Getting started with QuoteCloud

QuoteCloud implementation for recruitment agencies

Terms converted, fee bands and rate cards set up, approvals and integrations in place, and every consultant trained.

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A QuoteCloud implementation for an agency usually covers converting your terms of business, retained proposal and rate cards into templates, saving fee bands and guarantee wording as locked blocks, setting a discount approval workflow, connecting your ATS or CRM through Zapier, Make or the API, and training consultants. One template conversion is free during the trial.

A sample five-week QuoteCloud rollout for a fictional agency, Ashby Lane Recruitment, as a Gantt chart: terms of business converted, fee bands and rate cards, an approval workflow, Zapier to the ATS, consultant training and the FY2027 terms bulk sent. In front, the decisions made so far: one terms template for every desk with the fee bands in a locked block, discounts over 10% approved by the managing director and finance director, and signed terms creating the client in the ATS through Zapier.

A five-week sample plan for an agency

Sample planning for a fictional three-desk agency. Each phase says what you bring, what QuoteCloud gives you and how you know it's done.

  1. Phase 1, Week 1

    Convert your terms of business

    You bring
    Your current terms, retained proposal and rate card, as Word or PDF files.
    QuoteCloud gives you
    One template converted free during the trial (Essentials, Business, Enterprise). More conversions are a paid add-on, per template.
    Done when
    Consultants can start branded terms of business from the template.
    Recruitment templates

  2. Phase 2, Weeks 1–2

    Set up fee bands and rate cards

    You bring
    Your fee scale by salary band, guarantee wording and each desk's roles and charge rates.
    QuoteCloud gives you
    Price tables with optional rows and hidden cost columns, the content library, and content locking for the fee scale and guarantee.
    Done when
    The fee bands and guarantee are company blocks nobody can edit by accident.

    Content locking: Business plan

    Terms of business & fee tiers

  3. Phase 3, Weeks 2–3

    Signers and approvals

    You bring
    Who signs on the client's side, and your discount limit for each desk.
    QuoteCloud gives you
    Several signers on one document; approval workflows on discount percentage, total value or the creator's team.
    Done when
    A fee discount over 10% waits for the managing director and finance director before it can be sent.

    Approval workflow: Business plan

    Signers & approvals

  4. Phase 4, Weeks 3–4

    Connect your ATS and accounts

    You bring
    Your ATS or CRM, and what should move each way: client, job, contacts, fee.
    QuoteCloud gives you
    Zapier, Make and the API on Essentials, with API and Zapier document fees; native CRM and accounting integrations on Business.
    Done when
    Signed terms create or update the client in your ATS without retyping.
    ATS, CRM & accounting

  5. Phase 5, Week 4

    Train the consultants

    You bring
    Each desk's consultants, and the person who will own templates and the library.
    QuoteCloud gives you
    A complimentary 45-minute training session on paid plans; extra 60-minute sessions are a paid add-on.
    Done when
    Every desk has sent a real document from its own template.

  6. Phase 6, Week 5

    Send the year's terms

    You bring
    Your active client list and next year's terms.
    QuoteCloud gives you
    Expiry dates, the Expiring Soon filter and bulk send, with volume-based costs.
    Done when
    Every active client has next year's terms to read and sign.

    Bulk send: Essentials and up

    Annual terms review

Timings are sample planning for a fictional agency, not a QuoteCloud commitment. Your plan depends on how many templates, desks and integrations you bring.

What changes once QuoteCloud is in place

The value of an implementation, job by job, for consultants, directors and finance.

The jobTodayWith QuoteCloud
Terms of business A Word file per client, edited by whoever sent the last one. One template with fee bands and a guarantee nobody rewrites.
Fee discounts Agreed on a call, discovered at invoice time. Over your limit, the terms wait In Review for a director (Business plan).
Signatures Printed, signed, scanned and chased with each signer. Each signer signs online with no account, with a certificate of authenticity.
Your ATS Signed terms re-keyed into the client record. A signed document updates the client through Zapier, Make or the API, where your ATS connects.
The annual review Weeks of emails every June. Expiring Soon shows who's due, and one bulk send reaches every client.

Help when you want it

What QuoteCloud offers agencies getting started. Prices for add-ons aren't published: ask us.

  • Template conversion

    One template converted free during the trial on Essentials, Business and Enterprise; more as a paid add-on.

  • Training

    A complimentary 45-minute session on paid plans, and extra 60-minute sessions as an add-on.

