Per-seat pricing your clients can adjust
Seats as the quantity on each per-participant line, a per-cohort fee beside them, and add-ons from your course catalogue.
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- Building QuoteCloud since 2013
In QuoteCloud a training price is a price table: tuition per participant with the number of seats as the quantity, per-cohort fees such as setup or venue, and optional add-ons per participant. With quantity editing on, the client changes the seats on a line and the totals, tax and deposit recalculate.
A fictional training proposal's fees as the client edits them: the tuition line goes from 12 to 14 seats at $1,380 each, then the workbook line from 12 to 14 and catering is ticked, while setup stays at $1,200 per cohort; the total reaches $25,821.40 including tax, $1,844.39 per participant.
Try it: change the seats and watch each line
The Leadership Essentials fees, live. Pick the delivery, use − and + on any per-seat line, tick an add-on. The ledger shows which lines follow seats and which stay per cohort.
Per seat · the client can change
- Leadership Essentials14 seats × $1,380 $19,320.00
Per seat · the client ticks
- Printed workbook & materials pack14 seats × $85 · not ticked $1,190.00
- Catering on in-person days14 seats × $126 · not ticked $1,764.00
Per cohort · fixed
- Cohort setup & needs analysis$1,200 $1,200.00
- All in, per participant total inc tax ÷ 14 seats
- $1,844.39
- Total inc tax
- $25,821.40
- Deposit on signing (25%)
- $6,455.35
Choose how it's delivered
Program fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Tuition | |||
Leadership Essentials · BlendedPer participant · 6 modules · you can change the number of seats
|
seats | $1,380 | $19,320.00 |
Cohort setup & needs analysisPer cohort · interviews with 3 sponsors, program tailored
|
1 cohort | $1,200 | $1,200.00 |
| Add-ons Tick to add | |||
| seats | $85 | $1,190.00 | |
| seats | $126 | $1,764.00 | |
Quantity editing is on for the lines with − and +: the client changes each one.
- Subtotal
- $23,474.00
- Tax (10%)
- $2,347.40
- Total
- $25,821.40
- Deposit to confirm the dates, paid on signing (25%)
- $6,455.35
A demo with a fictional training provider. In QuoteCloud you switch on quantity editing for each line the client may change; each line keeps its own quantity, so the client changes the tuition seats and the workbook seats separately. Price tables: Essentials and up.
Course prices kept in one catalogue
Every program, delivery mode, per-cohort fee and add-on has one price in the product catalogue, with its unit: per seat, per cohort or per seat per day. Coordinators add lines from it, so every proposal uses this year's prices.
Costs and margins stay in the team's view and never reach the client. Update prices for a new year with a CSV import.
- SKU, category, price and unit
- Cost and margin for your team only
- Draft items for programs still being designed
Product catalogue: Essentials and up
Product catalogueCSV import course-prices-2027.csv · 9 items updated, 1 draft
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Leadership Essentials · BlendedLE-BL · Programs | $1,380 | per seat | $610 | 56% | Active |
| Leadership Essentials · In personLE-IP · Programs | $1,560 | per seat | $720 | 54% | Active |
| Leadership Essentials · VirtualLE-VR · Programs | $1,140 | per seat | $470 | 59% | Active |
| Business writing essentialsBW-1D · Courses | $495 | per seat | $190 | 62% | Active |
| Cohort setup & needs analysisSET-01 · Per cohort | $1,200 | per cohort | $520 | 57% | Active |
| Printed workbook & materials packWB-01 · Add-ons | $85 | per seat | $38 | 55% | Active |
| Catering, per in-person dayCAT-D · Add-ons | $42 | per seat per day | $31 | 26% | Active |
| Follow-up coaching, 45 minutesCO-45 · Add-ons | $120 | per seat | $70 | 42% | Active |
| Leading hybrid teams · BlendedLH-BL · Programs | $1,290 | per seat | $560 | 57% | Draft |
Cost and margin are for your team only: they never appear in the client's document
What changes when per-seat pricing lives in the proposal
The jobs a training provider does on every quote, before and after QuoteCloud is set up.
Price your next cohort in QuoteCloud
Free for 14 days, no credit card required. Bring your price list; we'll help you load it into the catalogue.
Big discounts wait for a second look
Two cohorts of 16 for Marlow Valley Water carry a 12% discount, added as its own line. Tallowood's rule sends any proposal with a discount over 10% to In Review, so the program director approves it before it goes out.
