Specialist desks, each with its own documents
IT, healthcare and trades desks sell differently. Each gets its own templates and rate cards, from one content library.
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QuoteCloud lets a multi-desk agency give each team its own templates, rate cards and wording while sharing one brand and one content library: hourly shift rates for healthcare, a programme proposal for trades, fee terms for finance and day rates for technology. Custom roles and teams control who uses what, and on Business approvals can trigger by team.
Three sample documents from the desks of a fictional agency, Ashby Lane Recruitment, fanned out and taking turns at the front: a temporary nursing and care staff rate card for Westvale Health, a 12-month site recruitment programme for Corrigan Civil and a finance team proposal for Harbourline Logistics.
Every desk prices its work its own way
Six desks in one fictional agency, and the document each one sends most often.
Finance & accounting
Permanent roles at a percentage of first-year salary by band, in terms of business finance and procurement both sign.
Executive search
A retained fee in three stages, with only the engagement fee paid online on signing. See retained search.
Technology
Contractors at a day rate and permanent engineers on the fee scale: a rate card and terms from the same template set.
Healthcare
Nurses and care staff by the hour and the shift, with charge rates the client sees and pay rates it doesn't. See rate cards.
Trades & construction
Labour hire by the hour, or a 12-month programme of site hires. See RPO & volume hiring.
Office support
Short temp assignments, with the temp-to-permanent conversion fee written into the rate card terms.
One content library, a folder for every desk
Shared blocks for the whole agency, desk folders for the wording only one desk uses. Here the healthcare desk assembles a temp rate card.
- About Ashby LaneAll desks
- Our guaranteeAll desks Locked
- How shift bookings workHealthcare folder
- Rate card termsHealthcare folder Locked
- Temp to permanentHealthcare folder
- Site inductionsTrades folder
- Contractor day ratesTechnology folder
- 1CoverWestvale Health · expires 30 Jun 2027
- 2About Ashby Lane From library
- 3How bookings work From library
- 4Charge ratesPer hour, ex tax
- 5Rate card terms Locked block
- 6Temp to permanent From library
- 7Accept the rate cardTwo signers
Folders by desk
Each desk keeps its own wording in its own folder, beside the blocks the whole agency shares.
Content library: Essentials and up
Roles and teams
Custom user roles and teams decide who can use, add to and edit each library.
Custom roles: Essentials and up
Locked where it counts
Rate card terms and the guarantee are locked company blocks, so desk wording never drifts.
Content locking: Business plan
The trades desk sells a programme, not a placement
A site-hiring programme is priced as a set-up fee and a monthly programme fee, with the hiring waves on a timeline the client's project team can plan around.
The client pays half the set-up fee online on signing. The monthly fee is set out in the proposal and invoiced by the agency each month from its own accounts system.
- Set-up rows beside a repeating monthly row
- Hiring waves as a Gantt chart
- Part of the set-up fee paid via Stripe or PayPal on signing
Price tables and payments: Essentials and up · Gantt charts: Business
RPO & volume hiring proposalsProgramme fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Set-up | $24,500 | ||
Programme design & employer brandRole profiles, ads and the hiring process
|
1 lot | $18,000 | $18,000.00 |
Careers page & ATS configurationYour ATS, configured for site roles
|
1 lot | $6,500 | $6,500.00 |
| Programme | $0 | ||
Programme managementDedicated team of two, monthly reporting
|
Monthly | $14,500 | $14,500.00/mo |
- Subtotal
- $24,500.00
- Tax (10%)
- $2,450.00
- Total
- $26,950.00
- Programme management, per month
- $14,500.00/mo
- Set-up fee on signing (50%)
- $13,475.00
Programme plan
Give every desk its own templates
Free for 14 days, no credit card required. Send us one desk's document and we'll convert it into a template during the trial.
The healthcare desk sends charge rates by the hour
Agency nurses and care staff are booked by the shift, so the healthcare desk sends a rate card: each role and shift with its hourly charge rate, valid for the financial year.
Behind each rate sit the pay rate, on-costs and the desk's margin, which stay with your team. The workforce manager and the director of nursing both sign.
- Charge rates per hour, ex tax, as the client sees them
- Pay rates, on-costs and margin hidden from the client
- Two signers, each in their own signature block
Charge rates Per hour, ex tax
| Role | Charge rate |
|---|---|
| Registered nurseDay shift, Mon–Fri | $78.83/hr |
| Registered nurseNight shift | $90.72/hr |
| Enrolled nurseDay shift, Mon–Fri | $64.58/hr |
| Assistant in nursingAny shift | $53.72/hr |
| Personal care workerCare homes | $51.32/hr |
Weekend and public holiday shifts are charged at the rates in Schedule 2. Timesheets are approved weekly and invoiced weekly by Ashby Lane.
