One clause and specification library for the whole practice
Limitations, terms, specification clauses, insurances and CVs approved once by the principals, then used word for word in every studio's proposals and reports.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
QuoteCloud keeps a practice's standard wording in one content library: limitations, terms of engagement, specification clauses, scope descriptions, insurances and team CVs, saved as Company blocks in folders. From Essentials, roles decide who can use and edit the library. On Business, locked blocks can be placed in any document but not changed.
The cover of a sample building condition report from a fictional practice, Fenwick Arden, for The Pembroke, an apartment building, beside the outline of the practice's condition report template ticking off one by one: cover and contents in the practice branding, the practice profile, the rating scale and assessor CVs from the content library, method and limitations and insurances as locked blocks, findings written for each building and a saved price table for recommended works. Last comes the approval status: In Review because the template is the condition audit report, approved by the associate and waiting for the director.
Write the standard wording once. Use it in every report.
The practice's approved content sits in the company library. An assessor building a condition report drops in the blocks the report needs, in order, instead of copying them from last year's Word file.
- About Fenwick ArdenText and photos
- Method & limitations of inspectionApproved by the director Locked
- Condition rating scale C1 to C5Table
- Recommended worksSaved price table, 3 priorities
- Insurances & registrationsCompany block Locked
- Team CVsOne block per person
- 1Cover and contentsFrom the report template
- 2Executive summaryWritten for this building
- 3About the practice From library
- 4Method & limitations Locked block
- 5Condition ratings by element From library
- 6Key findingsSite photos, marked up
- 7Recommended works & fees From library
- 8Insurances & registrations Locked block
- 9Inspected by From library
- 10AcceptanceThe committee chair signs
One library, every studio
Company content in folders, shared across the practice, with several blocks inserted together in order.
Content library: Essentials and up
Lock what carries liability
Locked blocks can go into any document but can't be edited there, so limitations go out as approved.
Content locking: Business
Access by role
Roles decide who can use the company library and who can add or edit its content.
Custom user roles: Essentials and up
From copied clauses to a library the principals approved
Where standard wording comes from in a practice without a library, and where it comes from with one.
Branded templates for every document a practice sends
A template for each kind of document, built from library blocks and assigned to the team that sends it, so the architecture studio, the engineers and the surveyors each start from their own.
Fee proposal · Architectural services
Okoro house, Riverside Lane
A new two-storey, four-bedroom home of about 260 m² on a sloping riverside block, from concept design to practical completion, for an estimated construction cost of $1,450,000.
Fees by work stage
Estimated construction cost$1,450,000
| Stage | Time | Basis | Fee |
|---|---|---|---|
| Brief & concept designSite analysis, brief review, two concept options | 4 wks | Fixed | $16,500 |
| Developed designPlans, sections, elevations and a materials palette | 6 wks | 2.25% | $32,625 |
| Technical design & documentationConstruction drawings, specification, consultant coordination | 10 wks | 3.5% | $50,750 |
| Tender & contract administrationTender, site visits and certificates to practical completion | Build | 1.75% | $25,375 |
| Total fees ex tax | $125,250 |
- Hourly rates for additional services
- Principal$260/h
- Project architect$190/h
- Graduate & drafting$130/h
Stages 2 to 4 are a percentage of the estimated construction cost, adjusted to the accepted tender price. Work outside this scope is charged at the hourly rates, agreed in writing first.
Fee proposals that open the same way every time
The studio's fee proposal template carries the cover, the practice profile, the fee stages and the assumptions. The architect writes the brief and the scope for this house; everything standard is already in place.
- Template assigned to the architecture team
- Fee stages from a saved price table
- Assumptions and exclusions from the library
Templates and price tables: Essentials and up
Staged fee proposals
Building condition audit
The Pembroke, 22 Harbour Row
A visual condition audit of a 1970s six-storey residential building with 36 apartments: roof, facade, balconies, common areas, building services and fire stairs, with the works we recommend over the next five years.
Contents
- 1Executive summarypage 2
- 2Method & limitationspage 3
- 3Condition ratings by elementpage 4
- 4Key findingspage 6
- 5Recommended works & feespage 11
- 6Acceptancepage 13
A report format every surveyor follows
The condition audit template sets the contents, the rating scale and the locked method and limitations. Each surveyor writes the findings and adds the photos; the report reads like the practice wrote it.