The client never sees the review; they get the approved proposal, with seats they can still change.
- Triggers on discount percentage or total value
- Every approver named, with their decision
- Sent only once approved
Approval workflow: Business plan
Document workflow
In ReviewTriggered when Discount Percentage greater than 10%
- Mel ChuaOperations managerApproved
- Imogen HartleyProgram directorWaiting
Must be approved by all approvers before it can be sent.
- Approval request sent by Bec Lawson
- Approved by Mel Chua
- Waiting for Imogen Hartley
Approval workflow · Business plan
Program fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Tuition | $41,260.80 | ||
Leadership Essentials · BlendedPer participant · two cohorts of 16
|
32 seats | $1,380 | $44,160.00 |
Cohort setup & needs analysisPer cohort
|
2 cohorts | $1,200 | $2,400.00 |
Two-cohort discount12% of tuition, agreed by Imogen
|
1 | -$5,299.20 | -$5,299.20 |
| Add-ons Tick to add | |||
Printed workbook & materials packPer participant
|
32 seats | $85 | $2,720.00 |
Lines marked with a pencil have quantity editing on: the client can change them.
- Subtotal
- $43,980.80
- Tax (10%)
- $4,398.08
- Total
- $48,378.88
- Deposit to confirm the dates, paid on signing (25%)
- $12,094.72
Per-seat pricing questions, answered
How do we price training per participant?
Put the tuition on a price-table line with the number of seats as the quantity and the price per participant as the rate. Per-cohort fees such as setup or venue go on their own lines with a quantity of one per cohort, and add-ons such as workbooks or catering are optional lines the client ticks.
Can the client change the number of seats?
Yes. Switch on quantity editing for each line the client may change. They use the plus and minus on that line, and the line amount, tax, total and deposit recalculate. Quantity editing is set line by line, so the tuition seats and the workbook seats are changed separately.
Can we give a lower price for bigger cohorts?
QuoteCloud doesn't apply tiered or volume prices by rule. Use a separate catalogue item for a larger cohort rate, or add a discount line you set yourself. On the Business plan, a discount over your threshold can send the proposal for approval first.
Where do our course prices come from?
From the product catalogue, on Essentials and up: each program, delivery mode, fee and add-on with a SKU, category, price, unit and, for your team only, cost and margin. Import a CSV to update prices for a new year.
Can clients choose between in-person, blended and virtual?
Yes. Offer the delivery modes as a single-choice group, each with its own price per participant. The tuition line follows the client's choice and keeps the number of seats they set.
Is the deposit recalculated when seats change?
Yes. A deposit set as a percentage follows the new total. A fixed-amount deposit stays the same. The client pays it after signing through Stripe or PayPal, from the Essentials plan.
More for education and training providers
Every page of the QuoteCloud education microsite.
-
Corporate training proposalsLearning outcomes, program modules, in-person, virtual or blended delivery and a schedule, priced per participant in one proposal.Explore
-
Workshop & keynote proposalsKeynote, keynote and workshop, or a half-day program as one choice, with travel, materials and a booking deposit.Explore
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Term offers sent in bulkNext term's offer, personalised for each family or client and bulk-sent from one template, then tracked as each one is opened and accepted.Explore
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- International student agent agreementsA study plan with the provider's own fee estimate, your service fee as a clear choice, and a service agreement the student and a parent sign.
- Short courses & registration formsA course registration with the participant's details collected in a form inside the document, then signed and paid.
- Tutoring & coaching term packagesSessions per week as packages, the term's fees shown as repeating charges in the agreement, and a parent's signature.
- Excursion & camp quotes with consentPer-student pricing for the school, a consent form for parents inside the document, and several people signing.
- Deposits, purchase orders & paymentA deposit or the full fee paid by card or PayPal on signing, and the client's purchase-order number in the document.
- LMS, CRM & accounting integrationsSigned proposals and registrations to your LMS, CRM or accounts through Zapier, Make or the QuoteCloud API.
- Education & training templatesReal QuoteCloud templates for training course proposals, training services agreements, registration forms and licence proposals.
- QuoteCloud implementation for education providersYour course catalogue loaded, proposal and registration templates converted, payments connected and the team trained.
- FAQAnswers to the questions training providers, tutors, camp providers, edtech teams and student agents ask most.
Seats your clients can change, prices that add up
Free for 14 days. No credit card required.