School licence quotes, per seat and per year
Student and teacher seats, a licence term with an expiry date, the school's PO in the quote, and next year's re-quote before it lapses.
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Edtech companies use QuoteCloud to quote schools per student seat per year, with teacher seats, onboarding and professional learning as lines, the licence term and expiry in the document, and the school's purchase-order number as a data item. Next year's quote is a new document, followed up with the Expiring Soon filter.
A fictional primary school's enrolments by year group, Kindergarten to Grade 6 / Year 6, adding up to 412 students, which become the student-seat line of Fernway Reading's 2027 licence quote: 412 seats at $9.50, teacher seats included, an onboarding session, $4,800.40 including tax, for a licence from 1 February 2027 to 31 January 2028 that ends without renewing by itself.
Next year's licence, signed before this one ends
An edtech team's own plan for re-quoting every school in Term 4, with the QuoteCloud feature each step uses.
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Census
Get the numbers
Ask each business manager for next year's student numbers and any extra options.
Comments on this year's quote -
Week 2, T4
Send every re-quote
Bulk-send next year's licence quote from one template, each copy with the school's name and PO.
Bulk send Essentials and up -
30 days
Follow up
The Expiring Soon filter shows every quote not yet accepted. Call or email those schools yourself.
Expiring Soon filter -
Accepted
Signed against the PO
The business manager sets the seats, signs and the PO is already in the quote.
eSignature -
31 Jan
The old licence ends
This year's licence expires as agreed; the new year starts on 1 February.
Expiry in the terms
The team's own process, drawn by us. QuoteCloud sends, tracks and records the quotes. It doesn't renew licences, invoice schools or set up accounts on your platform.
A licence quote a business manager can approve
Student seats at a price per student per year, with quantity editing on, so the school sets the number it's enrolling. Teacher seats are included at no charge, onboarding is a line and professional learning is an option to tick.
The licence year, its end date and the PO are in the quote, and the terms say plainly that nothing renews by itself. The school pays your invoice against its PO, so this quote takes no payment.
- Seats the school can change
- Licence year and expiry date in the terms
- The school's PO as a data item
Price tables: Essentials and up
Pricing tables
School licence quote
2027 licence for Hollowmere Primary School
A licence for every student from Kindergarten to Grade 6 / Year 6, and every teacher, for the 2027 school year.
- School PO
- HPS-2027-118
- Licence year
- 1 Feb 2027 – 31 Jan 2028
- Students
- 412
Data items, filled in when the document is created
2027 licence
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Seats · 1 Feb 2027 to 31 Jan 2028 | $4,364 | ||
Student seatsPer student per year · you can change the number
|
seats | $9.50 | $3,914.00 |
Teacher seatsIncluded with student seats
|
26 seats | $0 | $0.00 |
Onboarding session90 minutes online for your staff
|
1 session | $450 | $450.00 |
| Options Tick to add | |||
| 1 workshop | $950 | $950.00 | |
Quantity editing is on for the lines with − and +: the client changes each one.
- Subtotal
- $4,364.00
- Tax (10%)
- $436.40
- Total
- $4,800.40
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.
Accept the licence quote
Ruth Abara · Business manager
Signed online · Wed 4 Nov
Licence summary
- Student seats
- 412
- Licence year
- 1 Feb 2027 – 31 Jan 2028
- Total
- $4,800.40 inc tax
- PO
- HPS-2027-118
Certificate of authenticity and audit trail attached
Every school's re-quote in one send
Fernway sends the 2028 licence quote to every school from one template. Each copy carries the school's name, business manager and PO as data items, and each school enters its own student seats.
The team sees which schools have opened and accepted, and follows up the rest.
- One template, a copy per school
- Opened and accepted, school by school
- Each copy signed on its own
Bulk send: Essentials and up, volume-based costs
Bulk send- Ruth Abararuth.abara@example.com AcceptedHollowmere Primary · 418 seats
- Tom Okonkwotom.okonkwo@example.com AcceptedKurrawong Public · 640 seats
- Ellen Marshellen.marsh@example.com OpenedSt Bede's Primary
- Rahul Iyerrahul.iyer@example.com OpenedWesterly Grammar Junior
- Joanne Pikejoanne.pike@example.com SentBanksia Hill Primary
- Sent
- 5
- Opened
- 4
- Accepted
- 2
Quote next year's schools from QuoteCloud
Free for 14 days, no credit card required. We'll convert your licence quote template for you during the trial.
Quotes created from your CRM, seat count included
If your school records live in a CRM, an integration can create each quote from your licence template: the school, contact, PO and licence year as data items, and the seat line with the student count as its quantity.
Connect through the QuoteCloud API, Zapier or Make. Options such as professional learning stay for the school to tick.
- Data items and price rows set at creation
- Through the API, Zapier or Make
- No rostering or student-data integration
API, Zapier and Make: Essentials and up; API and Zapier documents have a per-document fee
LMS, CRM & accounting integrationsData items filled
- School
- Hollowmere Primary School
- Business manager
- Ruth Abara
- School PO
- HPS-2027-118
- Licence year
- 1 Feb 2027 – 31 Jan 2028
- Students
- 412
Price-table rows added
| Label | Qty | Price |
|---|---|---|
| Student seats | 412 | $9.50 |
| Teacher seats | 26 | $0 |
| Onboarding session | 1 | $450 |
Illustrative: what an integration could send when it creates the quote. It doesn't tick options or choose blocks; the professional learning workshop stays an option the school ticks.
School licence quote questions, answered
How do edtech companies quote schools per seat?
Put student seats on a price-table line with the number of students as the quantity and the annual price per student as the rate, with teacher seats, onboarding and professional learning as further lines. Switch on quantity editing for the seat line so the school can set its own numbers.
Can the licence term and expiry be in the quote?
Yes. Show the licence year with its start and end dates in a terms block, and give the quote itself an expiry date. QuoteCloud doesn't renew anything automatically: next year's quote is a new document you send.
How do we re-quote all our schools at once?
Use bulk send, from the Essentials plan, to send one licence quote template as a personalised copy to each school, with the school's name and PO as data items. You see who has opened and accepted, and follow up the rest yourself. Bulk send has volume-based costs.
Can quotes be created from our CRM?
Yes, from the Essentials plan, through the QuoteCloud API, Zapier or Make. An integration can create a quote from a template, fill data items and add price rows with quantities. It can't tick options or choose content blocks. API and Zapier documents carry a per-document fee.
Does QuoteCloud provision licences or connect to student data?
No. QuoteCloud sends, tracks and records your quotes and signatures. It doesn't set up accounts on your platform, roster students or invoice schools.
Do schools have to pay when they accept?
No. You can take a deposit or full payment on signing from the Essentials plan, but schools usually pay your invoice against a purchase order, so the quote can simply be accepted and signed.
More for education and training providers
Every page of the QuoteCloud education microsite.
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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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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.Explore
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LMS, CRM & accounting integrationsSigned proposals and registrations to your LMS, CRM or accounts through Zapier, Make or the QuoteCloud API.Explore
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- 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.
Every school's licence, quoted before it lapses
Free for 14 days. No credit card required.