Not-for-profit questions, answered

Sponsorship, grants, payments and receipts, memberships, MOUs, approvals and integrations, in plain answers.

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These answers cover how not-for-profits use QuoteCloud for sponsorship proposals, grant applications, memberships and MOUs, what payments on signing can and can't do (no tax receipts, no instalments), how approvals and the content library work, and how QuoteCloud connects to CRMs and finance systems.

Sponsorship and partnerships

What is QuoteCloud for not-for-profits?

QuoteCloud is proposal and eSignature software. Charities, foundations, social enterprises, clubs, associations and arts organisations use it to send sponsorship and partnership proposals, grant applications they export as PDFs, fee-for-service agreements, membership renewals and partner MOUs, signed online, with any payment on signing made through Stripe or PayPal into their own account.

Can a sponsor choose a tier and add extras inside the proposal?

Yes, from the Essentials plan. Put your tiers in a price table as a single-choice group, with each tier's benefits in the row's note, and add-on assets such as logo placement, event tables or naming rights as optional rows. The sponsor chooses and ticks, and the totals and tax update before they sign.

Can two people from the sponsor sign?

Yes. Add each signer, such as the head of marketing and the chief financial officer. Each signs with their own signature on any device, or in person on your device. When everyone has signed, the document carries a certificate of authenticity and an audit trail. eSignatures are on every plan.

Can we see when a sponsor opens the proposal?

Yes. Document tracking shows when a proposal is opened, and you're notified as it moves along, so you can follow up at the right time. Sponsors can also ask questions as comments in the proposal, and your team replies there.

Grant applications

Can we prepare grant applications in QuoteCloud?

Yes. Build the application as a document: a project summary, a budget schedule, milestones on a Gantt chart (Business plan), outcomes and declarations your office holders sign. Then export it as a PDF and submit it through the funder's own portal or process.

Does QuoteCloud submit applications or check eligibility?

No. QuoteCloud helps you write, cost, sign and export the application. It doesn't submit it to the funder, check whether you're eligible or guarantee funding: the funder's own rules and process decide that.

Can our accountant or a grant consultant prepare the application?

Yes. Many advisers use QuoteCloud to scope and price grant work and to assemble a client's application pack for signing. The accounting pages of this site show the adviser's side, and your board can sign the declarations in the same way.

Payments and receipts

Can a sponsor or member pay when they sign?

Yes, from the Essentials plan. Set a payment on signing as a percentage of the total, a fixed amount or the full amount, paid through Stripe or PayPal into the account your organisation connects. A Stripe or PayPal account is required.

Does QuoteCloud process donations or issue tax receipts?

No. QuoteCloud takes payments only when a document is signed, through the Stripe or PayPal account you connect. It doesn't run a donation page, issue tax receipts or make any claim about tax-deductible gifts or charitable tax status, and it doesn't integrate with fundraising platforms. Your own receipting stays as it is.

Can a sponsor pay in instalments?

Not through QuoteCloud. It takes one payment on signing, such as a 50% first payment. QuoteCloud doesn't run instalment plans, recurring billing or payment reminders, so the second payment is your own invoice, which you can describe in the proposal.

Where does the money go?

Straight to your organisation's own connected Stripe or PayPal account, not to QuoteCloud. Each team can connect its own Stripe account, so events and programs can be paid into separate accounts.

What QuoteCloud doesn't do for not-for-profits

QuoteCloud prepares, sends, signs and takes payment on signing. It sits beside your fundraising, receipting and finance systems rather than replacing them.

Tax receipts and donations
No donation pages, no tax receipts and no claims about tax-deductible gifts or charitable tax status. Your receipting process stays as it is.
Instalments and recurring billing
A payment is taken only when a document is signed. No instalment plans, automatic billing or payment reminders: later payments are your own invoices.
Submitting grant applications
You export the application as a PDF and submit it through the funder's process. QuoteCloud doesn't check eligibility or guarantee funding.
Renewing memberships by itself
Memberships have end dates you can filter on, but nothing renews or bills by itself. Each year you send the new renewal.

