IT services quoting software, priced per user and device
Managed services agreements, project SOWs, security assessments and licence quotes from one price book, with the tiers, terms and margins your team controls, signed online.
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QuoteCloud is quoting, proposal and eSignature software for managed service providers and IT companies. Price support tiers per user, devices and servers per unit and Microsoft 365 per seat as monthly rows on a 12, 24 or 36-month term, add onboarding and hardware once-off, and clients choose options, sign online and pay on signing.
A sample managed services agreement from a fictional MSP, Quillfield IT, for Thornbury & Webb, a 42-person accounting firm, on a 36-month term. Three support tiers are priced per user per month (Essentials $65, Standard $85, Complete $119), with 51 devices, 2 servers and 2 offices beside them. With Standard and 42 users the agreement is $6,935.00 a month and $255,900 over the term; as the client adds four users, then picks the Complete tier, the per-user lines, the monthly total and the contract value update. The agreement is signed by both partners and onboarding of $3,120.00 is paid through Stripe.
Priced the way you sell managed services
Your support tiers sit side by side as one choice, priced per user. Devices, servers and offices are their own rows at a per-unit rate, Microsoft 365 and backup follow the user count, and onboarding is once-off beside them.
Clients pick the tier, change user numbers where you allow it and switch between 12, 24 and 36 months. The monthly total, once-off total and total contract value recalculate on the page. Try it here.
- Repeating price items with Term and Monthly columns, beside one-off rows
- Quantity and term editing you switch on per line and per table
- Every line from your product catalogue, with its SKU and recurring cost
Price tables and product catalogue: Essentials and up
Per-user & per-device MSP pricingChoose your support tier Per user, per month
| Helpdesk hours | 8am–6pm weekdays | 8am–6pm weekdays | 24/7 for critical issues |
|---|---|---|---|
| Remote support | Included | Included | Included |
| On-site support | Billed hourly | Included | Included |
| Patching & monitoring | Included | Included | Included |
| Microsoft 365 administration | Included | Included | Included |
| Quarterly business review | Not included | Included | Included |
| IT roadmap (vCIO) | Not included | Not included | Included |
Your services, per user and per device
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Managed IT, per user | $3,570 | — | |
Managed IT · StandardMS-STD-U · Per user · change the tier above
|
$3,570 | — | |
| Devices, servers & sites | $989 | — | |
Device managementEP-MGD-D · Laptops and desktops · patching and remote access
|
$459 | — | |
Managed serverSRV-MGD · Monitoring, patching, backup checks
|
2 | $290 | — |
Managed firewall & switchingNET-MGD · Per office
|
2 | $240 | — |
| Microsoft 365 & backup | $1,764 | — | |
Microsoft 365 Business PremiumM365-BP · Per user · annual commitment, billed monthly
|
42 | $1,554 | — |
Microsoft 365 backupBKP-365 · Mail, OneDrive, SharePoint and Teams
|
42 | $210 | — |
| Onboarding, once-off | — | $6,240 | |
Onboarding & documentationONB-STD · Audit, documentation, agent rollout
|
1 | — | $4,200 |
Device enrolmentENR-DEV · Each laptop and desktop
|
51 | — | $2,040 |
| Security options Tick to add | |||
| 51 | $612 | — | |
| 42 | $168 | — | |
| 1 | $390 | — | |
- Monthly recurring
- $6,935/mo
- Once-off
- $6,240
- Total contract value over 36 months
- $255,900
- Onboarding paid on signing (50% of once-off)
- $3,120
All prices excluding tax. Monthly charges apply for the contract term and are invoiced by Quillfield IT.
One client, every document you'll send them
An MSP doesn't win a client with one quote. Here is a year in one account, from the first assessment to the next term, each step its own QuoteCloud document.
Thornbury & WebbChartered accountants · 42 staff · Riverside and Northgate
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Month 0
Assess
A fixed-price review with extra tests the partners can tick, signed with half paid up front.
Optional rows Security & compliance assessments -
Month 1
Project
The Microsoft 365 migration and network refresh, priced by milestone with a Gantt plan.
Gantt chart Business plan Project statements of work -
Month 2
Manage
Standard tier for 42 users, 51 devices and Microsoft 365, signed by both partners.
Term & quantity editing Per-user & per-device MSP pricing -
Month 5
Grow
Four new starters: laptops outright, licences monthly, your margin out of the client's view.
Cost & margin hidden Microsoft 365, licensing & hardware resale -
Month 9
Review
The quarter in review, then five recommendations priced as options the partners choose.
Optional upgrades QBR proposals & upsell -
Month 33
Renew
The agreement shows in Expiring Soon, and the next term goes out months ahead.
Expiring Soon filter Renewals, true-ups & seat changes
The order is your team's process, not something QuoteCloud runs by itself: each document is created, sent and signed in its own right.
