Licence and hardware quotes with your margin kept private
Microsoft 365 and software licences as monthly rows, laptops and network gear outright, all from one price book that knows your cost.
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- Building QuoteCloud since 2013
QuoteCloud's product catalogue holds each licence and device with its SKU, category, price and cost, and recurring products with a billing term and duration. Add them to a quote in one step: licences as monthly rows, hardware as once-off rows. Your team sees cost and margin; the client sees only the price, can change quantities and pays on signing.
A sample licence and hardware quote from a fictional MSP, Quillfield IT, for four new starters at Thornbury & Webb, shown two ways. The client view lists Microsoft 365 Business Premium at $37 a month and backup at $5 a month per user, four laptops at $1,690, four docks, eight monitors and set-up, with $168.00 a month and $11,120 once-off. The team view adds the hidden cost and margin of each line, from 10.8% on the licence to 62.5% on set-up, and a deal margin of 20.3% over the 12-month term.
One quote, read by the client and by your team
The same Thornbury & Webb quote for four new starters: what Rebecca Webb opens, what your account manager checks before sending it, and the page once it's signed.
Licences monthly, hardware outright
Licences sit on repeating rows with their term; laptops, docks, screens and set-up are once-off. The client can change the laptop and monitor counts and tick the extended warranty or privacy filters, and every total follows. Try it.
Price tables and product catalogue: Essentials and up
Per-user & per-device MSP pricingYour new starters, priced
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Licences, monthly | $168 | — | |
Microsoft 365 Business PremiumM365-BP · Per user · annual commitment
|
$148 | — | |
Microsoft 365 backupBKP-365 · Per user
|
$20 | — | |
| Hardware, outright | — | $10,640 | |
Business laptop, 14-inchHW-LAP14 · 16 GB, 512 GB, 3-year on-site warranty
|
— | $6,760 | |
USB-C dockHW-DOCK · Power, network and two screens
|
4 | — | $1,160 |
27-inch monitorHW-MON27 · Height adjustable
|
— | $2,720 | |
| Set-up | — | $480 | |
Build, enrol & deliverSET-DEV · Ready to log in on day one
|
4 | — | $480 |
| Options Tick to add | |||
| 4 | — | $840 | |
| 4 | — | $300 | |
- Monthly recurring
- $168/mo
- Once-off
- $11,120
- Total contract value over 12 months
- $13,136
- Hardware & set-up paid on signing
- $11,120
All prices excluding tax. Licences are added to your managed services agreement and invoiced monthly by Quillfield IT.
Cost and margin on every line, for your eyes only
Each product carries its cost from the price book, so your team sees the margin per line and for the whole deal before the quote goes out. The client's copy never shows a cost column.
Approvals, discounts & margin controlYour new starters, priced
Your team's view: cost and margin columns are hidden from the customer
| Item | Qty | Monthly | Once-off | Cost /mo | Margin |
|---|---|---|---|---|---|
| Licences, monthly | $168 | — | |||
Microsoft 365 Business PremiumM365-BP · Per user · annual commitment
|
4 | $148 | — | $132 | 11% |
Microsoft 365 backupBKP-365 · Per user
|
4 | $20 | — | $9 | 52% |
| Hardware, outright | — | $10,640 | |||
Business laptop, 14-inchHW-LAP14 · 16 GB, 512 GB, 3-year on-site warranty
|
4 | — | $6,760 | — | — |
USB-C dockHW-DOCK · Power, network and two screens
|
4 | — | $1,160 | — | — |
27-inch monitorHW-MON27 · Height adjustable
|
8 | — | $2,720 | — | — |
| Set-up | — | $480 | |||
Build, enrol & deliverSET-DEV · Ready to log in on day one
|
4 | — | $480 | — | — |
| Options Tick to add | |||||
Warranty extended to 5 yearsHW-WAR5 · On-site, per laptop
|
4 | — | $840 | — | — |
Privacy screen filterHW-PRIV · For client-facing desks
|
4 | — | $300 | — | — |
- Monthly recurring
- $168/mo
- Once-off
- $11,120
- Total contract value over 12 months
- $13,136
- Deal margin hidden from customer
- 20.3%
All prices excluding tax. Licences are added to your managed services agreement and invoiced monthly by Quillfield IT.
Signed, and the hardware paid on the same page
The practice manager doubled the monitors, signed and paid for the hardware and set-up through PayPal. The licences are added to the managed services agreement and invoiced monthly by Quillfield IT, not by QuoteCloud.
Payments: Essentials and up · eSignatures: every plan
PSA, CRM & accounting integrationsAccept, sign and pay
Rebecca Webb · Practice manager, Thornbury & Webb
Signed online · 7 May, 2:31 pm
Hardware & set-up paid on signing
$11,120
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Quote openedRebecca Webb
- Monitors: 4 → 8Quantity changed by the client
- Signed onlineCertificate of authenticity attached
- Hardware paidvia PayPal
From a line in your price book to a line on the quote
Every licence and device is a product in QuoteCloud's catalogue. Here is one of them, field by field, and what each field does when a rep adds it to a quote.
- 1SKU
- M365-BP
- Category
- Licences › Microsoft 365
- 2Price
- $37.00 per user
- 3Cost
- $33.00
- Margin
- 10.8% · $4.00
- 4Billing term
- Monthly
- Duration
- 12 months
- 5Quantity
- Minimum 1 · client can change
- 6Status
- Active
Your team also sees: cost $132.00/mo · margin $16.00/mo (10.8%)
- 1
The SKU travels with the line Client sees it
The part number you order by stays on the quote, so the signed document matches the order you place with your distributor.