- Contents block with anchor links
- Rating scale and condition table from the library
- PDF export for the owners' records
PDF export: Starter and up
Building condition & compliance auditsInternal finishes schedule Issue C · for sample approval
| Code | Item | Finish | Location | Status |
|---|---|---|---|---|
| FL-01 | Rubber sheet flooring3 mm, slip-resistant, coved skirting | Graphite | Labs and prep rooms | Approved |
| FL-02 | Carpet tilesSolution-dyed nylon, 500 × 500 mm | Slate blue | Staff rooms | Approved |
| WL-01 | Impact-resistant plasterboard13 mm, low-sheen paint | Warm white | Corridors | For review |
| BT-01 | Laboratory benchtopsSolid phenolic, 16 mm, chemical-resistant | Black | Labs | Sample requested |
| JN-02 | Joinery panelsCompact laminate, matt | Pale oak | Storage walls | Approved |
| CL-01 | Acoustic ceiling tiles600 × 600 mm, NRC 0.85 | White | Teaching spaces | Approved |
Generic descriptions shown. Named products and alternatives are listed in the specification issued for tender.
Schedules with the practice's columns and clauses
The specifier's schedule template keeps the code, description, finish, location and status columns, with the standard clauses in library folders by element, ready to insert.
- Generic descriptions written once
- Clauses inserted several at a time, in order
- Comments from the client during review
Terms of engagement
- ServicesThe services in fee proposal FA-2405, stages 1 to 4, and the additional services you selected.
- Fees & invoicingInvoiced monthly in proportion to each stage completed, payable within 14 days.
- Additional servicesAgreed in writing before the work starts, at the hourly rates in the fee proposal.
- Copyright & licenceWe keep copyright in the design; you have a licence to use it to build this house on this site.
- Professional indemnityWe hold professional indemnity insurance for the project and for six years after it.
- Suspension & terminationEither party may end the engagement on 14 days' written notice; fees are payable to that date.
One set of terms, in every studio's letters
The practice manager owns the engagement letter template and its terms. Studios send it as written, and the client signs it online before the work starts.
- Terms as a locked library block (Business)
- Signed online, with a certificate and audit trail
- Fee variations from the same template family
eSignatures: every plan
Engagement letters & fee variationsWhat a practice keeps in its library
Text, tables, images, PDFs and price tables can all be saved as library content. These are the blocks practices reach for most.
Limitations and terms
Inspection limitations, reliance clauses, terms of engagement and exclusions, approved by a principal and locked on Business.
Specification clauses
Generic descriptions for finishes, fixtures and building services, filed in folders by element and inserted into each schedule.
Scope descriptions
What each work stage includes, from concept to contract administration, so a fee proposal describes the services the same way every time.
Insurances and registrations
Professional indemnity, public liability and registration details as one company block for proposals, tenders and reports.
CVs and project sheets
One block per person and per past project, with photos, pinned for the bid team and reused in capability statements.
Fee scales and rating tables
Saved price tables with your stages and hourly rates, and condition tables with your rating scale, ready to drop in.
Bring your standard wording to the trial
Free for 14 days, no credit card required. Load your limitations, terms and clauses into the library, and send us one report or fee proposal template to convert.
Who can change the words that carry liability
Custom roles decide who can open the company library and who can add, edit or delete its content. A graduate can use the insurance block in a tender; the practice manager is the one who updates it.
Lock a Company block and it can be dragged into any document but not edited there. Only admins and roles with the permission can unlock it, in the library. Internal notes can be hidden from the recipient and the PDF.
- Library access and add and edit permissions by role
- Locked blocks used as written, in every studio
- Templates assigned to each team
- Hide internal content from the client
Custom user roles: Essentials and up · Content locking: Business plan
Approvals, review & client sign-offInsurances & registrations Company block
Locked company block- Professional indemnity$10 millionPolicy PI-40215
- Public liability$20 millionPolicy PL-88120
- Workers compensationPolicy WC-51907Every employee
- Architect registrationReg. no. 10457Sample number · fictional practice
- Engineer registrationReg. no. PE 66120Sample number · fictional practice
- Quality systemDesign review at every stageDocumented QA procedure
Sample details for a fictional practice. Written once by the practice manager and locked, so every tender carries the same current wording.
