Care plans clients choose, sign and renew on time
Essential, Standard and Priority as packages, the monthly charge in the agreement, an expiry date and renewals sent in one go.
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With QuoteCloud a studio sends a care plan from its own template: tiers as packages the client chooses between, the monthly or annual price as a repeating charge shown in the agreement, terms with a start and an expiry date, and a signature. Before the expiry date the Expiring Soon filter lists what's ending and bulk send delivers each client a new agreement; nothing renews by itself.
A sample care plan agreement from a fictional studio, Glasswing Studio, for Juniper Row Interiors: three plans side by side as a single choice. Essential at $79 a month plus tax (hosting with the studio's provider, software and plugin updates, monthly backups), Standard at $149 a month, the chosen plan (everything in Essential, weekly backups and 2 hours of changes a month), and Priority at $299 a month (everything in Standard, 5 hours of changes a month and a reply the next business day).
A care plan agreement, page by page
GS-C-0310, a sample 12-month care plan from Glasswing for the online store it built for Juniper Row Interiors. Four pages, one link, signed online.
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Glasswing StudioCare plan agreement GS-C-0310 Sample · fictional business
Care plan agreement
Website care plan
Cover
Written for the client's site
A cover photo, who it is prepared for and the date the offer is valid until, so the client knows when to decide.
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Glasswing StudioCare plan agreement GS-C-0310 Sample · fictional business
Choose your care plan
Choose a plan
Three plans, one choice
Essential, Standard and Priority as a single-choice group. Hannah picks one in the document before signing, so the agreement records exactly what she chose.
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Glasswing StudioCare plan agreement GS-C-0310 Sample · fictional business
Your care plan, month by month
Service How often Per month Hosting with our provider Monthly $39.00 Updates & security patches Weekly $45.00 Backups Weekly $15.00 Changes & support Up to 2 hours $50.00 - Monthly
- $149.00
- Term
- 12 months · $1,788
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
Month by month
What the monthly price pays for
Hosting with Glasswing's provider, updates, backups and hours of changes, each with how often it happens and its share of the monthly price. The charges are shown in the agreement; Glasswing invoices them.
Fixed fee or time & materials -
Glasswing StudioCare plan agreement GS-C-0310 Sample · fictional business
Agreement terms
Starts1 Nov 2026Expires31 Oct 2027- ChargesThe monthly price of your plan, invoiced by Glasswing at the start of each month.
- Unused hoursHours of changes don't roll over to the next month.
- Bigger changesAnything over your monthly hours is quoted separately before we start.
- ExpiryThis agreement ends on 31 Oct 2027. We'll send you a new agreement to review before then; nothing renews by itself.
Accept and sign
Hannah Brooks · Director, Juniper Row Interiors
Signed online · Tue 27 Oct 2026, 10:05 am
Agreement summary
- Plan
- Standard
- Monthly
- $149.00 + tax
- Term
- 12 months
- Expires
- 31 Oct 2027
Certificate of authenticity and audit trail attached
Terms & signature
A start date, an expiry date, a signature
Charges, unused hours, bigger changes and the expiry on 31 Oct 2027, then Hannah's signature with a summary of her plan. A certificate of authenticity and audit trail are attached.
Free eSignatures
Monthly or annual, shown in the agreement and invoiced by you
A care plan in QuoteCloud is a repeating charge: a price per month, or per year if you sell annual plans, with a term. The client sees what each month pays for and the total for the term before signing.
QuoteCloud shows the charges; it doesn't bill them. Glasswing invoices the care plan from its own accounting system, as it does today. The hosting, updates and backups are Glasswing's services, run with its own providers and tools.
- Repeating price items with a term and a period label
- A care plan offered as an optional line in the build proposal
- No automatic billing, instalments or reminders from QuoteCloud
Price tables and repeating charges: Essentials and up
Website build proposalsYour care plan, month by month
| Service | How often | Per month |
|---|---|---|
| Hosting with our provider | Monthly | $39.00 |
| Updates & security patches | Weekly | $45.00 |
| Backups | Weekly | $15.00 |
| Changes & support | Up to 2 hours | $50.00 |
- Monthly
- $149.00
- Term
- 12 months · $1,788
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
Accept and sign
Hannah Brooks · Director, Juniper Row Interiors
Signed online · Tue 27 Oct 2026, 10:05 am
Agreement summary
- Plan
- Standard
- Monthly
- $149.00 + tax
- Term
- 12 months
- Expires
- 31 Oct 2027
Certificate of authenticity and audit trail attached
See which care plans end this month
Every care plan Glasswing sends has an expiry date. The Expiring Soon filter lists the plans and retainers that end next, with the days left, so Jun knows whose renewal to prepare.
Four agreements end in November: three care plans and an SEO retainer. Harlow Bike Co. has nine days left.
- An expiry date on every agreement
- The Expiring Soon filter in your documents list
- Care plans and SEO retainers in one list
Expiry dates and Expiring Soon: Essentials and up
4 care plans expire in the next 30 days
- Care plan · PriorityHarlow Bike Co. · GS-C-0188 Expires 6 Novin 9 days Accepted
- Care plan · StandardWattle Lane Bakery · GS-C-0192 Expires 12 Novin 15 days Accepted
- Care plan · EssentialCoastline Dental · GS-C-0201 Expires 19 Novin 22 days Accepted
- SEO retainer, 6 monthsBrightwater Legal · GS-S-0277 Expires 24 Novin 27 days Accepted
Renewals sent in one go, each signed by the client
Jun bulk-sends Glasswing's care plan renewal template to the four clients. Each gets their own copy with their name and current plan, and chooses a plan for the next twelve months.
