Getting started with QuoteCloud

Program quotes and service agreements in one document

Sessions, options and the service terms a school, council or company signs, with a deposit on signing when you want one.

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Charities and social enterprises use QuoteCloud to quote the programs and services they sell: sessions and materials in a price table with options the buyer ticks, the service agreement terms in the same document, several signers such as a principal and a business manager, and a deposit on signing if you need one. Later fees are your own invoices.

Wattle Creek Primary School's week (fictional). Reading Buddies sessions from Paperbark Reading Trust drop into the Tuesday and Thursday 9:00 slots for classes 2W and 2K, beside the school's own assembly, library, art and sport. The counters tick up to 18 weeks and 36 sessions, and the price-table line follows: Reading Buddies sessions, 36 at $180, $6,480.00. The quote total is $9,473.20 including tax; the principal has signed and the business manager is still to sign.

A program quote the school can adjust

Try it: change the number of sessions or book bags, or add the family reading morning. The amounts, tax and total follow, and the service agreement terms sit right underneath.

With quantity editing turned on, the business manager can set the numbers that fit their timetable and budget before signing, instead of asking for a new quote.

  • Quantity editing on the lines you choose
  • Options the school ticks
  • Service terms in the same document

Price tables: Essentials and up

Pricing tables
Paperbark Reading TrustProgram quote & service agreement PRT-FS-0318 Sample · fictional organisation

Program fees

Reading Buddies

Reading Buddies sessionsTwo classes, 18 weeks
36 sessions × $180

$6,480.00

Volunteer training & screening coordinationOnce, before Term 1
1 ea × $900

$900.00

Options Tick to add

56 ea × $22

$1,232.00

1 ea × $650

$650.00

Subtotal
$8,612.00
Tax 10%
$861.20
Total
$9,473.20

Fees are invoiced by Paperbark at the start of each term. Nothing is paid on signing.

Service agreement

Starts27 Jan 2027
Expires25 Jun 2027
  1. What we provideTrained, screened volunteers, the books and a coordinator at each session.
  2. What the school providesA quiet space, a contact teacher and the class timetable.
  3. FeesInvoiced by Paperbark at the start of each term, on 14-day terms.
  4. Child safetyVolunteers follow Paperbark's child safety policy and the school's own procedures.
  5. EndingThis agreement ends on 25 June 2027. Nothing renews by itself; we'll send a new proposal for Terms 3 and 4.

Quote and service agreement, one document

The Reading Buddies proposal Wattle Creek Primary School received, page by page.

  1. Paperbark Reading TrustProgram quote & service agreement PRT-FS-0318 Sample · fictional organisation
    A woman and a boy reading a book together in a library

    Program quote & service agreement

    Reading Buddies, Terms 1 and 2, 2027

    Prepared for Wattle Creek Primary School · Prepared Mon 26 Oct 2026 · Valid until Fri 11 Dec 2026

    Reading Buddies for two Year 2 classes: trained volunteers reading one-to-one with each child twice a week, for Terms 1 and 2.

    Cover

    The program, for this school

    Two Year 2 classes, Terms 1 and 2, with a photo and an intro written for the principal.

  2. Paperbark Reading TrustProgram quote & service agreement PRT-FS-0318 Sample · fictional organisation

    Program fees

    ItemQtyRateAmount
    Reading Buddies$7,380
    Reading Buddies sessionsTwo classes, 18 weeks
    		36 sessions $180 $6,480.00
    Volunteer training & screening coordinationOnce, before Term 1
    		1 ea $900 $900.00
    Options Tick to add
    Take-home book bagsOne per student, 56 students
    		56 ea $22 $1,232.00
    Family reading morningEnd of Term 2, in your hall
    		1 ea $650 $650.00
    Subtotal
    $8,612.00
    Tax (10%)
    $861.20
    Total
    $9,473.20

    Fees

    Sessions, training and options

    Sessions, volunteer training and take-home book bags, with tax and the total. No payment is taken on signing.

  3. Paperbark Reading TrustProgram quote & service agreement PRT-FS-0318 Sample · fictional organisation

    Service agreement

    Starts27 Jan 2027
    Expires25 Jun 2027
    1. What we provideTrained, screened volunteers, the books and a coordinator at each session.
    2. What the school providesA quiet space, a contact teacher and the class timetable.
    3. FeesInvoiced by Paperbark at the start of each term, on 14-day terms.
    4. Child safetyVolunteers follow Paperbark's child safety policy and the school's own procedures.
    5. EndingThis agreement ends on 25 June 2027. Nothing renews by itself; we'll send a new proposal for Terms 3 and 4.