Set up the practice library in five steps
Most of the work is agreeing the wording. Putting it into QuoteCloud is the quick part.
Agree the wording
The principals sign off the limitations, terms, insurances and standard clauses the practice will use.
Save it as Company content
Select the blocks in a document and add them to the content library, in folders such as Reports, Fees, Tenders and Specification.
Lock what must not change
Lock the limitations, terms and insurances so they can be used but not edited (content locking, Business).
Set the roles
Give each role access to the library and decide who can add or edit content in it.
Build the templates
Assemble each fee proposal and report template from the blocks, then assign the templates to the teams that send them.
Practice library questions
What is a content library in QuoteCloud?
The content library holds reusable blocks: text, tables, images, PDFs and price tables. Personal content is yours; Company content is shared with the practice. Organise it in folders, pin what you use most, and drag one block or several in order into any document. The content library is on the Essentials plan and above.
Can we stop staff editing our standard limitations and terms?
Yes, on the Business plan. Lock a Company block in the content library and it can still be dragged into any document, but it can't be edited there. Only admins and roles with the right permissions can unlock it, in the library. Use it for limitations, terms of engagement, insurances and other wording that carries liability.
Who can add or change content in the library?
You decide by role. In Users, Teams & Roles, each role's Content Libraries permissions set whether it can access the library and whether it can add, edit or delete content. Custom user roles are on the Essentials plan and above, so a graduate can use library blocks while the practice manager maintains them.
Can each studio or discipline have its own templates?
Yes. Create a team for each studio or discipline, such as architecture, building services and building surveying, and use Template Restrictions to assign the templates each team should see. Unlimited teams and custom user roles are on the Essentials plan and above, and every template can draw on the same company library.
If we update a library block, do existing documents change?
Not always, so plan for it. Editing a block in the content library doesn't always update documents that already use it, and documents that have been sent keep the wording they were sent with. Update the library block, then check any drafts in progress before they go out.
Can our templates use our own fonts and branding?
Yes. Upload your logo, add your fonts to the Font Book, set the default typography and add PDF headers and footers with your logo and legal text. Styled containers can be saved to the library for reuse. Custom branding is on the Business plan, and a custom domain for white-labelled delivery is a paid add-on.
Can internal notes stay in a template without the client seeing them?
Yes. Sections and containers can be hidden from the recipient, and they're shaded in the editor so your team knows. Use it for drafting guidance in a report template, such as which photos to include or when a finding needs an engineer's review, without it reaching the client or the PDF.
Where the library shows up
Every document the practice sends draws on the same library and templates.
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Tender responses & capability statementsMethodology, team, insurances and a fee schedule from your library, approved before it goes out, exported as a PDF.Explore
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Engagement letters & fee variationsClient agreements with locked terms, and additional-services letters signed before the extra work starts.Explore
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Building condition & compliance audit reportsRatings, marked-up photos, findings and priced recommended works in one report the client accepts and signs.Explore
- Staged fee proposalsFees by work stage, as a percentage of construction cost, fixed or hourly, with additional services the client ticks.
- Specifications & product schedulesFinishes and product schedules with codes, images and locations, and sample approvals the client signs.
- Equipment, plant & asset inspection reportsMechanical, fire and electrical asset lists with condition scores, remaining life and a maintenance schedule.
- Site inspection, defect & status reportsSite visit and defect reports with marked-up photos, and project status reports with the programme and next steps.
- Design reports & option studiesOptions side by side with images, plans, comparison tables and a fee for each, and the client's choice signed.
- From recommended works to signed worksTurn an audit's recommendations into priced options the client ticks and signs inside the report.
- Approvals, review & client sign-offFee proposals approved by a director before they're sent, and reports the client accepts with a legally binding signature.
- CRM, accounting & project tool integrationsOpportunities from your CRM, fees to Xero or QuickBooks, and appointed projects to your project tools.
- Architecture & engineering templatesReal QuoteCloud templates for architecture, interior design, engineering and building services work.
- QuoteCloud implementation for practicesTemplates converted, fee scales and clauses loaded, roles, approvals and training for every studio.
- FAQAnswers to the questions architects, engineers and specifiers ask most.
Approve the words once. Send them everywhere.
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