Send your next managed services agreement from QuoteCloud
Free for 14 days, no credit card required. Send us your current agreement and we'll convert one template for you during the trial.
Anatomy of a managed services agreement
The rest of the Thornbury & Webb agreement, read top to bottom. Each part is a QuoteCloud content block from your own template.
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Rep edits
Opens on the client, not the boilerplate
A branded cover with the client, the term and the validity date, from your own managed services template.
Quillfield ITManaged services agreement QF-4108 Sample · fictional businessManaged services agreement
Managed IT & security, per user
Helpdesk, monitoring, patching and security for 42 people across the Riverside and Northgate offices, Microsoft 365 managed for every user, and a quarterly review with your partners, on one 36-month agreement.
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Questions answered in the agreement
The practice manager asks whether shared PCs count as users. The answer sits under her comment, where both partners will read it before they sign.
Per-user & per-device MSP pricingWhat's included
- Every staff member has one support line, one portal and one team who knows your systems.
- Shared reception and boardroom PCs count as devices, not users.
- Microsoft 365 licences move to Quillfield's management with no change for your staff.
- A quarterly review with the partners: service, security and the next quarter's priorities.
Rebecca WebbDo the nine shared reception and boardroom PCs count as users?
Nina, Quillfield ITNo: they're devices only, at the device rate. The 42 users are your staff with their own login.
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Locked block
Service levels in your own words, locked
Your tiers side by side with response targets by priority and the chosen tier highlighted. Save the schedule as a company block and lock it so nobody rewrites a response time.
Content locking: Business plan
Support tiers & service levelsSchedule 2 · Service levels By support tier
Essentials StandardChosen Complete Helpdesk hours 8am–6pm weekdays 8am–6pm weekdays 24/7 for P1 P1 · business stopped 2 hours 1 hour 30 minutes P2 · a team affected 4 hours 2 hours 1 hour P3 · one person affected Next business day 8 business hours 4 business hours On-site visits Billed hourly Included Included Quarterly business review Not included Included Included IT roadmap and budget (vCIO) Not included Not included Included Response targets are Quillfield's own wording, saved as a locked block. QuoteCloud sends and signs the agreement; it doesn't measure the service.
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A term with a clear end date
Start, expiry and the clauses that matter: how users and devices are added, how charges are invoiced, and that you'll send the next agreement before this one ends. Nothing renews by itself.
Renewals, true-ups & seat changesAgreement terms
Starts1 Jan 2027Expires31 Dec 2029- ServicesThe services, users, devices and offices in this agreement, as listed in Schedule 1.
- Service levelsResponse targets for your support tier, as set out in Schedule 2.
- Users and devicesAdded users, devices or offices are quoted and added by a signed variation.
- ChargesThe monthly charges in this agreement, invoiced by Quillfield IT monthly in advance.
- ExpiryThis agreement ends on 31 Dec 2029. We'll send you a new agreement to review before then.
- ProjectsProjects outside these services are quoted separately, each with its own statement of work.
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Client signs
Both partners sign, onboarding is paid
Each partner signs in their own browser with no account. Half the once-off onboarding is paid on the same page through Stripe, and your team sees each step as it happens.
Payments: Essentials and up · eSignatures: every plan
Accept the agreement and pay onboarding
2 of 2 signed
- Rebecca WebbPractice manager, Thornbury & Webb Signed4 Dec, 3:52 pm
- Martin ThornburyManaging partner, Thornbury & Webb Signed4 Dec, 5:10 pm
Onboarding paid on signing (50% of once-off)
$3,120
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Agreement openedRebecca Webb · Thornbury & Webb
- Standard tier + MDR+$612.00/mo
- Signed by both partnersCertificate of authenticity attached
- Onboarding paid$3,120.00 via Stripe
- Deal updated in your CRMNative on Business, or Zapier
Renewals visibility
Every agreement's end date, in view
Agreements carry their expiry date, and the Expiring Soon filter lists the ones ending next, so the next term goes out months ahead rather than the week it lapses.
Renewals, true-ups & seat changes5 managed services agreements near their expiry date
- Managed IT, 18 users, 36 monthsHarbourside Dental · QF-2214 Expires 14 Janin 11 days Accepted
- Managed IT & MDR, 24 monthsPellow Architects · QF-2390 Expires 22 Janin 19 days Accepted
- Managed IT, 31 users, 36 monthsFerngrove Logistics · QF-2167 Expires 29 Janin 26 days Accepted
- Microsoft 365 & backup, 12 monthsOakhurst Legal · QF-L-0712 Expires 3 Febin 31 days Accepted
- Managed IT Complete, 36 monthsBrindle & Co. Engineers · QF-2255 Expires 11 Febin 39 days Accepted
Projects priced by milestone, planned week by week
A migration or network refresh goes out as its own statement of work: each milestone a price-table section with its subtotal, the assumptions and exclusions in writing, and a Gantt plan from discovery to hypercare.
