Implementing QuoteCloud in an education business
Course catalogue, templates, payments and your team, in a sample plan you can adapt.
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A typical QuoteCloud rollout for a training provider loads the course catalogue from a CSV, converts the proposal, agreement and registration templates, saves modules and terms to the content library, connects Stripe or PayPal, and trains the team. One template conversion is free during the trial; onboarding and professional services are available.
A fictional training provider's first QuoteCloud proposal, Leadership Essentials, with its rollout checklist ticking off in front: the proposal template converted free during the trial, the course catalogue imported from a CSV, modules and outcomes saved in the content library, Stripe connected for a 25% deposit, the team trained in a 45-minute session, and the first proposal sent.
A four-week sample plan, before the next intake
For a fictional training provider with six staff. Each phase says what you bring, what QuoteCloud gives you and how you know it's done. The timings are sample planning, not promises.
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Phase 1, Week 1
Convert your proposal template
- You bring
- Your current training proposal, agreement and registration form.
- QuoteCloud gives you
- One template converted free during the trial (Essentials, Business, Enterprise); more as a paid add-on.
- Done when
- Staff can start a branded proposal from the template.
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Phase 2, Weeks 1–2
Load the course catalogue
- You bring
- Your programs, courses and add-ons as a CSV: names, codes, categories, prices and costs.
- QuoteCloud gives you
- CSV import with column mapping and validation; costs and margins kept from clients.
- Done when
- Every course and add-on is a catalogue item; retired courses are Inactive.
Product catalogue: Essentials and up
Per-seat & cohort pricing -
Phase 3, Week 2
Build the content library
- You bring
- Module descriptions, learning outcomes, cancellation terms and facilitator bios.
- QuoteCloud gives you
- Reusable content blocks for every proposal; company blocks locked on Business.
- Done when
- A new proposal is put together from saved modules, not copied from an old one.
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Phase 4, Week 3
Connect payments and set the rules
- You bring
- Your Stripe or PayPal account and your deposit policy for each kind of program.
- QuoteCloud gives you
- A deposit as a percentage or fixed amount, or full payment on signing, set on each template.
- Done when
- Every template has its payment setting and gateway.
Payments: Essentials and up
Deposits & purchase orders -
Phase 5, Weeks 3–4
Connect your other systems
- You bring
- The steps that happen after signing today: LMS enrolment, CRM, accounts.
- QuoteCloud gives you
- Zapier, Make and the API on Essentials (document creation fees for API and Zapier); Xero and QuickBooks native on Business.
- Done when
- A signed test document reaches your spreadsheet or CRM.
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Phase 6, Week 4
Train the team and go live
- You bring
- Everyone who writes, checks or signs off proposals.
- QuoteCloud gives you
- A 45-minute training session on paid plans; extra sessions as an add-on.
- Done when
- The next program proposal goes out from QuoteCloud.
QuoteCloud doesn't migrate LMS data or student records. Your LMS stays as it is.
Help from the QuoteCloud team when you want it
Self-serve works for most small teams. When a rollout needs more hands, these are the services to ask about.
Onboarding services
A template converted during the trial and the 45-minute training session on paid plans, to get your first proposals out.
Onboarding servicesProfessional services
Extra template conversions, extra training sessions, and consultancy and integration set-up for Zapier, APIs and other platforms.
Professional servicesPremium support
Premium 24×7 support with guaranteed SLAs as a paid add-on; Enterprise includes a dedicated account manager.
Premium support
Your course catalogue, priced per seat
Import your programs, short courses and add-ons from a spreadsheet once. Map each column to a catalogue field (name, code, category, price, cost), check the rows, and every proposal takes its prices from the same list.
On a proposal, a per-seat line uses the seats as the quantity with quantity editing switched on, so the client can change the cohort size before signing. The per-cohort fee and add-ons sit beside it.
- CSV import with column mapping and validation
- Categories, codes, prices and costs
- Costs and margins never shown to clients
- Active, Draft and Inactive items
Product catalogue: Essentials and up
Per-seat & cohort pricingProgram 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
What changes for each person on the team
The same team and the same programs, before and after the rollout.
Start the trial, send us your template
Free for 14 days, no credit card required. Your first template conversion is on us.
Your first proposal, start to finish
The go-live test: send a real proposal from the new template. In the sample, Leila changed the seats, ticked catering, signed with her finance manager and paid the 25% deposit through Stripe.
Your team sees each step in the document's activity, and the signed copy carries a certificate of authenticity and an audit trail.
- Several signers, each with their own block
- Deposit on signing through Stripe or PayPal
- Activity your team can see
eSignatures on every plan · payments on Essentials and up
Deposits & purchase ordersAccept, 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
Activity
- 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
What each plan includes for getting started
Essentials and Business start with a 14-day free trial with no credit card. What you can set up depends on the plan (prices in USD per user per month, from the pricing page).
- Essentials ($39): price tables, the product catalogue with CSV import, templates and the content library, payments, bulk send, tracking, Zapier, Make and the API, one free template conversion during the trial and a 45-minute training session.
- Business ($59): everything in Essentials plus the Forms block, Gantt charts, approval workflows, content locking, version history and native CRM and accounting integrations.
- Enterprise (custom pricing): implementation support, a dedicated account manager and premium 24×7 support.
- Add-ons on paid plans: extra template conversions, extra training sessions and premium support.
Implementation questions
How long does it take to set up QuoteCloud for a training provider?
It depends on your templates and systems. The sample plan on this page takes four weeks for a small team: a template converted, the course catalogue imported, the content library built, payments connected and the team trained. These are sample timings, not a promise.
Can you import our course list?
Yes. Import programs, courses and add-ons into the product catalogue from a CSV, with column mapping and validation. Each item can have a code, a category, a price and a cost; costs and margins stay hidden from clients. The product catalogue is on Essentials and up.
Will QuoteCloud migrate our LMS data or student records?
No. QuoteCloud holds your proposals, agreements and forms, not student records, and it doesn't migrate data from an LMS. Your LMS stays as it is. Zapier, Make or the API can pass details from signed documents to it where it has a connector or an API.
What training is included?
Paid plans include a 45-minute training session for your team. Extra training sessions are a paid add-on, and professional services can help with more template conversions and with setting up Zapier or the API. Onboarding services cover your first proposals during the trial.
Do we need the Business plan?
Not to start. Essentials covers price tables, the product catalogue, templates, payments, bulk send, tracking, Zapier, Make and the API. Business adds the Forms block, Gantt charts, approval workflows, content locking, version history and native CRM and accounting integrations. You can move up when you need them.
More for education and training providers
Every page of the QuoteCloud education microsite.
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Corporate training proposalsLearning outcomes, program modules, in-person, virtual or blended delivery and a schedule, priced per participant in one proposal.Explore
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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
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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.
- 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.
- FAQAnswers to the questions training providers, tutors, camp providers, edtech teams and student agents ask most.
Live before your next intake
Free for 14 days. No credit card required.