Corporate travel program proposals, approved and signed
Your service fees, account team and approach to the client's travel policy in one proposal their travel manager and CFO both sign.
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Travel management companies use QuoteCloud to answer corporate travel tenders and send program proposals: approved answers from the content library, set-up and monthly fees in a price table, the transaction fee schedule as content, a program term with an end date, discounts approved internally first (Business), and the client's travel manager and finance lead both signing.
A sample corporate travel program proposal from a fictional agency, Saltpine Travel Co., to Halyard Engineering Group: the cover, beside a contents panel whose items tick off one by one: company profile and accreditations from the content library as a locked block, the account team, program fees with a set-up fee and a monthly charge, the transaction fee schedule and the program term from 1 January 2027 to 31 December 2028. It ends on the approval status: In Review, because the discount is greater than 8%, waiting for the director.
A tender response built from answers you've already approved
Procurement asks the same questions every time. Keep your best answers in the content library and build each response from them, so the account manager writes only what is new.
- Company profile & accreditationsCompany block Locked
- Your account teamTeam block
- After-hours assistanceService block
- How we apply your travel policyYour consultants' process
- Reporting & quarterly reviewsService block
- Implementation planGantt chart
- Program termsTerms Locked
- 1Cover letterWritten for Halyard
- 2Company profile & accreditations Locked block
- 3Your account team From library
- 4How we apply your travel policy From library
- 5After-hours assistance From library
- 6Reporting & quarterly reviews From library
- 7Program fees & fee schedulePrice table + schedule
- 8Implementation plan From library
- 9Program terms Locked block
- 10SignaturesTravel manager and CFO
Approved answers, reused
Add saved blocks to any proposal instead of copying from last year's response.
Content library: Essentials and up
Locked where it matters
The company profile and program terms can't be edited by the account manager.
Content locking: Business
Implementation on a timeline
Profiles, policy set-up and go-live as a Gantt chart in the proposal.
Gantt charts: Business
Fees the client can read before they book
The program fees are a price table: a one-off set-up fee for the policy, approvers and 140 traveller profiles, and the dedicated account team as a repeating monthly charge, each with tax. The monthly charge is part of the agreement; Saltpine invoices it each month.
Below it, the transaction fee schedule sets out what each domestic or international ticket, hotel or car booking, change and after-hours call costs. It is content in the proposal, so procurement compares like with like. QuoteCloud doesn't count bookings or bill any of these fees.
- A one-off set-up fee and a repeating monthly charge
- The transaction fee schedule as content
- No payment taken on signing for a program
Price tables: Essentials and up
Pricing tablesProgram fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Program set-up | $2,400 | ||
Program set-up & traveller profilesPolicy, approvers and 140 traveller profiles loaded
|
1 once | $2,400 | $2,400.00 |
| Account management | $0 | ||
Dedicated account teamMonthly reporting and a quarterly review · 10% program discount applied
|
Monthly | $1,150 | $1,150.00/mo |
- Subtotal
- $2,400.00
- Tax (10%)
- $240.00
- Total
- $2,640.00
- Plus, monthly (invoiced by Saltpine)
- $1,150.00/mo
Transaction fee schedule Charged per booking on Saltpine's monthly invoice · ex tax
| Service | Fee | Basis |
|---|---|---|
| Domestic flight | $28 | per ticket |
| International flight | $65 | per ticket |
| Hotel or car only | $18 | per booking |
| Changes and re-issues | $25 | per change |
| After-hours assistance | $45 | per call |
Saltpine's own fee schedule, shown in the agreement. QuoteCloud doesn't count bookings or bill fees.
A discount over your floor waits for the director
Anjali has applied a 10% program discount to win the account. Saltpine's rule sends any proposal with a discount above 8% to Imogen, the director, so it sits In Review and can't be sent until she approves it.
Approval rules can trigger on the discount percentage or on the total value, so a large program gets a second look however it is priced.
- Triggers on discount % or total value
- In Review until an approver approves
- The approval log in the workflow panel
Approval workflow: Business
Approval workflowDocument workflow
In ReviewTriggered when Discount greater than 8%
- Imogen HartleyDirectorWaiting
Proposals with a discount over 8% go to a director before they can be sent.
- Anjali Rao applied a 10% program discount
- Sent for approval to Imogen Hartley
Approval workflow · Business plan
Send your next program proposal from QuoteCloud
Free for 14 days, no credit card required. Send us your current tender response and we'll convert it into a template during the trial.
Before the program ends, the next one is signed
Halyard's program ends on 31 December 2028. This is how an account team might run the re-tender in QuoteCloud: your own process, drawn as a sample.
-
120 days
Review the program
The account manager books the review. The signed program, with its certificate of authenticity, is the starting point.
Signed program on file -
90 days
Draft the new proposal
Start from the program template and the library answers, then update fees and the account team.
Content library -
60 days
Approve the new fees
Any discount over the floor goes In Review until the director approves it.
Approval workflow Business -
45 days
Send with an expiry date
The new proposal carries its own expiry date, and the Expiring Soon filter shows it if it hasn't been signed.