The client pays the share due on signing online. The milestone payments after it are set out in the SOW and invoiced by you as each milestone is signed off.
- Milestones as sections, options the client can add
- Gantt chart with milestones (Business plan)
- Several signers, and payment on signing via Stripe or PayPal
Project plan
Payment schedule By milestone, inc. tax
| Stage | Share | Amount | How it's paid |
|---|---|---|---|
| On signingSOW accepted | 30% | $9,251.55 | Paid on signing via Stripe |
| Milestone 2Northgate network accepted | 30% | $9,251.55 | Invoiced by Quillfield at milestone sign-off |
| Milestone 3Migration complete | 30% | $9,251.55 | Invoiced by Quillfield at milestone sign-off |
| Milestone 4Hypercare ends | 10% | $3,083.85 | Invoiced by Quillfield at milestone sign-off |
| Project price | 100% | $30,838.50 |
Only the payment on signing is taken online. Each later milestone is invoiced by Quillfield IT once you sign off the milestone acceptance.
Your margin stays yours. Big deals get a second look.
Every licence, laptop and managed service in your price book carries its cost, so the margin is calculated for your team and never shown to the client.
Agreements over your threshold, or discounted deeper than your policy allows, wait In Review until the managing director and finance approve them. Only then can they be sent.
- Price, cost, margin, SKU, category and billing term per product
- CSV import with column mapping when distributor prices change
- Approval triggers on total value, discount, team, role, template or customer
Approval workflow: Business plan · Product catalogue: Essentials and up
Approvals, discounts & margin controlCSV import distributor-price-list-november.csv · 212 products updated, 6 marked inactive
| Product | Price | Billing | Cost | Margin | Status |
|---|---|---|---|---|---|
| Managed IT · StandardMS-STD-U · Managed services | $85 | Monthly · 36 mo | $49 | 42% | Active |
| Device managementEP-MGD-D · Managed services | $9 | Monthly · 36 mo | $4 | 50% | Active |
| Managed detection & responseMDR-247 · Security | $12 | Monthly · 36 mo | $7 | 42% | Active |
| Microsoft 365 Business PremiumM365-BP · Licences | $37 | Monthly · 12 mo | $33 | 11% | Active |
| Microsoft 365 Business StandardM365-BS · Licences | $21 | Monthly · 12 mo | $18 | 11% | Active |
| Business laptop, 14-inchHW-LAP14 · Hardware | $1,690 | Once-off | $1,420 | 16% | Active |
| Business laptop, 14-inch (previous model)HW-LAP14-G2 · Hardware | $1,540 | Once-off | $1,310 | 15% | Inactive |
Cost and margin are for your team only: they never appear in the client's document
Document workflow
In ReviewTriggered when Total value greater than $200,000
- Simon AchariManaging directorApproved
- Elise MoreauFinance managerWaiting
Must be approved by all approvers before it can be sent.
- Approval request sent by Nina Castell
- Approved by Simon Achari
Approval workflow · Business plan
From discovery call to signed agreement
Five steps for a new managed services client, with sales, service delivery and finance in the same document.
Start from your agreement template
Cover, scope, service levels and terms are already in place, converted from your own Word agreement.
Count users and devices
Add the tier per user, devices, servers and offices, and Microsoft 365 per seat from your price book.
Offer the security options
Managed detection and response, training or after-hours support as optional rows the client can tick.
Approve and send one link
Large agreements clear approval first. The client opens it on any device and asks questions in comments.
Signed, onboarding paid
Every signer signs online and the onboarding payment is taken on signing. Seat changes later go out as signed variations.
Signed agreements reach the rest of your stack
Native CRM and accounting integrations on Business. Your PSA, service desk and Teams alerts connect through Zapier, Make or the QuoteCloud API from Essentials.
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HubSpotCRM · Business or Zapier
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SalesforceCRM · opportunities in
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Microsoft Dynamics 365CRM
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PipedriveCRM
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ZendeskService desk · Zapier
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Microsoft TeamsSigned-deal alerts · Zapier
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XeroAccounting · Business
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QuickBooks OnlineAccounting · Business
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StripeOnboarding paid on signing
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PayPalHardware paid on signing
- Za ZapierPSA & ticketing apps
- API QuoteCloud APIYour PSA or own systems
IT services templates, ready to make your own
Real QuoteCloud templates for managed services, SLAs, security and network projects. Open one, add your logo, tiers and terms, and send.
