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The annual terms review, sent to every client at once

Expiry dates show whose terms end next; bulk send puts next year's terms in front of every client as their own copy.

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QuoteCloud gives each set of terms and each rate card an expiry date, and the Expiring Soon filter lists the clients whose terms end next. Update next year's template once, then bulk send it to your client list as personalised copies on Essentials and up. Nothing renews or sends by itself: your team sends, and each client signs online.

The documents list of a fictional agency, Ashby Lane Recruitment, on the Expiring Soon filter: terms of business and rate cards for five clients, Harbourline Logistics, Bellbrook Foods, Westvale Health, Kiteline Software and Corrigan Civil, ending between 12 and 43 days from now.

The review season, from April to 30 June

One way an agency can run its yearly review across every client. You set the dates; QuoteCloud gives you the expiry dates, the template, the send and the signatures.

  1. 1 April

    Decide what changes

    New fee bands, a changed guarantee or updated charge rates, agreed by the directors once for the whole client base.

    Fee bands block
  2. 15 April

    Update next year's template

    Change the bands and clauses once, and set the new term: 1 July 2027 to 30 June 2028.

    Template
  3. 1 May

    See every client that's due

    The Expiring Soon filter lists the terms and rate cards ending this season, client by client.

    Expiring Soon filter
  4. 15 May

    Bulk send the new terms

    One template, a personalised copy for each client, with their company and contacts filled in.

    Bulk send Essentials and up
  5. 30 June

    Signed before the old terms end

    Finance and procurement sign online. Tracking shows who hasn't opened theirs, so the calls go there.

    eSignature

Nothing renews or sends by itself: the expiry dates and the filter show what's due, and your team sends the new terms. Bulk send has volume-based costs.

Every client's new terms, in one send

Build next year's terms of business once, with data items where each client's company and contacts appear. Then bulk send it to your active client list: each client gets their own copy to read, question and sign.

The send shows sent, opened and accepted for every recipient, so the account managers know exactly whose terms are still open.

  • One template, a personalised copy per client
  • Sent, opened and accepted for every recipient
  • Each client signs online, with no account
  • Volume-based costs for bulk sending

Bulk send: Essentials and up

Bulk send in QuoteCloud
Bulk sendAshby Lane Recruitment Sample data
Permanent recruitment terms of businessBulk send from the Terms of business FY2028 template 6 personalised copiesActive permanent clients, FY2027
  • Chloe Tan · Harbourline Logisticschloe.tan@example.com AcceptedSigned by both
  • Andrew Lim · Bellbrook Foodsandrew.lim@example.com OpenedViewed today
  • Owen Mercer · Kiteline Softwareowen.mercer@example.com AcceptedSigned
  • Rosa Patel · Fenmore Insurancerosa.patel@example.com Sent
  • Liam Byrne · Tallowood Councilsliam.byrne@example.com OpenedViewed yesterday
  • Hana Sato · Calloway Retailhana.sato@example.com Sent
Sent
6
Opened
4
Accepted
2

Every set of terms knows when it ends

Give each terms of business and rate card an expiry date when you send it. The term runs from 1 July to 30 June and the clauses say so, so the client and your team read the same date.

A year later that date puts the client on the Expiring Soon filter, which is where the next review starts. Last year's signed terms stay exactly as they were signed.

  • Start, end and length shown in the terms
  • An expiry date on every document
  • Expiring Soon built in, plus your own saved filters
  • Each signer in their own block, with a certificate of authenticity

Expiry dates and filters: Essentials and up

Terms of business & fee tiers
Ashby Lane RecruitmentTerms of business AL-TOB-2027 Sample · fictional business

Terms

Starts1 Jul 2026
Expires30 Jun 2027
  1. IntroductionsA candidate is introduced when we send you their details. An introduction is valid for 12 months.
  2. FeesThe placement fee for each role is a percentage of the first-year base salary, by the band in this schedule.
  3. InvoicingAshby Lane invoices the fee on the candidate's start date. Payment is due within 14 days.
  4. GuaranteeThe replacement or rebate chosen for the role applies, on the conditions set out above.
  5. ExclusivityWhere a role is exclusive, we work it alone for 4 weeks at 2 points under the band rate.
  6. ExpiryThese terms end on 30 June 2027. We'll send you next year's terms to review before then.