Nothing renews by itself. A plan continues when the client signs the new agreement: Harlow Bike Co. stayed on Priority, Coastline Dental moved up to Standard, and Brightwater Legal hasn't opened theirs yet, so Jun calls them.
- One template, a personalised copy for each client
- Sent, opened and accepted for each recipient
- A new agreement to sign, never an automatic renewal
Bulk send: Essentials and up (volume-based costs)
Bulk send- Harlow Bike Co.accounts@harlowbikes.example.com AcceptedPriority
- Wattle Lane Bakeryhello@wattlelane.example.com OpenedOpened today
- Coastline Dentalpractice@coastlinedental.example.com AcceptedMoved to Standard
- Brightwater Legaloffice@brightwaterlegal.example.com Sent
- Sent
- 4
- Opened
- 3
- Accepted
- 2
A renewal runway for care plans
One way a studio can work its renewals. You set the timing; QuoteCloud gives you the dates, the documents and the signatures.
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60 days
See what ends next
Open the Expiring Soon filter and note the plans and retainers ending next month.
Expiring Soon filter -
45 days
Review each site
Look at hours used and the site's needs. A busy store might be offered Priority.
Your own records -
30 days
Send the new agreements
Bulk send the renewal template, a personalised copy per client, with this year's prices.
Bulk send Essentials and up -
14 days
Follow up who hasn't opened
Tracking shows which clients have opened their agreement, so calls go where they're needed.
Document tracking -
Expiry
Signed for another year
The client chooses a plan and signs online before the old agreement ends.
eSignature
The runway is the studio's own process. QuoteCloud doesn't send renewals or reminders by itself, and nothing renews automatically.
Put your care plans on dates you can see
Free for 14 days, no credit card required. Send us your maintenance agreement and we'll convert one template for you during the trial.
Set up a care plan template in five steps
Start from the Website Maintenance template or your own agreement.
Start from a template
Open the Website Maintenance template or convert your current agreement.
Add your tiers
Set Essential, Standard and Priority as a single-choice group with what each includes.
Price it monthly
Add each service as a repeating charge with a term: monthly or annual.
Write the terms
Hours, bigger changes and an expiry date. Lock them on the Business plan.
Send and diarise
Set the expiry date when you send, then work renewals from the Expiring Soon filter.
Care plan questions
Does QuoteCloud bill my clients for their care plan each month?
No. The monthly or annual price is a repeating charge shown in the agreement, so the client sees what they're signing up to. Your studio invoices it from your own accounting system. QuoteCloud doesn't run automatic billing, instalments or payment reminders.
Do care plans renew automatically?
No. Each agreement has an expiry date, and the Expiring Soon filter lists those ending soon. To renew, send each client a new agreement, one at a time or with bulk send (Essentials plan and up), and the plan continues when they sign it.
Can QuoteCloud monitor uptime or host the site?
No. QuoteCloud has no hosting, uptime, monitoring or backup features. Those are your studio's services, run with your own providers and tools. QuoteCloud is where you describe them, price them and get the agreement signed.
Can the client choose between plan tiers in the document?
Yes. Put Essential, Standard and Priority in a single-choice group. The client picks one before signing, and the signed agreement records the plan they chose with its monthly price, term and expiry date.
Can I take the first month's payment when they sign?
Yes, if you connect Stripe or PayPal (Essentials plan and up): set a payment on signing as a fixed amount or a percentage. Later months are invoiced by your studio.
Can I offer the care plan inside the build proposal?
Yes. Add the care plan as an optional repeating line in the website proposal, shown apart from the one-off project fee. The client ticks it before signing, and you can send the full care plan agreement after launch.
Before and after the care plan
Every page of the QuoteCloud web developers & SEO microsite, from the build proposal that offers the care plan to the SEO retainer beside it.
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Website build proposalsDiscovery, design, build and launch as phases on a Gantt, pages as quantities and a deposit paid when the client signs.Explore
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SEO proposals & retainersAudit, technical fixes, content and link building as monthly charges in the agreement, with results only ever your own estimate.Explore
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Deposits, milestones & client sign-offA deposit on signing, later milestones set out in the contract and a separate sign-off document for each milestone.Explore
- App & software development proposalsiOS, Android and web app estimates by feature and sprint, with the hours, the options and the client's sign-off in one document.
- Optional features & add-onsE-commerce, bookings, a second language and integrations as optional items the client ticks, with the total and deposit following.
- Fixed fee or time & materials estimatesOffer a fixed fee and a time-and-materials estimate side by side, so the client chooses how they'd rather pay.
- Scope, revision rounds & change requestsLocked scope and revision-round terms, and every change request priced and signed as a revised version before work starts.
- Discovery questionnairesThe questions you ask before you quote, answered inside a document with the Forms block, then carried into the proposal.
- Portfolio & case studiesYour best work, team bios and process as content library blocks, dropped into every proposal and kept up to date in one place.
- Project tools, CRM & accounting connectionsSigned proposals to Jira, Asana, monday.com or Trello through Zapier or the API, Pipedrive directly, and Xero or QuickBooks.
- Web, SEO & app templatesReal QuoteCloud templates for website development, redesigns, SEO, maintenance and app projects, ready to make your own.
- QuoteCloud implementation for studiosYour proposal templates converted, your rates in the catalogue, Stripe connected and your project tools linked.
- FAQAnswers to the questions web studios, developers and SEO specialists ask most.
Care plans that renew because clients sign
Free for 14 days. No credit card required.