Deposits, course fees and purchase orders in one document
A deposit or the full fee paid on signing, the client's PO number as a data item, and the balance invoiced your way.
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QuoteCloud takes a deposit as a percentage or a fixed amount, or the full fee, through Stripe or PayPal straight after the client signs. Corporate clients' purchase-order numbers go into the proposal as data items, and the balance is invoiced by you or through your accounting software.
Four ways education clients pay, each set on the document
A deposit, the full fee, the first term, or nothing until the PO is invoiced. Each is a setting on the document, not a separate form. Sample documents from fictional businesses.
Program fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Tuition | |||
Leadership Essentials · BlendedPer participant · 6 modules · you can change the number of seats
|
14 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 | |||
| 14 seats | $85 | $1,190.00 | |
| 14 seats | $126 | $1,764.00 | |
- Subtotal
- $23,474.00
- Tax (10%)
- $2,347.40
- Total
- $25,821.40
- Plus, monthly
- $0.00/mo
- Deposit to confirm the dates, paid on signing (25%)
- $6,455.35
Accept, sign and pay the deposit
2 of 2 signed
- Leila HassanPeople & Capability Lead SignedThu 22 Oct
- Tom WhitakerFinance manager SignedThu 22 Oct
Deposit to confirm the dates, paid on signing (25%)
$6,455.35
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
A corporate program: 25% to confirm the dates
Leadership Essentials for 14 team leaders. The deposit is 25% of the total, set on the proposal, and Harrowgate paid it by card through Stripe straight after signing. Tallowood invoices the balance against the PO from its own accounts.
- Deposit as a percentage or a fixed amount
- Worked out on the total the client chose
- Balance invoiced by you
Payments: Essentials and up
Corporate training proposalsRegistration
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Course | $990 | ||
Business writing essentialsPer participant · materials and lunch included
|
2 seats | $495 | $990.00 |
| Add-on Tick to add | |||
| 2 seats | $120 | $240.00 | |
- Subtotal
- $1,230.00
- Tax (10%)
- $123.00
- Total
- $1,353.00
- Plus, monthly
- $0.00/mo
- Paid in full on signing (100%)
- $1,353.00
Register, sign and pay
Jordan Pike · Operations coordinator
Signed online · Tue 27 Oct, 9:12 am
Paid in full on signing (100%)
$1,353.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
A public course: paid in full on registration
Two seats on Business writing essentials with follow-up coaching. Jordan registered, signed and paid the full $1,353.00 including tax by card, so the seats are confirmed with nothing left to chase.
- Full payment on signing
- Seats the client can change first
- Signed copy kept with the payment
Payments: Essentials and up
Short courses & registrationsTerm charges in this agreement
10 weeks a term · shown in the agreement; we invoice Terms 2 to 4 before each term starts
- Term 12 Feb – 10 Apr $720 + tax Paid on signing
- Term 227 Apr – 3 Jul $720 + tax Invoiced before the term
- Term 320 Jul – 25 Sep $720 + tax Invoiced before the term
- Term 412 Oct – 18 Dec $720 + tax Invoiced before the term
The year, as agreed$2,880 + tax
Repeating charges shown for the year. Larkfield invoices each later term; nothing is charged automatically.
Sign and pay Term 1
Sofia Castellano · Parent
Signed online · Wed 4 Nov, 8:05 pm
Term 1 fee, paid on signing (100%)
$841.50
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
A tutoring year: Term 1 now, the rest invoiced
The parent pays Term 1 through PayPal on signing. Terms 2 to 4 are shown in the agreement as repeating charges and invoiced by the tutoring business before each term.
- Only Term 1 paid on signing
- Later terms shown, not billed
- No instalments or reminders
- School PO
- HPS-2027-118
- Licence year
- 1 Feb 2027 – 31 Jan 2028
- Students
- 412
Data items, filled in when the document is created
Licence term
- SeatsAdd students during the year on a new quote at the same per-seat price.
- ExpiryThe licence ends on 31 January 2028. We send next year's quote in Term 4; nothing renews by itself.
- PaymentInvoiced against your school purchase order, payable in 30 days.
A school licence: signed against the PO, nothing paid online
The school accepts the quote, and the PO number HPS-2027-118 is already in it as a data item. There is no payment on signing: the licence terms say it is invoiced against the PO, and Fernway raises that invoice from its own accounts.
- Payment on signing switched off
- PO number as a data item
- Invoice raised in your accounts
The PO number, in the proposal before it's sent
Corporate clients and schools pay against a purchase order. The PO number goes into the proposal as a data item: your team types it in, or your own system sends it through the API or Zapier when the document is created.
It appears wherever the template uses it and stays in the signed copy, so your finance team quotes the same number on the invoice for the balance. QuoteCloud doesn't create purchase orders or invoices.
