From break-fix to managed services, in one proposal
Set a year of call-out invoices beside one predictable fee per person, let the client pick the support level, and sign the agreement online.
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QuoteCloud helps an IT company move a break-fix client onto a managed agreement: one proposal sets out last year's call-outs as your own record, offers support levels as a single choice priced per user, adds onboarding once-off and is signed online with onboarding paid on signing. Keep break-fix jobs on a computer repair contract in the meantime.
A sample chart from a fictional MSP, Quillfield IT, for Calder Physio Group's three clinics. Twelve months of break-fix invoices rise and fall from $640 to $4,120 a month, $16,044 over the year, as Quillfield's own record. Beside them, the same twelve months on the Standard managed support level for 14 users: an even $1,190.00 a month plus tax, with onboarding of $2,520 once-off.
The client's year, before and after the switch
What changes for a small practice when its IT moves from call-outs to a managed agreement, and what the proposal has to make clear.
The conversion proposal, start to finish
Quillfield's proposal to Calder Physio Group. Pick a support level and watch the monthly fee follow it: the package line is priced per user, times 14.
Managed services proposal
From call-outs to one monthly fee
Last year your clinics called us 31 times and paid for each visit. Here's the same support, plus monitoring, patching and backup, for one predictable fee per person.
Last 12 months, break-fix
| Service | Count | Per month |
|---|---|---|
| On-site call-outs at $165/hr | 31 visits | $682.00 |
| Remote fixes at $120/hr | 44 sessions | $410.00 |
| Emergency server restore | Once, in March | $245.00 |
- Monthly
- $1,337.00
- Term
- 12 months · $16,044
- S
- O
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
Choose your support level
Your monthly fee and onboarding
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Managed IT | |||
Managed IT · StandardPer user, per month · change the level above
|
Monthly | $85 | $1,190.00/mo |
| Onboarding, once-off | $2,520 | ||
Onboarding & documentationThree clinics, every device and account
|
1 lot | $1,800 | $1,800.00 |
Device enrolmentFront-desk PCs, laptops and tablets
|
18 device | $40 | $720.00 |
- Subtotal
- $2,520.00
- Tax (10%)
- $252.00
- Total
- $2,772.00
- Plus, monthly
- $1,190.00/mo
- Onboarding on signing (50%)
- $1,386.00
Accept, sign and pay
Jake Calder · Director, Calder Physio Group
Signed online · Awaiting signature
Onboarding on signing (50%)
$1,386.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Where every figure in the proposal comes from
An honest conversion proposal has nothing invented in it. Here is who supplies each number, and where it lands.
- Where it comes from: Your own invoicesLast year's call-outs and remote fixes, totalled from your PSA or accounting system You write it Where it lands in the proposal: Last 12 months, break-fixA table in the proposal, labelled as your record31 visits · 44 remote fixes
- Where it comes from: Your support levelsEssentials, Standard and Complete, priced per user in your price book You write it Where it lands in the proposal: Choose your support levelA single-choice group with Standard marked as most clinics' pick$65 · $85 · $119 per user
- Where it comes from: The client's choiceJake Calder picks the level on the page Client chooses Where it lands in the proposal: Managed IT lineThe package line takes the chosen level's priceStandard
- Where it comes from: Price × staff count14 users on the package line QuoteCloud works it out Where it lands in the proposal: Monthly fee and totalsMonthly, once-off, tax and the onboarding payment recalculate$1,190.00 a month
- Where it comes from: Your onboarding ratesDocumentation for three clinics and 18 devices to enrol You write it Where it lands in the proposal: Onboarding, once-offOne-off rows beside the monthly fee$2,520 + tax
- Where it comes from: Stripe or PayPalConnected to your QuoteCloud account QuoteCloud works it out Where it lands in the proposal: Accept, sign and payHalf the onboarding taken when the director signs50% on signing
QuoteCloud doesn't import past invoices or tickets: your account manager types last year's figures in, once, from your own records. The monthly fee is invoiced by you after signing.
Turn your first break-fix client into a managed one
Free for 14 days, no credit card required. Send us the agreement you use today and we'll convert one template for you during the trial.
Calder Physio Group · Standard, 14 users
A number the practice can budget for
Last year the clinics' IT cost whatever went wrong that month. The proposal puts one figure in front of the director, with exactly what it includes and what onboarding costs once.
How to convert a break-fix client
The sequence an account manager follows with a client who has always paid by the call-out.
Total last year's call-outs
From your own invoices: visits, remote fixes and the one-off emergencies, month by month.
Start from your conversion template
Cover, the break-fix record table, support levels, onboarding and the signature are already laid out.
Fill in the client
Type the record in, set the user count on the package line and the devices to enrol.
Send, and answer questions
The director compares levels on the page and asks questions in comments, where your answer stays with the proposal.
Signed, onboarding paid
They sign and pay the onboarding share online. Set the agreement's expiry date so its renewal shows up in time.
Templates for both sides of the switch
A managed agreement for the clients who switch, and a repair contract for those still paying by the job.
- Contract template Computer Service Contract Clients choose services, sign electronically and confirm the agreement. View template
- Contract template Computer Repair Contract Diagnostics, repairs, parts, warranties and data liability for break-fix work. View template
- Proposal template IT Services Proposal A detailed quote for managed IT solutions. View template
Break-fix to managed services, answered
How do I convert a break-fix client to managed services with QuoteCloud?
Send one proposal that sets out last year's break-fix charges as your own record, offers your support levels as a single choice priced per user, adds onboarding as once-off rows and ends in a signature. The client picks a level, the monthly fee and totals update, and they sign and pay the onboarding share online.
Can QuoteCloud import my past invoices or tickets?
No. QuoteCloud does not pull invoices, tickets or device data from a PSA, RMM or accounting system into a proposal. Your account manager totals last year's call-outs from your own records and types them into a table in the proposal, labelled as your record.
Can the client choose between support levels?
Yes. Offer the levels as a single-choice group. The level chosen sets the price of the managed services line, which is priced per user, so the monthly fee is the level's price times the number of users. The totals and the payment on signing recalculate on the page.
Can I take an onboarding payment when the client signs?
Yes. Set a payment on signing as a percentage or a fixed amount, collected through Stripe or PayPal with a gateway connected; payments are on Essentials and above. QuoteCloud does not bill the monthly fee afterwards: invoice it from your own billing or accounting system.
Should the proposal show how much the client will save?
Only if your own figures support it. Our sample sets last year's spend beside the monthly fee and lists what each level includes, without a savings claim. Put the value in what the client can check: one predictable fee and the work each level includes, such as monitoring and patching.
Which templates suit break-fix and managed clients?
The Computer Service Contract template suits an ongoing managed agreement, the Computer Repair Contract covers diagnostics, repairs, parts and warranties for clients still paying by the job, and the IT Services Proposal template is a starting point for the conversion proposal itself.
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- 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.
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