Getting started with QuoteCloud

Up and running in a studio, step by step

Templates for each kind of work, your rates in the catalogue, payments connected and your project tools linked.

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Implementing QuoteCloud in a studio usually means: converting your proposal, care plan and sign-off templates (one conversion is free during the trial), loading your rates into the product catalogue, connecting Stripe or PayPal, locking your terms, linking your project tool through Zapier or the API, and a 45-minute training session for the team. Onboarding and professional services are available.

Three pages of a sample website proposal from a fictional studio, Glasswing Studio, fanned out and taking turns at the front: the cover from the studio's own template, its scope and revision terms as a locked block, and the price table built from the studio's rates, phase by phase, with pages as the quantity and the shop and bookings as optional features.

A four-week rollout that doesn't stop live projects

A sample plan for a fictional six-person studio. Each phase says what you bring, what QuoteCloud gives you and how you know it's done. Timings are examples, not promises.

  1. Phase 1, Week 1

    Your proposal template

    You bring
    The website proposal you win with: cover, process, scope, pricing, terms.
    QuoteCloud gives you
    One template converted free during the trial (Essentials, Business, Enterprise).
    Done when
    Anyone can start a branded website proposal from the template.
    Web, SEO & app templates

  2. Phase 2, Week 1–2

    Your rates in the catalogue

    You bring
    Your rate card: page build, page template, design, discovery, features, hourly rates, care plans.
    QuoteCloud gives you
    The product catalogue with prices and hidden costs, imported from a spreadsheet or added by hand (Essentials and up).
    Done when
    Proposals price from the catalogue, with pages and hours as quantities.

  3. Phase 3, Week 2

    Payments and terms

    You bring
    Your Stripe or PayPal account and your scope, revision and change terms.
    QuoteCloud gives you
    A deposit on signing as a percentage or fixed amount; terms saved as a locked block (Business).
    Done when
    A test proposal is signed and the deposit lands in your account.
    Deposits, milestones & sign-off

  4. Phase 4, Week 3

    Your project tool and accounts

    You bring
    Asana, Jira, monday.com or Trello, and Xero or QuickBooks.
    QuoteCloud gives you
    Zapier or the API (Essentials and up); Xero and QuickBooks native on Business.
    Done when
    A signed test proposal creates the project in your tool.
    Project tools, CRM & accounting

  5. Phase 5, Week 3

    Care plan, SEO and sign-off templates

    You bring
    Your maintenance agreement, SEO proposal and milestone sign-off.
    QuoteCloud gives you
    Library templates to start from: Website Maintenance, SEO Services, Project Customer Acceptance Form.
    Done when
    Each kind of work has its own template.

  6. Phase 6, Week 4

    Team trained, first live proposal

    You bring
    Everyone who writes or approves proposals.
    QuoteCloud gives you
    A 45-minute training session on paid plans; roles and teams set up.
    Done when
    The next new lead gets a QuoteCloud proposal.

A sample plan. Your timing depends on how many templates you have and how much of your pricing is already written down.

Your rate card, as lines you price from

Glasswing loaded its rates once: discovery, design system, page templates at $320, page builds at $280, testing, launch, each feature, add-ons and care plans. Costs stay hidden from clients.

Now Sam adds lines from the catalogue and sets the quantity: 12 pages, 5 templates, 2 hours of training. Change the page count and the phase total, tax and deposit follow.

  • Pages, templates and hours as quantities
  • Features and add-ons as optional items
  • The care plan as a repeating charge, apart from the project fee

Price tables and product catalogue: Essentials and up

Fixed fee or time & materials
Glasswing StudioWebsite build proposal GS-2611 Sample · fictional studio