- Typed in, or sent through the API or Zapier
- Shown wherever the template uses it
- Kept in the signed document
API and Zapier: Essentials and up, document creation fees apply
Send data items from your own systems- Purchase order
- HHP-PO-40817
- Cohort
- 14 team leaders, Northgate and Riverside
- Program start
- Mon 1 Feb 2027
Data items, filled in when the document is created
Before we start
- Your purchase order HHP-PO-40817 is quoted on this proposal and on our invoice for the balance.
- Dates are held for 14 days; the deposit confirms them.
- Participant names can be sent any time before the first session.
- Cancellation and rescheduling terms are in the attached training services agreement.
Leila HassanCould the capstone move to the Friday of week 12 so our executive team can attend?
Bec, TallowoodYes. The capstone is now Fri 23 April and the schedule above is updated.
What happens when the client signs, and what doesn't
Everything up to the payment on signing happens in the document. Everything after it stays in your own accounts.
Payment on signing
A deposit as a percentage or a fixed amount, or the full fee, through Stripe or PayPal straight after signing.
Totals that follow choices
If the client changes the seats or ticks an add-on first, the deposit is worked out on the new total.
Every signer signs
A manager and a finance lead, or a parent and a student, each in their own signature block. No account needed.
Certificate and audit trail
Each signed document carries a certificate of authenticity and an audit trail, and is eIDAS compliant.
Your team sees it
Signatures and the payment show in the document's activity, and the document is marked Paid.
The balance is yours
QuoteCloud doesn't issue invoices, run instalments or send payment reminders. Your accounts handle the rest.
Take your next deposit when the client signs
Free for 14 days, no credit card required. Connect Stripe or PayPal during the trial.
When the deposit lands, start the paperwork for the balance
Zapier's Document Payment Event trigger fires when a client pays in QuoteCloud. If you set it up, use it to log the payment in your enrolment spreadsheet or to start the invoice for the balance in your accounting software, with the PO number your team already has.
Xero and QuickBooks Online are native integrations on the Business plan, otherwise they connect through Zapier.
- Triggers: Recipient Signed Document, Document Payment Event
- Your accounting software issues the balance invoice
- Nothing is charged again from QuoteCloud
Zapier: Essentials and up
LMS, CRM and accounting integrationsActivity
- Proposal openedLeila Hassan
- Seats changed 12 → 14Tuition and workbooks, by Leila
- Catering ticked+$1,940.40 inc tax
- Signed by both signersCertificate of authenticity attached
- Deposit paid$6,455.35 via Stripe
- Cohort created in your LMSThrough Zapier, if you set it up
Deposit, payment and PO questions
Can we take a deposit when a client signs a training proposal?
Yes. Set the payment on signing as a percentage, such as 25%, or as a fixed amount, and connect Stripe or PayPal. The client pays straight after signing. If they change the seats or tick an add-on first, the deposit is worked out on the new total. Payments are on the Essentials plan and up.
Can a course registration be paid in full?
Yes. Set the payment on signing to the full amount, and the participant pays the whole course fee by card or PayPal when they sign the registration. It suits public short courses, where a seat is only confirmed once it's paid for.
Where does the client's purchase-order number go?
Into the document as a data item. Your team types it in, or your own system sends it through the API or Zapier when the document is created. It appears wherever your template uses it and stays in the signed copy. QuoteCloud doesn't create purchase orders or invoices.
Does QuoteCloud invoice the balance or later terms?
No. QuoteCloud takes one payment on signing: a deposit, a fixed amount or the full fee. The balance, later terms and licence renewals are invoiced from your own accounting software. Xero and QuickBooks are native on Business, otherwise via Zapier. There are no instalments or payment reminders.
Can a client sign without paying online?
Yes. Leave payment on signing switched off, as you might for a school or company that pays against a purchase order. The client signs, the document is accepted, and you invoice them from your own accounts with the PO number that's already in the document.
Which payment gateways can we use?
Stripe and PayPal. Connect one to QuoteCloud, then set a deposit or full payment on each template or document. A payment gateway is needed to take payments, which are on the Essentials plan and up. The client pays straight after signing, by card or PayPal.
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
-
Per-seat & cohort pricingSeats as the quantity the client can change, a per-cohort fee, materials and catering add-ons, all from your own course catalogue.Explore
-
Tutoring & coaching term packagesSessions per week as packages, the term's fees shown as repeating charges in the agreement, and a parent's signature.Explore
- Workshop & keynote proposalsKeynote, keynote and workshop, or a half-day program as one choice, with travel, materials and a booking deposit.
- School licence quotes for edtechStudent and teacher seats priced per year, a licence term with an expiry date, and next year's re-quote ready before it lapses.
- 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.
- Excursion & camp quotes with consentPer-student pricing for the school, a consent form for parents inside the document, and several people signing.
- 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.
- 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.
Signed, paid and ready to start
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