Tender responses and capability statements for practices
Methodology, team, relevant projects and insurances from your library, a lump-sum fee schedule by stage, approved by a director before it goes out.
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In QuoteCloud a practice builds a tender response or capability statement from a template and approved content library blocks: methodology, team profiles, relevant projects, locked insurances and registrations. The fee schedule is a price table, a director approves it on the Business plan, and it is exported as a PDF for the buyer's portal.
A sample tender response from a fictional practice, Fenwick Arden, to Riverbend Council's RFT 2026-14 for the Riverbend Library refurbishment: the cover, and in front its contents ticking off one by one in the council's order: an executive summary written for this brief, the methodology and programme, team and capability and relevant projects from the content library, locked insurances and registrations, a lump-sum fee schedule by stage with separable portions, and departures and assumptions from the library. Last comes the approval status: In Review because the total value is over $150,000, approved by the practice manager and waiting for the director.
Every response assembled from approved content
Methodology, team profiles, project sheets and insurances are written once, approved and kept in your content library. The response follows the council's order; the content comes from the library.
- Practice profileText and photos
- Design methodologyStages, reviews, consultant coordination
- Team profilesDirector, project architect, engineers
- Relevant projectsProject sheets with photos
- Quality systemDesign review procedure Locked
- Insurances & registrationsCompany block Locked
- 1CoverRFT 2026-14 · Riverbend Council
- 2Executive summaryWritten for this brief
- 3About Fenwick Arden From library
- 4Methodology & programme From library
- 5Team & capability From library
- 6Relevant projects From library
- 7Quality Locked block
- 8Insurances & registrations Locked block
- 9Fee schedulePrice table, separable portions
- 10Departures & assumptionsApproved by the director
Write it once
Save methodology, CVs and project sheets as Company content in folders, and insert several blocks in order.
Content library: Essentials and up
Lock what must not change
Insurances, registrations and the quality system go out exactly as approved, in every response.
Content locking: Business
Export for the portal
Export the finished response as a PDF and upload it to the buyer's portal yourself.
PDF export: Starter and up
A lump-sum fee schedule, with separable portions
The council asked for a lump sum by stage and a price for each separable portion. Each stage is a price-table line; the heritage impact statement and the post-occupancy evaluation are optional rows, so the panel sees the base fee and the options in one table.
Try it: tick a separable portion and the subtotal, tax and total recalculate. The design programme below shows when each stage happens.
- Section headings with group subtotals and line notes
- Separable portions as optional rows
- Design programme as a Gantt chart (Business)
Price tables: Essentials and up
Fees by stage for private clientsFee schedule · lump sum by stage
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Design services | $209,000 | ||
Concept & schematic designArchitecture and building services
|
1 stage | $38,400 | $38,400.00 |
Design developmentIncluding the cost plan review
|
1 stage | $46,200 | $46,200.00 |
Contract documentationDrawings, specification, schedules
|
1 stage | $71,800 | $71,800.00 |
Tender & contract administrationFortnightly site inspections
|
1 stage | $52,600 | $52,600.00 |
| Separable portions Tick to add | |||
| 1 lot | $6,800 | $6,800.00 | |
| 1 lot | $5,900 | $5,900.00 | |
- Subtotal
- $209,000.00
- Tax (10%)
- $20,900.00
- Total
- $229,900.00
- Plus, monthly
- $0.00/mo
Design programme
Four kinds of bid, one set of content
Each is a template that draws on the same approved library blocks.
Expressions of interest
A short response: practice profile, two or three relevant projects and the team, sent the same day.
Requests for tender
The full response in the buyer's order, with a contents block, methodology, programme and a fee schedule.
Panel applications
Capability, rates and insurances for a multi-year panel, kept current from the library.
Capability statements
Who you are, what you've built and who will do the work, on your branding, ready to send or export.
Answer your next RFT from an approved library
Free for 14 days, no credit card required. Send us your current tender template and we'll convert one for you free during the trial.
Locked company block · FA-T-0611
Insurances written once, current in every bid
The practice manager updates the professional indemnity and registration details when they renew. Every new response uses the same locked block, so nobody submits last year's policy number.
Insurances & 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.
Nothing goes to the portal without the director
A response with a total value over $150,000 goes In Review when it's ready. The practice manager checks the fee schedule and the director approves the whole document; only then can it be exported and submitted.