- 2
Price and wording, as set Client sees it
Reps pick the product; they don't retype the price. Write "annual commitment" or "monthly commitment" in the line note so the licence term is in the agreement.
- 3
Cost stays with your team Team only
QuoteCloud calculates profit and margin from the cost. Costs and margins are hidden from the client.
- 4
Monthly rows, with a term Rule you set
A recurring product lands as a repeating price item with its billing term and duration, beside the once-off hardware.
- 5
Seats the client can change Rule you set
Quantity rules and Recipient Can Change Quantity let the client add the fifth new starter themselves, inside the limits you set.
- 6
Only current products Team only
Mark last year's laptop Inactive and it stops appearing in new quotes. Role permissions decide who can edit prices.
When distributor prices change, import them
Export the new price list from your distributor's portal, or your own price book spreadsheet, and import it as a CSV. Map each column to a catalogue field once (part number to SKU, buy price to cost, sell price to price, billing and term) and QuoteCloud checks every row before it updates the catalogue.
Rows with a missing cost are flagged for your team to check, so a laptop can't go out at a margin nobody saw.
- CSV import with column mapping and validation
- Price, cost, billing term and duration per product
- Active, Draft and Inactive, so retired models drop out of new quotes
Product catalogue: Essentials and up. QuoteCloud does not connect to distributor price feeds.
QuoteCloud implementation for MSPs| Column in your file | Catalogue field | First row |
|---|---|---|
part_no | SKU | MS-STD-U |
description | Name | Managed IT · Standard |
family | Category | Managed services |
sell_ex_gst | Price | 85.00 |
buy_ex_gst | Cost | 49.00 |
billing | Billing term | Monthly |
term | Duration (months) | 36 |
261 rows ready to import3 rows to check: missing cost
Cost and margin stay in your team's view
The details resale needs, written into the quote
Thin margins leave no room for an argument later. Put the terms that cause them in the document the client signs.
Licence commitments
Say on each licence line whether it is an annual or monthly commitment, and what happens to seats removed mid-term, in your own words.
Lead times
A text block under the hardware: expected delivery, what happens if a model is out of stock, and the substitute you'll offer.
Warranties as options
Extended warranty and accessories as optional rows the client ticks, so the upsell sits beside the order rather than in a follow-up email.
A new-starter bundle
Save a template with the standard laptop, dock, screens, licences and set-up, so a new-starter quote takes a quantity change. Templates.
Hardware paid on signing
Take the hardware and set-up in full, or a fixed amount, when the quote is signed, through Stripe or PayPal. Monthly licence fees stay with your billing.
Several signers
Practice manager and finance can each sign in their own block, with no account needed, and each signature comes with a certificate and audit trail.
Quote your next new starter from your own price book
Free for 14 days, no credit card required. Import your price list on day one and send a licence and hardware quote the same afternoon.
Team view · sample quote QF-L-0981
Margin your reps can see. Clients never do.
Across licences over the 12-month term and the hardware once-off, the four-starter quote earns this margin. Your account manager sees it before sending; the client's copy has no cost column at all.
Quote four new starters in one sitting
How a Microsoft 365 partner or MSP prepares a licence and hardware quote in QuoteCloud.
Keep the price book current
Import your distributor's latest list as a CSV, with cost, price, billing term and duration per product.
Start from the new-starter template
Laptop, dock, screens, licences and set-up are already on the quote. Change the count and the client's name.
Check the team view
Cost and margin per line and for the deal, hidden from the client. Big orders can wait for approval on Business.
Send one link
The client changes quantities where you allow it and ticks the extended warranty if they want it.
Signed, hardware paid
They sign and pay the hardware on the same page. You order the stock and add the licences to their agreement.
Licence and hardware quoting questions
Can my team see cost and margin while the client sees only the price?
Yes. Each product in the QuoteCloud catalogue holds a price and a cost, and QuoteCloud calculates the profit and margin for your team. Costs and margins are hidden from the client, so the quote they open and sign shows only prices, quantities and totals. Role permissions decide who in your team can change prices.
Can I quote monthly licences and once-off hardware together?
Yes. Licences go on repeating price items with a term and a monthly price, and laptops, docks, screens and set-up go on one-off rows in the same table. The client sees the monthly total, the once-off total and the value over the term. Price tables are on Essentials and above.
Can QuoteCloud pull prices from my distributor or licence marketplace?
No. QuoteCloud has no distributor or marketplace integration and no live price feed. Export the price list and import it as a CSV: map each column to a catalogue field such as SKU, price, cost, billing term and duration, and QuoteCloud validates the rows before it updates your catalogue.
Can the client change the number of licences or laptops?
Yes, where you allow it. Turn on Recipient Can Change Quantity for a product or a line, and set quantity rules, so the client can add a new starter or another monitor themselves. The monthly and once-off totals recalculate on the page before they sign.
Can the client pay for the hardware when they sign?
Yes. QuoteCloud can take a payment on signing, either a percentage or a fixed amount, through Stripe or PayPal, with a payment gateway connected. Use it for hardware and set-up. Monthly licence fees are invoiced from your own billing or accounting system; QuoteCloud does not bill them.
Does QuoteCloud provision Microsoft 365 licences or apply commitment rules?
No. QuoteCloud prices, sends and gets the quote signed. It does not provision licences or enforce annual or monthly commitment rules. Write the commitment for each licence in its line note or terms so it is part of what the client signs, and provision the licences in your own portal.
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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.Explore
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Renewals, true-ups & seat changesSee agreements nearing expiry, send the next term early, and add users and devices by signed variation.Explore
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- 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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