Getting started with QuoteCloud

Rolling out QuoteCloud in a not-for-profit

Templates converted, the impact library filled, approvals set to your delegations, Stripe connected and the team trained.

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A typical not-for-profit rollout converts the main templates (sponsorship, grant, membership, MOU), loads approved impact stories into the content library, sets approval rules to the board's delegations (Business), connects Stripe or PayPal and trains the team. One template conversion is free during the trial and paid plans include a 45-minute training session; onboarding and professional services are available.

What a fictional charity, Paperbark Reading Trust, sends once QuoteCloud is set up: its Reading Champions partnership proposal for Fernhollow Foods, built from its own converted template, plays through: Community, Champion and Founding tiers with Champion chosen, then the add-on assets. The partner opens it, the logo on home reading packs is added as an add-on asset and the total updates, the proposal is signed, and the first payment of 50% is paid via Stripe into Paperbark's own account.

A four-week rollout for a small team

A sample plan for a fictional charity with a partnerships manager, a grants lead, a membership coordinator and a part-time finance manager. Each phase says what you bring, what QuoteCloud gives you and how you know it's done.

  1. Phase 1, Week 1

    Templates

    You bring
    The sponsorship proposal, grant application, membership renewal and MOU you use today, in Word or PDF.
    QuoteCloud gives you
    One template converted free during the trial (Essentials, Business, Enterprise), and real templates to build the others from.
    Done when
    Each document type has one template in your colours, with your tiers as a price table.
    Not-for-profit templates

  2. Phase 2, Week 2

    Impact library

    You bring
    Your best stories, program outlines, this year's figures, photos and standard terms.
    QuoteCloud gives you
    A company content library with folders and pinning; figures and terms locked on Business.
    Done when
    Nobody copies a story from last year's proposal any more.

    Content library: Essentials · locking: Business

    Impact stories & case studies library

  3. Phase 3, Week 3

    Approvals and payments

    You bring
    Your board's delegations, and the Stripe or PayPal account payments should go to.
    QuoteCloud gives you
    Approval workflows on total value or discount with approvers by role; payments on signing into your own account.
    Done when
    A test proposal over the limit goes In Review, and a test payment reaches your account.

    Approvals: Business · payments: Essentials and up

    Board approvals & delegations

  4. Phase 4, Week 4

    Team and first sends

    You bring
    Who sends what, the teams you want (for example programs and events) and an hour of everyone's time.
    QuoteCloud gives you
    Roles and teams, a 45-minute training session on paid plans, and Zapier, Make or the API if you want your CRM updated.
    Done when
    Your first sponsorship proposal and a round of renewals have gone out from QuoteCloud.
    CRM & integrations

Timings are a sample plan, not a promise: a team with fewer document types can be sending in the first week.

Help from the QuoteCloud team when you want it

Most small teams set up themselves. When you'd like more hands, these are the services to ask about.

  • Onboarding services

    One template converted during the trial and a 45-minute training session on paid plans, to get the first documents out.

    Onboarding services

  • Professional services

    Extra template conversions and training sessions, and help setting up Zapier, the API and other integrations, as paid add-ons.

    Professional services

  • Premium support

    Premium 24×7 support as a paid add-on. Implementation support and a dedicated account manager come with Enterprise.

    Premium support

Programs and events, each paid into its own account

Paperbark's partnerships and programs team and its events team keep their money apart. In QuoteCloud each team can connect its own Stripe account, so a sponsor's first payment and a gala table land where each team expects them.

Custom roles and teams come with Essentials, so volunteers helping with events can have a role of their own.

  • Payments on signing: a percentage, a fixed amount or the full amount
  • Into your organisation's own Stripe or PayPal account
  • Each team can connect its own Stripe account

Payments and teams: Essentials and up

Online payments
Paperbark Reading TrustPartnership proposal PRT-SP-2701 Partnerships team · sample data

Accept, sign and make the first payment

Jasmine Kaur · Head of Marketing, Fernhollow Foods

Signed online · Tue 27 Oct, 10:42 am

First payment on signing (50%)

$16,995.00

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Start the trial, send us your template

Free for 14 days, no credit card required. Your first template conversion is on us.

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What changes for each person, once you're live

The value of the rollout, role by role, in a small not-for-profit.

The jobBeforeWith QuoteCloud
Partnerships manager Rebuilds a sponsorship deck for every company and chases signatures by email. Sends one template with tiers the partner chooses; both signers sign and the first payment arrives.
Grants & programs lead Hunts for the latest figures and story across old applications. Builds each application from locked library blocks, then exports the PDF for the funder.
Membership & events coordinator Emails renewal forms one by one and matches payments by hand. Bulk-sends renewals paid on signing and filters on what's expiring soon.
Finance & operations manager Finds out about a large commitment after it's been made. Delegations run as approval rules (Business); signed agreements reach Xero or QuickBooks.
Chief executive and chair Approve by reply-all, without seeing the final document. Approve the proposal itself, with a log of who approved it.

Rollout questions

How long does it take a not-for-profit to get started?

A small team can send its first proposal in the first week. Our sample plan takes four weeks: templates, then the impact library, then approvals and payments, then the team and first sends. The timings are a guide, not a promise, and depend on how many document types you have.

Will QuoteCloud set up our templates for us?

During the trial, QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans. More conversions, extra training and integration set-up are available as paid professional services.

Is training included?

Yes. Paid plans include a 45-minute training session for your team. Extra sessions are available as an add-on, and Enterprise includes implementation support and a dedicated account manager.

Is there a not-for-profit discount?

QuoteCloud doesn't publish a not-for-profit discount. Plans are priced 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. Essentials and Business start with a 14-day free trial, no card.

Can our programs and events teams use different Stripe accounts?

Yes. Each team in QuoteCloud can connect its own Stripe account, so payments on signing from each team's documents go to the right account. Payments are taken only on signing, as a percentage, a fixed amount or the full amount.

Which plan should a not-for-profit start on?

Essentials covers price tables, templates, the content library, payments on signing, bulk send and Zapier. Choose Business if you need approval workflows for your delegations, content locking, the Forms block for partner MOUs, Gantt charts in grant applications or native Xero and QuickBooks.

More not-for-profit questions

Everything your team will use

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

Your whole team on QuoteCloud, sooner

Free for 14 days. No credit card required.

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