Rules can also trigger on the template, a discount, the author's team or role, or the customer.
- Every named approver can be required
- Approve or decline, with a log on the document
- Activity shows when it was approved and exported
Approval workflow: Business plan
Approvals, review & client sign-offDocument workflow
In ReviewTriggered when Total value greater than $150,000
- Tom AchterbergPractice managerApproved
- Clara WhitlowDirectorWaiting
Must be approved by all approvers before it can be sent.
- Approval request sent by Oscar Bayne
- Approved by Tom Achterberg
Approval workflow · Business plan
Activity
- Response approvedClara Whitlow, Director
- Exported as PDFFor upload to the council's portal
How to answer an RFT with QuoteCloud
Five steps from the tender documents to a PDF on the portal.
Start from your tender template
Your cover, contents block and standard sections, ready to put in the buyer's order.
Insert from the library
Add methodology, team, projects and locked insurances from the practice library.
Write for this brief
Write the executive summary and understanding of the brief, and price the fee schedule.
Approve it
The director approves the response before it can go (approval workflow, Business).
Export and submit
Export the PDF and upload it to the portal, or send a link where the buyer accepts online.
Templates to build your tender response on
Real QuoteCloud templates for practice proposals, consulting agreements and project plans. There's no stock tender template yet: start from one of these, or send us yours to convert.
- Proposal template Architecture Firm Sales Proposal Template The scope and costs of proposed works, with sketches, plans and drawings. View template
- Proposal template Architecture Proposal Architectural services, project scope, timelines and costs in a client-ready layout. View template
- Agreement template Technical Services Consulting Agreement Template Scope, rates, timelines and intellectual property terms for engineers and technical consultants. View template
- Plan template Project Management Plan Template Objectives, timelines, deliverables and team responsibilities for a project. View template
All architecture & engineering templates Templates for architects & engineers
Tender response questions, answered
Can we build tender responses from reusable content?
Yes. Save your practice profile, methodology, team profiles, project sheets and insurances as Company content in the content library, organised in folders, from the Essentials plan. Insert several blocks in order into each response and write only the parts that are specific to the brief, such as the executive summary.
Can insurances and registrations be locked?
Yes, on the Business plan. A locked Company block can be used in every document but not edited, so insurance amounts, policy numbers and registrations go out exactly as approved. Update the block once when a policy renews and every new response uses the current wording. QuoteCloud does not verify the details.
Can the fee schedule include separable portions?
Yes. Put each stage on its own price-table line with a lump-sum fee, and list separable portions or options as optional rows. Group subtotals, tax and the total are calculated, and line notes explain what each stage includes. Price tables are on the Essentials plan and up.
Does QuoteCloud submit to tender portals?
No. QuoteCloud has no tender-portal integration and doesn't find tenders. Export the finished response as a PDF and upload it to the buyer's portal, or, where the buyer allows it, send a link so they can read and accept the response online with an eSignature.
Can a director approve a tender before it goes out?
Yes, on the Business plan. An approval workflow can trigger on the total value, the template, a discount percentage, the author's team or role, or the customer. The response goes In Review and every named approver approves or declines it before it can be sent.
Can AI help write a tender response?
AI Co-Worker, on the Business plan, can draft or refine content such as an executive summary inside the editor. Drafts are flagged until a person accepts, edits or rejects them, so your team stays responsible for every word of the response and for whether it meets the brief.
Win the work, then deliver it
The fee proposals, letters and reports that follow a winning tender.
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Practice templates, clauses & specification libraryBranded templates for every office, standard clauses and specifications in a locked library, and roles.Explore
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Specifications & product schedulesFinishes and product schedules with codes, images and locations, and sample approvals the client signs.Explore
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Approvals, review & client sign-offFee proposals approved by a director before they're sent, and reports the client accepts with a legally binding signature.Explore
- Staged fee proposalsFees by work stage, as a percentage of construction cost, fixed or hourly, with additional services the client ticks.
- Engagement letters & fee variationsClient agreements with locked terms, and additional-services letters signed before the extra work starts.
- Building condition & compliance audit reportsRatings, marked-up photos, findings and priced recommended works in one report the client accepts and 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.
- 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.
Your next tender, ready before the deadline
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