- Proposal template IT Services Proposal A detailed quote for managed IT solutions. View template
- Contract template Computer Service Contract Clients choose services, sign electronically and confirm the agreement. View template
- Agreement template Service-Level Agreement Response times, support obligations and service targets for IT providers and managed service agreements. View template
- Proposal template Cybersecurity Proposal Scope of services, risk assessment, compliance approach, timeline and pricing for security providers. View template
- Proposal template Network Installation Proposal Scope, hardware, installation plan, timeline, pricing and post-deployment support for wired or wireless networks. View template
Everything an MSP sends, in one place
From the first assessment to the next term: pricing, projects, licences, reviews, renewals and the way your team runs it.
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Per-user & per-device MSP pricingSupport tiers priced per user, devices and servers per unit, Microsoft 365 per seat, on the term the client picks.Explore
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Project statements of workMigrations, network refreshes and cloud projects priced by milestone, with a Gantt plan and sign-off at each stage.Explore
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QBR proposals & upsellQuarterly reviews that end in priced recommendations the client can choose and sign in the same document.Explore
- Support tiers & service levelsEssentials, Standard and Complete side by side, response targets by priority, and your SLA wording locked.
- Microsoft 365, licensing & hardware resaleLicences as monthly rows, laptops and network gear outright, with your cost and margin hidden from the client.
- Break-fix to managed servicesTurn a year of call-out invoices into one proposal for a predictable monthly fee per person.
- Security & compliance assessmentsAssessment proposals with fixed scope, optional tests and a remediation plan the partners choose from.
- Renewals, true-ups & seat changesSee agreements nearing expiry, send the next term early, and add users and devices by signed variation.
- Approvals, discounts & margin controlBig agreements and deep discounts go In Review before they're sent; cost and margin stay with your team.
- PSA, CRM & accounting integrationsSigned agreements into your CRM and accounting software, and to your PSA or service desk through Zapier or the API.
- IT services templatesReal QuoteCloud templates for managed services, SLAs, security, network projects and break-fix work.
- QuoteCloud implementation for MSPsYour agreement template converted, price book imported, SLA wording locked, approvals, integrations and training.
- FAQAnswers to the questions MSPs and IT service companies ask most.
IT services quoting questions, answered
What is QuoteCloud for IT services and MSPs?
QuoteCloud is quoting, proposal and eSignature software for managed service providers, IT support companies, Microsoft 365 partners, network integrators and security consultancies. You build managed services agreements, statements of work, assessment proposals and licence and hardware quotes from templates and a product catalogue, and clients choose options, sign online and can pay on signing.
Can I price managed services per user and per device?
Yes. Price tables support repeating price items with Term and Monthly columns beside one-off rows. Put your support tier on a per-user line, devices, servers and sites on their own lines, and offer the tiers as a single-choice group. Turn on quantity and term editing so clients can change users or pick 12, 24 or 36 months. Price tables are on Essentials and above.
Can clients see the total contract value?
Yes. Repeating and one-off charges are totalled separately, so the client sees the monthly fee, the once-off onboarding and hardware, and the value over the term they choose. Change the term or a quantity and the totals recalculate on the page. Prices on repeating rows are shown ex tax in our samples; set tax columns to suit your region.
Does QuoteCloud bill the monthly fees?
No. QuoteCloud prices the agreement, gets it signed and can take a payment on signing, such as onboarding or hardware, through Stripe or PayPal. The monthly fees are invoiced from your PSA, billing or accounting system. On the Business plan, native Xero and QuickBooks integrations, or Zapier from Essentials, pass signed deals to those tools.
Can I resell Microsoft 365 and hardware with a hidden margin?
Yes. Each product in the catalogue holds its SKU, category, price and cost, and recurring products hold a billing term and duration in months. QuoteCloud calculates profit and margin for your team, and costs and margins stay hidden from the client. Update prices from a distributor list by CSV import with column mapping.
Can I send project statements of work with milestones?
Yes. Use a price-table section per milestone with its subtotal, write assumptions and exclusions in text blocks, and add a Gantt chart of the project plan with milestones on the Business plan. Several signers can sign the SOW, and a share of the price can be paid on signing; later milestones are invoiced by you.
How do I keep track of agreements coming up for renewal?
Give each agreement an expiry date and use the Expiring Soon filter on the documents dashboard to list the ones ending next. Send the next term as a new agreement from your renewal template, or bulk send it to many clients from Essentials. QuoteCloud does not renew agreements or raise prices automatically.
Does QuoteCloud integrate with my PSA, such as ConnectWise or Autotask?
There is no native PSA integration. Signed documents can reach a PSA or service desk through Zapier or Make where that tool has a connector, or through the QuoteCloud API, from Essentials; API and Zapier document creation has per-document fees. Native CRM and accounting integrations such as HubSpot, Salesforce, Xero and QuickBooks are on Business.
Is there a free trial?
Yes. QuoteCloud has a free plan and a 14-day free trial of Essentials or Business with no credit card required. During the trial QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans, and paid plans include a 45-minute training session.
Your next agreement, signed and onboarding paid
Free for 14 days. No credit card required.