  • Onboarding services

    Help planning and launching QuoteCloud across your desks. See onboarding services.

  • Professional services

    Template services, training and integration set-up for Zapier and custom APIs. See professional services.

  • Premium support

    24×7 support with guaranteed SLAs as a paid add-on, included on Enterprise. See premium support.

  • User guide

    Hundreds of step-by-step guides, plus email support on Essentials and Business.

Plan your rollout during the trial

Free for 14 days, no credit card required. Start with your terms of business: we'll convert one template for you.

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Pilot with one client before the whole book

Before the first bulk send, take one real document through every step: a rate card for a client you know well, approved, sent, signed by both signers and passed to your ATS.

Anything that needs fixing shows up once, on one document, instead of in a hundred inboxes.

  • The template, rates and terms in their final form
  • Both client signers, each in their own browser
  • The hand-off to your ATS checked end to end
Temp & contract rate cards
Ashby Lane RecruitmentTemp rate card AL-RC-0318 Sample · fictional business

Rate card terms

Starts1 Jul 2026
Expires30 Jun 2027
  1. BookingsShifts are booked through the Ashby Lane healthcare desk; confirmations are sent for each booking.
  2. TimesheetsWestvale approves timesheets weekly. Ashby Lane invoices approved hours weekly at these charge rates.
  3. Temp to permanentIf Westvale employs a temp directly within 6 months, a conversion fee of 8% of base salary applies.
  4. ExpiryThese rates apply until 30 June 2027. We'll send updated rates for review before then.

Accept the rate card

2 of 2 signed

  • Nadia RahmanWorkforce manager, Westvale Health Signed24 Jun, 2:15 pm
  • Grant ElleryDirector of nursing, Westvale Health Signed25 Jun, 8:40 am

Rate card summary

Roles
5 nursing & care
Rates
Per hour, ex tax
Invoicing
Weekly, by Ashby Lane
Expires
30 Jun 2027

Certificate of authenticity and audit trail attached

Activity

  1. Rate card openedNadia Rahman · Westvale Health
  2. Signed by bothWorkforce manager and director of nursing
  3. Client rates sent to your ATSZapier or the QuoteCloud API

What each plan includes for an agency

Essentials and Business start with a 14-day free trial, with no credit card. What you can set up depends on the plan (prices in USD per user per month, from the pricing page).

  • Essentials ($39): templates, price tables, the content library and product catalogue, payments on signing, expiry dates, bulk send, custom roles and teams, Zapier, Make and the API, one free template conversion during the trial and a 45-minute training session.
  • Business ($59): everything in Essentials plus approval workflows, content locking, Gantt charts, version history and native CRM and accounting integrations.
  • Enterprise (custom pricing): implementation support, a dedicated account manager, premium 24×7 support, single sign-on and IP range filtering.
  • Add-ons on paid plans: extra template conversions, extra 60-minute training sessions and premium support. Ask us for prices.

Implementation questions

How long does a QuoteCloud implementation take for a recruitment agency?

It depends on how many templates and desks you bring and whether you connect an ATS. Plan it in phases: convert your terms, set up fee bands and rate cards, signers and approvals, the ATS connection, training, then the first send. The five weeks on this page are a sample plan, not a QuoteCloud commitment.

Is the template conversion really free?

Yes, one existing template is converted free during the trial on Essentials, Business and Enterprise. More conversions are a paid add-on, billed per template, and extra 60-minute training sessions are an add-on too. Prices for add-ons aren't published: ask us.

Do we need the Business plan?

Not to start. Essentials covers templates, price tables, the content library, payments on signing, expiry dates, bulk send, Zapier, Make and the API. Business adds approval workflows, content locking, Gantt charts, version history and native CRM and accounting integrations, which suit agencies that want discount control and locked fee bands.

Can QuoteCloud help us connect our ATS?

Yes, as professional services: consultancy and integration set-up for Zapier, custom APIs and other platforms, priced on request. No ATS is natively integrated, so the connection runs through Zapier or Make where your ATS has a connector, or through the QuoteCloud API.

Who should own QuoteCloud inside an agency?

Usually one person owns the templates and the content library, such as an operations or marketing lead, with a director signing off the fee bands and approval limits. Desk leads then check their own desk's templates. Custom user roles decide who can edit what.

More recruitment questions

More for recruitment agencies

Every page of the QuoteCloud recruitment microsite.

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