees from the spreadsheet you use today and import them into the product catalogue. Map each column to a catalogue field, check the rows it flags, and every fee is ready for every template.
Codes and service lines keep 42 services in order. Costs come in too: they stay in your team's view, so partners see the margin and clients see the fee.
- CSV import with column mapping and validation
- Monthly, quarterly, yearly and once-off fees
- Draft services kept back until they're priced
Product catalogue: Essentials and up
The product catalogue| Column in your file | Catalogue field | First row |
|---|---|---|
code | SKU | CMP-GRW |
service | Name | Growth package |
service_line | Category | Compliance |
fee_ex_gst | Price | 760.00 |
billing | Billing term | Monthly |
cost | Cost (team only) | 455.00 |
42 rows ready to import2 rows have no cost: imported as Draft
Costs and margins stay in your team's view; clients see the fee only.
CSV import practice-services-2026.csv · 42 services imported
| Product | Price | Shown as | Cost | Margin | Status |
|---|---|---|---|---|---|
| Growth packageCMP-GRW · Compliance | $760 | Monthly | $455 | 40% | Active |
| Quarterly sales tax returnCMP-STX · Compliance | $390 | Per quarter | $210 | 46% | Active |
| Payroll, up to 10 staffPAY-RUN · Compliance | $180 | Monthly | $95 | 47% | Active |
| CFO meeting, 90 minutesADV-CFO · Advisory | $720 | Monthly | $380 | 47% | Active |
| Grant application preparationGRT-PRP · Grants & incentives | $8,400 | Once-off | $4,600 | 45% | Active |
| Fund accounts and returnSMS-ANN · Funds | $1,900 | Per year | $1,100 | 42% | Active |
| R&D registration applicationRND-REG · Grants & incentives | $4,200 | Once-off | $2,300 | 45% | Draft |
Cost and margin are for your team only: they never appear in the client's document
Start the set-up on the free trial
14 days free, no credit card. Send us your engagement letter and we'll convert it into your first template.
What changes for each person in the practice
The value of the rollout, role by role. No statistics, just the jobs.
Roles, approvals and locked terms
Set who can do what once. Partners approve and edit the price book; the practice manager locks and unlocks library blocks; client managers create from templates and send; the grants team works in its own folder.
Approval rules hold a proposal In Review when a discount is over 10% or the total is over $10,000, until the partners you choose approve it. Locked blocks, such as your terms of engagement and limitation of liability, go into every document unchanged.
- Custom roles and library access by role
- Approval on discount percentage or total value
- Locked blocks only permitted roles can unlock
Custom roles: Essentials and up · approvals and content locking: Business
Content lockingUsers, teams & roles
- PartnerMeg Hollis, Daniel OseiSendApproveEdit the price book
- Practice managerBen CarterLock and unlock library blocksTemplatesUsers
- Client managerChloe Tan + 3Create from templatesSend
- Grants & incentivesRaj MehtaGrants folderSend
- BookkeepingSofia Alvarez + 2CreateComment
Approval rules
- Discount Percentage greater than 10% Any partner
- Total value greater than $10,000 Both partners
Locked library blocks
- Terms of engagement 2026–27Engagement folder
- Limitation of liabilityEngagement folder
- Privacy and sensitive detailsOnboarding folder
- What we can and can't promiseGrants folder
Custom roles: Essentials and up · approval workflow and content locking: Business
The rollout plan, with the partners' decisions
The practice manager keeps the rollout itself in a QuoteCloud document: the six weeks on a Gantt chart, the decisions the partners have made, and a comment thread where questions get answered.
That's where the Xero connection is agreed: a contact created through Zapier when a client signs. Native accounting integrations come with the Business plan; QuoteCloud doesn't sync records two ways.
- Brand, price book, terms, templates, approvals, training
- Decisions recorded where the team can see them
- The grants checklist saved as a library block
Gantt charts: Business plan
Xero with QuoteCloudRollout plan (sample)
Decisions for the partners
- Engagement terms saved as a locked company block: only the practice manager's role can change them (Business).
- Discounts over 10% go to a partner for approval before sending (Business).
- Xero contacts created on signing through Zapier.
Meg HollisCan the grant templates carry Raj's evidence checklist by default?
Ben CarterYes: it's saved as a content library block in the Grants folder.
Implementation questions, answered
Will QuoteCloud set up our engagement letter template?
During the trial, QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans. Further conversions, extra training and integration set-up are available as paid onboarding and professional services.
Can we import our services and fees?
Yes. Import your price book into the product catalogue from a CSV file, mapping each column to a catalogue field such as code, name, category, price, billing term and cost. Costs and margins stay hidden from clients. The product catalogue is on Essentials and up.
How do we stop staff editing our terms of engagement?
Save the terms as content library blocks and lock them, on the Business plan. Locked blocks go into documents unchanged, and only users whose role allows it can unlock them. Role permissions also control who can create, change or delete library content.
Can a partner approve discounts before a proposal is sent?
Yes, on the Business plan. Set approval rules on discount percentage or total value; a proposal that meets one waits In Review until the approvers you choose, such as the partners, approve it. Only then can it be sent.
How do we connect Xero or QuickBooks?
Through Zapier from the Essentials plan: a signed document can create a contact or an invoice in Xero or QuickBooks Online. Native accounting integrations come with the Business plan. Practice management systems connect through Zapier, Make or the API.
How long does implementation take?
It depends on how many templates and service lines you have. The six-week plan on this page is a sample for a practice of twelve; a small firm with one engagement letter and one proposal can be sending on the first day of the trial.
What each phase of the plan builds
The pages behind the templates, the terms and the connections.
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Accounting templatesReal QuoteCloud templates for engagement letters, accounting proposals, bookkeeping, audit, grants and budgets.Explore
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Engagement letters & terms of engagementScope, responsibilities, fees, limitation and privacy, from your template, signed by every director or trustee.Explore
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Xero, QuickBooks & practice integrationsSigned engagements to Xero or QuickBooks Online through Zapier, and practice tools through Zapier, Make or the API.Explore
- Fixed-fee packages & pricingGood, better, best packages, add-ons the client ticks and monthly fees set out in the agreement.
- Client onboarding & information requestsInformation requests with a Forms block and checklist, every director signing and an onboarding fee on signing.
- 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.
- Government grant engagementsScope and price grant application work: fixed or success-fee options, a timetable and a signed engagement.
- Grant application documentsInformation requests, budget schedules, milestones, risk and signed declarations, exported as a PDF for the funder's portal.
- R&D tax credits and incentivesRegistration and claim engagements with clear limits, and activity descriptions the client's team confirms.
- FAQAnswers to the questions accounting firms, bookkeepers and grant consultants ask most.
Set the practice up once, send it all year
Free for 14 days. No credit card required.