Getting started with QuoteCloud

Rolling out QuoteCloud across your sales team

Your rate card in the catalogue, a template for each document, approval rules and a trained team, in a plan you can follow.

Start free 14-day trial Book a demo

A media seller's QuoteCloud rollout imports the rate card into the product catalogue from a CSV, builds templates for the media plan, insertion order and sponsorship package, sets approval rules for discounts on the Business plan, connects Stripe or PayPal and Zapier, and trains the sales team. One template conversion is free during the trial.

A sample upfront offer from a fictional media owner, Marrick Media Group, for Quarry Hill Brewing, and in front a rollout checklist ticking off one by one: the rate card imported into the product catalogue from a CSV, the media plan template converted during the trial, the insertion order template with a PO data item and locked terms, a discount rule over 10% on the Business plan, Stripe connected for deposits and the reps trained. Last comes the first offer's approval status: In Review because of a 15% upfront discount, waiting for the sales director.

Five steps to live before the season's sales

A sample plan for a fictional media owner with a dozen reps across radio, digital, podcast and outdoor. Each phase says what you bring, what QuoteCloud gives you and how you know it's done. Timings are planning, not promises.

  1. Phase 1, Week 1

    Put the rate card in the catalogue

    You bring
    Your rate card as a CSV: each placement with a code, channel, unit and rate.
    QuoteCloud gives you
    CSV import with column mapping and validation into the product catalogue, with categories by channel, units such as per week or per spot, and Active, Draft or Inactive status.
    Done when
    Every placement you sell this season is a catalogue product; last season's rates are inactive.

    Product catalogue: Essentials and up

    Rate cards, placements & discount approvals

  2. Phase 2, Weeks 1–2

    Build a template for each document

    You bring
    Your current media plan, insertion order and sponsorship deck.
    QuoteCloud gives you
    One template converted free during the trial (Essentials, Business, Enterprise); the editor, content library and price tables for the rest.
    Done when
    Reps can start a media plan, an IO and a sponsorship offer from your own templates.
    Advertising templates

  3. Phase 3, Week 2

    Set the rules

    You bring
    Your discount policy, who approves what, and which teams sell which brands.
    QuoteCloud gives you
    Approval workflow triggered by discount percentage or total value (Business), custom roles and teams, and content locking for booking terms (Business).
    Done when
    An offer over your limit can't go out until the sales director approves it.

    Approval workflow and content locking: Business

  4. Phase 4, Week 3

    Connect payments and systems

    You bring
    Your Stripe or PayPal account, your CRM and the traffic sheet or accounts system you hand bookings to.
    QuoteCloud gives you
    Deposits on signing as a percentage or a fixed amount; Zapier, Make and the API (Essentials); Xero or QuickBooks native on Business, otherwise via Zapier.
    Done when
    A test booking is signed, the deposit is paid and the hand-off zap runs.
    CRM, traffic & accounting integrations

  5. Phase 5, Week 4

    Train the team and go live

    You bring
    Your reps, traffic and credit teams, and the first live briefs of the season.
    QuoteCloud gives you
    A 45-minute training session on paid plans, with more sessions as a paid add-on.
    Done when
    Every new plan and booking for the season goes out from QuoteCloud.

A sample plan for a fictional business. Your timings depend on your rate card, the number of templates and your systems.

Help from the QuoteCloud team when you want it

Self-serve works for many sales teams. When a rollout needs more hands, these are the services to ask about. Prices for add-ons: ask us.

  • Free template conversion

    Send your current media plan or insertion order and we convert one template for free during the trial on Essentials, Business and Enterprise.

  • Training

    A 45-minute training session is included on paid plans. Extra sessions for new reps or other teams are a paid add-on.

  • Onboarding services

    Help getting your first templates, catalogue and settings in place.

    Onboarding services

  • Professional services

    Extra template conversions, consultancy and set-up of Zapier, the API and other connections to your systems.

    Professional services

  • Premium support

    Premium support as a paid add-on; Enterprise includes a dedicated account manager.

    Premium support

  • Answers before you start

    Plans, signing, deposits and what QuoteCloud doesn't do, answered in the advertising FAQ.

Your rate card in the catalogue, from one CSV

Export the rate card your team already keeps, map each column to a catalogue field and import it. QuoteCloud validates the rows before anything changes, and each placement lands with its code, channel, unit and rate.

Next season, the same file updates the catalogue and last season's placements are marked inactive. Reps add placements from the catalogue inside the plan, so the rate-card price is always the starting point.