Expiry date + Expiring Soon -
31 Dec 2028
The program ends
Nothing renews by itself: the new program starts when the travel manager and the CFO sign it.
Both sign
A sample process for a fictional account. QuoteCloud doesn't renew agreements, bill fees or count bookings; it carries the proposal, the approval and the signatures.
From a tender request to a signed program
How a travel management company answers a corporate tender in QuoteCloud.
Build from the library
Start from your program template and add the approved answers procurement asked for.
Price the program
The set-up fee, the monthly charge and your transaction fee schedule as content.
Approve the discount
A discount over your floor goes In Review until a director approves it (Business).
Send with an expiry date
You see when it's opened, and comments carry procurement's questions.
Both sign
The travel manager and the CFO sign, and the program goes ahead under its own terms.
Incentive trips, conferences and events have their own pages
Corporate clients often ask for more than business travel. These QuoteCloud microsites cover that work in depth.
Resort group & incentive stays
The resort's side of an incentive trip: rooms, inclusions and a group deposit, on the hospitality microsite.
Resort group & incentive staysConferences & MICE
Delegate packages, meeting rooms and catering for a client's conference, on the hospitality microsite.
Conferences & MICECorporate functions
Gala dinners, launches and end-of-year events, on the events microsite.
Corporate function proposals
Corporate travel program questions
Can QuoteCloud bill our monthly account management fee?
No. The monthly fee is a repeating charge shown in the program proposal, so the client signs knowing exactly what it is, but your agency invoices it from your own accounts system. QuoteCloud doesn't bill repeating fees, take instalments or send payment reminders, and a program proposal doesn't need a payment on signing.
How do we show our transaction fees in a proposal?
Add your fee schedule to the proposal as content: each service, such as a domestic or international ticket, a hotel booking or a change, with its fee and basis. It sits beside the price table for the set-up and monthly fees. QuoteCloud doesn't count bookings or charge transaction fees; they stay on your own invoices.
Can a discount be approved before the proposal goes out?
Yes, on the Business plan. An approval rule can trigger on the discount percentage or the total value. A proposal over the threshold goes In Review and can't be sent until an approver, such as your director, approves it, and the workflow panel keeps a log of the request and the decision.
Can the travel manager and the CFO both sign?
Yes. Add both as signers. Neither needs a QuoteCloud account, and the signed proposal carries a certificate of authenticity and an audit trail. QuoteCloud eSignatures are legally binding and eIDAS compliant, and they are included on every plan. You can see who has signed and who hasn't yet.
Does QuoteCloud apply our client's travel policy to bookings?
No. QuoteCloud doesn't book travel, check bookings against a policy or track travellers. Your proposal describes how your consultants apply the client's policy, in your own words. The TravelDocs Duty of Care add-on is listed on the Enterprise plan; ask the QuoteCloud team what it includes.
Can we reuse answers across tender responses?
Yes. Save your company profile, account team, service and reporting answers in the content library (Essentials and up) and add them to any proposal. On Business, lock the blocks that mustn't change, keep earlier versions with version history and add the implementation plan as a Gantt chart.
More for travel businesses
Every page of the QuoteCloud travel microsite.
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CRM, accounting & Itinerary Sync APIStripe and PayPal on signing, your CRM and accounts through Zapier, Make or natively on Business, and the Itinerary Sync API.Explore
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Booking terms & travel insurance acknowledgementsLocked booking terms, a travel-insurance choice and acknowledgements in the Forms block, signed by every traveller.Explore
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Group, school & sports team travel quotesPer-person prices for 20 to 60 travellers, a parent or member acknowledgement in the Forms block, and every family signing.Explore
- Day-by-day itinerary proposalsFlights, stays, transfers and tours as itinerary segments, with photos, guides, attachments and a trip summary in one document.
- Cruise & touring proposalsCabin categories as a single choice, shore excursions and pre-cruise stays to tick, for cruise specialists, tour operators and wholesalers.
- AI Co-Worker for travel consultantsTurn an airfare search into itinerary blocks and generate a destination guide, then check and accept every word yourself.
- Sabre GDS itineraries in QuoteCloudThe Sabre GDS Itinerary Sync add-on fills your itinerary template from the booking, ready for your photos, guides and pricing.
- Tres CCTE itineraries in QuoteCloudThe Tres CCTE Itinerary Sync add-on brings bookings from your mid-office into a branded itinerary template per team.
- Tramada itineraries in QuoteCloudItineraries created in Tramada opened in QuoteCloud, set up with the QuoteCloud team, then enhanced and sent for signature.
- Travel deposits & balancesA deposit per traveller paid on signing through Stripe or PayPal, with the balance and its due date written into the proposal.
- Travel templatesReal QuoteCloud travel itinerary and proposal templates, Style 1 to 3 and more, ready to brand and connect to your bookings.
- QuoteCloud implementation for travel businessesAdd-on installed, Travel API settings per team, itinerary templates with placeholders, content libraries and your consultants trained.
- FAQAnswers to the questions travel agencies, tour operators, cruise specialists and group organisers ask most.
Your next corporate program, approved and signed
Free for 14 days. No credit card required.