Your website, phase by phase

ItemQtyRateAmount
Discovery$2,500
Discovery workshop & sitemapHalf a day at the shop, goals, pages and content
1 ea $1,600 $1,600.00
Content & SEO planKeywords for each page, what to keep from the old site
1 ea $900 $900.00
Design$4,000
Design system & homepageColours, type, components; two revision rounds
1 ea $2,400 $2,400.00
Page templates designedShop, booking, content, article, contact
5 templates $320 $1,600.00
Build & launch$5,060
Page build & CMS set-upResponsive, editable by your team
12 pages $280 $3,360.00
Testing & accessibility checksPhones, tablets and desktop browsers
1 ea $950 $950.00
LaunchDomain switch-over and redirects
1 ea $750 $750.00
Features Tick to add
 1 ea $4,800 $4,800.00
1 ea $1,850 $1,850.00
1 ea $2,200 $2,200.00
2 h $160 $320.00
Add-ons you can tick Tick to add
 8 pages $160 $1,280.00
1 ea $650 $650.00
1 ea $480 $480.00
Care plan after launch Tick to add
 Monthly $149 $149.00/mo
Subtotal
$19,180.00
Tax (10%)
$1,918.00
Total
$21,098.00
Plus your care plan
$149.00/mo
Deposit on signing (40%)
$8,439.20

Help from the QuoteCloud team when you want it

Self-serve suits most studios. When you want more hands, these are the services to ask about.

  • Template conversion

    One of your templates converted free during the trial of Essentials, Business or Enterprise.

  • Training

    A 45-minute training session on paid plans, for everyone who writes proposals.

  • Onboarding services

    Help getting the first templates and proposals out.

    Onboarding services

  • Professional services

    Extra template conversions and training, and help setting up Zapier or the API.

    Professional services

  • Premium support

    For studios that want a faster line to the QuoteCloud team.

    Premium support

  • Questions first

    Not sure it fits? Read the web studio FAQ or book a demo.

Start the rollout with a free trial

Free for 14 days, no credit card required. Send us your proposal and we'll convert one template for you during the trial.

Start free 14-day trial Book a demo

What changes for each person in the studio

The same people and the same work, with fewer copies of the same numbers.

The jobBeforeAfter rollout
Director Rewrites each proposal from the last one and checks every price. Approves the templates and locked terms once; proposals start from them.
Project manager Retypes the signed scope into the project tool. A signed proposal creates the project through Zapier.
Lead developer Estimates in a spreadsheet nobody else opens. Hours as quantities on lines in the proposal the client signs.
SEO lead Sends a PDF retainer and chases the signature. An SEO proposal with the audit paid on signing and the monthly work in the agreement.
Care plans Renewal dates in a calendar, emailed one by one. Expiry dates, the Expiring Soon filter and a bulk-sent renewal.

Your first week with QuoteCloud

Five things to do in the trial so the decision is easy.

  1. Start the trial

    Essentials or Business, free for 14 days, no card.

  2. Send your template

    Ask for your free template conversion.

  3. Add your rates

    Your page, template and hourly rates into the catalogue.

  4. Connect payments

    Your Stripe or PayPal account for deposits on signing.

  5. Send a real one

    Send the next lead a proposal and watch it opened, signed and paid.

Implementation questions

How long does it take a studio to set up QuoteCloud?

It depends on how many templates you have and how much of your pricing is written down. A small studio can often send its first proposal from a converted template within the trial. The four-week plan on this page is a sample, not a promise.

Will you convert our proposal template?

Yes. One template conversion is free during the trial of the Essentials, Business and Enterprise plans. Further conversions and extra training are available through QuoteCloud's professional services.

Is training included?

Paid plans include a 45-minute training session. Onboarding services and professional services can add more help, and premium support is available for teams that want it.

Can we bring proposals across from our old proposal tool?

Send us the proposal you use today and we'll convert it into a template. Moving past documents and their signatures from another tool isn't something we describe here: keep your old signed copies where they are.

Which plan should a studio start on?

Essentials ($39 per user a month) covers price tables, the catalogue, templates, the content library, payments, Zapier and bulk send. Business ($59) adds the Gantt chart, content locking, version history, the Forms block and native Xero, QuickBooks and Pipedrive.

What you'll be sending once it's set up

Every page of the QuoteCloud web developers & SEO microsite: the documents your studio sends after rollout.

Set up once, send every proposal

Free for 14 days. No credit card required.

Start free 14-day trial Book a demo

See pricingWeb, SEO & app templatesAll industries