Accept these terms

1 of 2 signed

  • Chloe TanChief financial officer, Harbourline Logistics Signed4 Jun, 10:18 am
  • Daniel FerrisProcurement manager, Harbourline Logistics Awaiting signature

Terms summary

Fees
15–22% by band
Discount
15% for FY2027
Guarantee
Replacement or rebate
Expires
30 Jun 2027

Certificate of authenticity and audit trail attached

The annual review, before and after QuoteCloud

What changes for the account managers once client terms are signed in QuoteCloud.

The jobWithout itWith QuoteCloud
Knowing whose terms end A spreadsheet of end dates someone updates when they remember. An expiry date on every set of terms, and the Expiring Soon filter.
Writing next year's terms Last year's Word file, edited client by client, with old fees left in by mistake. One FY2028 template changed once, with each client's details as data items.
Reaching every client A hundred emails with a PDF, sent over several weeks. One bulk send, a personalised copy per client (Essentials and up).
Knowing who to call Calling every client in case they haven't seen it. Sent, opened and accepted for each client; the calls go to the ones who haven't opened.
Getting it signed Printed, signed, scanned and emailed back by each signer. Finance and procurement sign online, each with their own signature block.

What the annual review runs on

Confirmed QuoteCloud features, used the way an agency reviews its client terms.

  • Expiry dates

    Every terms of business and rate card can carry an expiry date, so it says when it ends from the day it's signed.

  • Expiring Soon and custom filters

    Expiring Soon is built in. Save your own filters, such as by desk or consultant, and reuse them each season.

  • Bulk send

    One template, a personalised copy per client, sent together. Essentials and up, with volume-based costs.

  • Document tracking

    See when each client opens their new terms, with notifications for the account manager.

  • Next year's template

    Change the fee bands and clauses once. Every client's copy starts from the same, current wording.

  • Locked fee bands

    Save the fee scale and guarantee as locked company blocks so no copy goes out with old figures (Business plan).

Run your next annual review from QuoteCloud

Free for 14 days, no credit card required. Send us your terms of business and we'll convert one template for you during the trial.

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Annual terms review

New terms in front of every client before the old ones end

A review that reaches the whole client list in one send keeps every client on this year's fees, guarantee and wording, not on whatever they signed two years ago.

Review temp and contract rate cards the same way

Run the review in five steps

How an agency sends next year's terms to its client list in QuoteCloud.

  1. Filter what's due

    Open the Expiring Soon filter to see the terms and rate cards ending this season.

  2. Update the template

    Change the fee bands, guarantee and clauses once, and set next year's expiry date.

  3. Choose your recipients

    Pick the clients to receive the new terms, with their company and contacts as data items.

  4. Bulk send

    Send every client their own copy in one go, or send the larger accounts one at a time.

  5. Follow up and sign

    Call the clients who haven't opened theirs, answer comments, and collect each signature online.

Annual review questions

Does QuoteCloud renew client terms of business automatically?

No. Nothing renews by itself. Each set of terms carries an expiry date, the Expiring Soon filter shows which clients' terms end next, and your team sends next year's terms, one at a time or as a bulk send. Each client signs the new document online.

Can I send new terms of business to every client at once?

Yes. Bulk send, on Essentials and up, sends one template to many recipients, each as their own copy personalised with data items such as their name and company. You see sent, opened and accepted for each client. Bulk send has volume-based costs.

What happens to last year's signed terms?

They stay exactly as they were signed, with their certificate of authenticity and audit trail. Next year's terms are a new document the client signs, so you keep a clear record of which terms applied in which year. You can open either year's signed terms whenever a question about fees comes up.

Can temp and contract rate cards be reviewed the same way?

Yes. Give each rate card its own expiry date and it appears on the Expiring Soon filter beside your terms of business. Update the rates in next year's rate card template, then send it to each client, one at a time or in bulk.

Which QuoteCloud plan do I need for an annual terms review?

Expiry dates, the Expiring Soon filter, templates, document tracking and bulk send are on Essentials ($39 per user per month) and up. Locking the fee bands and guarantee as company blocks is on Business ($59). eSignatures are on every plan, and both paid plans start with a 14-day free trial.

More recruitment questions

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Next year's terms, out to every client

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