    Agreement

    The service terms

    What Paperbark provides, what the school provides, how fees are invoiced, child safety and when it ends. The terms are Paperbark's own.

  4. Paperbark Reading TrustProgram quote & service agreement PRT-FS-0318 Sample · fictional organisation

    Accept and sign

    1 of 2 signed

    • Mark DelaneyPrincipal SignedThu 29 Oct
    • Leanne ChoBusiness manager Awaiting signature

    Agreement summary

    Program
    Reading Buddies
    Runs
    Terms 1 and 2, 2027
    Fees
    Invoiced each term

    Certificate of authenticity and audit trail attached

    Signers

    The principal and the business manager

    Each signs with their own signature. The principal has signed; the business manager is next, and the document shows 1 of 2 signed.

Programs not-for-profits sell

Fee-for-service income comes in many shapes. Each gets its own template with its own price table and terms.

  • School programs

    Reading, wellbeing or sport sessions priced per session, class or student, with term dates in the terms.

  • Council contracts

    Community programs delivered for a council, with milestones and reporting written into the agreement.

  • Corporate volunteering

    Team days for companies, priced per person with the activity, venue and materials as lines.

  • Venue hire

    Your hall or garden by the hour or day, with a deposit on signing if you need one.

  • Training & workshops

    Courses for other organisations' staff, priced per place with the number of places editable.

  • Holiday programs

    Week-long programs for families or schools, with options such as excursions and extended care.

Quote your next program in QuoteCloud

Free for 14 days, no credit card required. We'll convert your program quote and agreement into one template during the trial.

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Subsidised rates, approved before they're sent

Some schools get Paperbark's subsidised rate from its community fund. Kiri can quote it, but any discount over 25% waits for the chief executive to approve before the quote can go out.

The quote shows In Review until Helen approves it, and the log records who asked and who approved.

  • A rule on discount percentage or total value
  • One or more approvers
  • A log of who approved and when

Approval workflow: Business plan

Board approvals & delegations
Paperbark Reading TrustProgram quote & service agreement PRT-FS-0331 Sample · fictional organisation

Document workflow

In Review

Triggered when Discount percentage greater than 25%

  • Helen VuChief ExecutiveWaiting

Must be approved before it can be sent.

  1. Approval request sent by Kiri Mahuika
  2. 40% discount on the sessions line

Approval workflow · Business plan

From enquiry to a signed service agreement

How a programs lead quotes a program in QuoteCloud.

  1. Pick the program template

    Sessions, training and options already priced, with your service terms.

  2. Set the numbers

    Classes, weeks and students for this school, with quantity editing where they may change.

  3. Check the discount

    A subsidised rate over your limit goes for approval first (Business).

  4. Send to the signers

    The principal and the business manager each sign in their own block.

  5. Invoice as agreed

    Raise your invoices each term from your accounting software.

Fee-for-service questions, answered

Can a quote and a service agreement be one document?

Yes. Put the program fees in a price table and the service agreement terms in the same document, so the buyer reads and signs both together. The terms are your own wording; QuoteCloud keeps the signed document with a Certificate of authenticity and audit trail.

Can a school change the number of sessions or students?

Yes, from the Essentials plan. Turn on quantity editing for the lines you choose, such as sessions or book bags, and the buyer sets the numbers before signing. Optional lines can be ticked, and the totals update as they go.

Do we have to take a payment when a school signs?

No. Leave the payment off and invoice the school as your terms say. If you do want one, set a deposit on signing as a percentage or a fixed amount, paid through Stripe or PayPal. QuoteCloud doesn't invoice by term or bill automatically.

Can two people from the school sign?

Yes. Add each signer, such as the principal and the business manager, and each signs with their own signature. The document shows how many have signed, and you can see when it's complete.

Can discounts for subsidised places need approval?

Yes, on the Business plan. Set an approval rule on discount percentage or total value, and quotes over the limit wait for the approvers you name before they can be sent. The approval log shows who approved and when.

More not-for-profit questions

More for not-for-profits

Every page of the QuoteCloud not-for-profit microsite.

Your next program, quoted and agreed

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