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
Specialist desks
One agency brand, every desk speaking its own language
Templates, folders and roles keep each desk's documents consistent with the agency, and specific to the people that desk places.
How the managing director keeps control
Confirmed QuoteCloud features that let desks work their own way inside one set of rules.
Templates per desk
Each desk starts from its own template: terms, a rate card or a programme proposal, all in the agency's branding.
Custom roles and teams
Put consultants in desk teams and decide what each role can create and edit (Essentials and up).
Library permissions
Choose which roles can see, add to and edit each content library.
Content locking
Fee scales, guarantees and rate card terms locked so no one edits them by accident (Business).
Approvals by team
Approvals can trigger on the creator's team, a discount percentage or the total value (Business). See signers & approvals.
Rates as products
Keep each desk's roles and rates in the product catalogue, with cost and margin hidden from clients (Essentials and up).
Set up a desk in five steps
How an agency gives a new specialist desk its own documents in QuoteCloud.
Create the team
Add the desk's consultants as a team and give each the right user role.
Give it a template
Copy the agency template and change the units, rates and wording the desk needs.
Fill its library folder
Save the desk's process, terms and case studies as blocks in its own folder.
Set its approvals
On Business, route discounts or large documents from that team to its director.
Send the first document
The desk sends a real rate card or proposal, signed online by the client.
Specialist desk questions
Can each recruitment desk have its own templates?
Yes. Give each desk its own templates, such as a temp rate card for healthcare, a programme proposal for trades and terms of business for finance, all built on the agency's branding. Custom user roles and teams on Essentials and up decide which consultants use and edit each one.
Can different desks use hours, shifts or day rates?
Yes. Every price-table line has its own unit and note, so a healthcare rate card can be per hour by shift and a technology rate card per day. The rates are your own figures: QuoteCloud doesn't calculate minimum pay rates, shift premiums or on-costs.
Can approvals depend on which desk created the document?
Yes, on the Business plan. Approval workflows can trigger on the creator's team, role or email, on a discount percentage, the total value, the template used or the customer. The document goes In Review and can't be sent until the approvers approve it.
Does QuoteCloud check candidate registrations, licences or clearances?
No. QuoteCloud doesn't verify registrations, background checks, trade licences or any other credential, and it holds no candidate records. Those checks stay in your own compliance process and ATS. QuoteCloud carries the client documents: terms, rate cards and proposals.
Can desks share wording but keep their own?
Yes. Put agency-wide blocks such as your profile and guarantee in the company content library, and give each desk a folder for its own process and terms. Library permissions by role are on Essentials and up; locking blocks so they can't be edited is on Business.
More for recruitment agencies
Every page of the QuoteCloud recruitment microsite.
-
Temp & contract rate cardsPay rate plus on-costs plus margin gives the charge rate. The client sees the charge rate, your team sees the rest.Explore
-
Candidate-free client proposalsWin the role or the account with your process, market view and fees, without a single CV in the document.Explore
-
QuoteCloud implementation for agenciesYour terms converted, fee bands and rate cards set up, signers, approvals, integrations and your consultants trained.Explore
- Retained & executive search proposalsEngagement, shortlist and placement fees set out as stages, with only the engagement fee paid on signing.
- RPO & volume hiring proposalsSet-up fee, monthly programme management and a per-hire fee in one programme proposal with a rollout plan.
- Terms of business & fee tiersFee percentages by salary band, exclusivity options and your guarantee in one set of terms the client signs online.
- Replacement guarantees & rebatesFree replacement or a sliding rebate scale, written once, locked, and offered as a choice the client signs.
- Multiple signers & fee-discount approvalsThe hiring manager and procurement both sign, and fee discounts over your limit wait for a director first.
- Annual terms review & bulk sendEvery client's terms carry an expiry date, and next year's terms go to the whole client list in one bulk send.
- ATS, CRM & accounting integrationsSigned terms and won roles reach your ATS, CRM and accounts through Zapier, Make or the API, or native on Business.
- Recruitment templatesReal QuoteCloud templates for recruitment proposals, HR services, consulting agreements and temporary contracts.
- FAQAnswers to the questions recruitment agencies and search firms ask most.
Every desk, its own documents, one agency
Free for 14 days. No credit card required.