Memberships and MOUs

Can we send membership renewals to every member at once?

Yes. Bulk send (Essentials and up, with volume-based costs) sends a personalised copy of one renewal to each member, with the annual fee as a price table paid on signing. Give each an expiry date and use the Expiring Soon filter to follow up.

Do memberships renew automatically?

No. Nothing renews or bills by itself in QuoteCloud. Each renewal is a document with its own term and end date; next year you send the new renewal, in bulk if you like.

Can we use QuoteCloud for partner MOUs?

Yes. An MOU can be text, a Forms block where the partner enters its details (Business plan) and signatures from both organisations, with no price table or payment. There's no MOU template in the library, so build your own or adapt the Partnership Agreement template.

Can programs we deliver for schools be quoted and agreed in one document?

Yes. A fee-for-service program can carry its fees as a price table with options, the service terms and two signers from the school, such as the principal and the business manager. You can leave out the payment on signing and invoice the school yourself.

Approvals, governance and content

Can the board approve large proposals before they're sent?

Yes, on the Business plan. The approval workflow holds any proposal above a total value, or with a discount over a set percentage, until the approvers you choose by role, such as the chief executive or board chair, approve it. The proposal shows In Review until then.

Can we keep approved impact stories for every proposal?

Yes. The content library (Essentials and up) holds impact stories, program descriptions, case studies, your own figures and photos in folders, ready to drag into any document. Content locking on Business keeps figures and terms from being edited by accident.

Can several staff work on the same proposal?

Your team can comment on a draft and reply to each other, and partners can comment in the proposal they receive. QuoteCloud doesn't offer real-time co-editing, so agree who edits each document. Version history (Business) keeps earlier versions.

Does AI write our proposals?

No. On the Business plan, AI Co-Worker helps your staff in the editor, for example drafting an introduction from notes or shortening a story. Everything it produces is flagged until a person accepts, edits or rejects it, and it never sends a document by itself.

CRM and integrations

Does QuoteCloud connect to our CRM?

Through Zapier, Make or the QuoteCloud API from the Essentials plan, where your CRM has a connector or an API. HubSpot and Zoho CRM connect through Zapier; Salesforce through Zapier or the Salesforce Sync add-on. There's no direct donor-CRM integration.

Does QuoteCloud work with Xero or QuickBooks?

Yes. Xero and QuickBooks Online are native integrations on the Business plan; on Essentials, they connect through Zapier. Documents created through the API or Zapier carry a per-document fee.

Can automation fill in or choose a sponsor's options?

No. The API, Zapier and Make can create a document from a template, fill its data items and add price-table rows. They don't tick options, choose tiers or pick which content blocks go in: the partner makes those choices in the document.

Plans, trial and getting started

Is there a not-for-profit discount?

QuoteCloud doesn't publish a not-for-profit discount. Plans are in US dollars per user per month: Free at $0 for 2 documents a month, Starter at $14.95, Essentials at $39, Business at $59 and Enterprise on custom pricing.

Is there a free trial?

Yes. Essentials and Business start with a 14-day free trial, no credit card required, and there's a free plan with eSignatures for 2 documents a month. During the trial QuoteCloud converts one of your existing templates for free, and paid plans include a 45-minute training session.

Which plan suits a not-for-profit?

Essentials covers price tables, templates, the content library, payments on signing, bulk send and Zapier, Make and the API. Business adds approval workflows, content locking, the Forms block, Gantt charts, version history, AI Co-Worker and native Xero and QuickBooks.

Are there not-for-profit templates?

Yes: Sponsorship Proposal, Event Sponsorship Proposal, Grant Proposal, Financial Funding Proposal, Fundraising Proposal, NGO Proposal, Membership Agreement and Partnership Agreement. There's no MOU, donation or volunteer template.