  • CSV import with column mapping and validation
  • Categories by channel, units per week, per spot or per insertion
  • Costs and margins kept from the advertiser
  • Active, Draft and Inactive placements

Product catalogue: Essentials and up

Rate cards, placements & discount approvals
Product catalogueMarrick Media Group Sample data
  • All
  • Radio
  • Digital
  • Podcast
  • Outdoor
  • Print

CSV import rate-card-2027.csv · 38 placements updated, 2 marked inactive

ProductPriceUnitCostMarginStatus
Breakfast & drive rotation, 25 × 30sRAD-BD30 · Radio $2,150 per week — — Active
Run-of-station 15s spotRAD-ROS15 · Radio $45 per spot — — Active
News site display, 75,000 impressionsWEB-DSP75 · Digital $1,650 per week — — Active
Homepage takeoverWEB-TKO · Digital $3,800 per day — — Active
Host-read mid-rollPOD-MID · Podcast $650 per episode — — Active
Roadside digital screens, 4 sitesOOH-RS4 · Outdoor $5,800 per week — — Active
Half page colour, SaturdayPRN-HP · Print $2,600 per insertion — — Active
Full page colour, SaturdayPRN-FP · Print $4,600 per insertion — — Draft

Cost and margin are for your team only: they never appear in the client's document

Start the trial, send us your insertion order

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

Start free 14-day trial Book a demo

What changes for each person in the sales team

The value of a rollout, by role. No statistics: just where the work goes.

The jobBeforeWith QuoteCloud
Account manager Copies last month's plan, retypes rates and emails a PDF. Starts from the template, adds placements from the catalogue and sends one link to the agency and advertiser.
Sales director Finds out about a deep discount after the booking is signed. Approves any offer over the limit before it goes out, through the approval workflow (Business).
Traffic & scheduling Retypes signed bookings into the traffic sheet. Gets a row from the signed order through Zapier, and sends make-goods as revised versions.
Credit & accounts Chases new advertisers for prepayment after the campaign starts. Sees the deposit paid on signing, and invoices the balance from Xero or QuickBooks.
Agency buyer Gets a spreadsheet, a PDF and a separate order to sign. Reads one plan, ticks the options, adds the PO number and signs in the browser.

Your discount policy, in place before the first offer

Set the rule once: any discount over 10% on the rate card goes to the sales director. The offer goes In Review and can't be sent until it's approved.

When Ellen Faraday gives Quarry Hill Brewing a 15% upfront rate on the roadside screens, Joel Gallo sees the trigger and approves or declines it, and new reps start with the guard rails already on.

  • Triggers on discount percentage, total value, team, role, template or customer
  • Approvers approve or decline in the document
  • Custom roles and teams from Essentials

Approval workflow: Business

Approval workflow
Marrick Media GroupSummer upfront offer MM-UP-0937 Approver view · sample data

Document workflow

In Review

Triggered when Discount Percentage greater than 10%

  • Joel GalloSales directorWaiting

Any discount over 10% on rate card is approved before the offer can be sent.

  1. Approval request sent by Ellen Faraday
  2. 15% upfront rate on roadside screens ($6,960)

Approval workflow · Business plan

Rollout questions

How long does it take to roll out QuoteCloud in a media business?

It depends on your rate card, how many templates you need and which systems you connect. Our sample plan for a fictional media owner runs over about four weeks: rate card, templates, rules, payments and connections, then training. Treat it as a planning example, not a promise.

Can we import our rate card?

Yes. Import it into the product catalogue from a CSV, mapping each column to a catalogue field, and QuoteCloud validates the rows before importing. Each placement can have a code, category, unit, price and cost, and a status of Active, Draft or Inactive. The product catalogue is on Essentials and above.

Will you build our media plan or insertion order template?

During the trial on Essentials, Business and Enterprise, QuoteCloud converts one of your existing templates for free, so send your media plan or insertion order. More conversions are a paid add-on through professional services, and you can build the rest yourself in the editor.

Can we stop reps giving discounts over our limit?

On the Business plan, the approval workflow holds a document In Review when the discount percentage or total value goes over your rule, and it can't be sent until an approver approves it. Triggers can also be the creator's team or role, the template or the customer.

What training is included?

Paid plans include a 45-minute training session, which suits a first group of reps. Extra training sessions for other teams are a paid add-on, and onboarding and professional services can help with templates, set-up and integrations. Enterprise plans include implementation support and a dedicated account manager.

Do we need the Business plan?

Essentials covers price tables, the product catalogue, templates, the content library, payments, bulk send, Zapier, Make and the API. Business adds approval workflows, Gantt charts for flighting, content locking, version history for revised bookings, and native CRM and accounting integrations. Both start with a 14-day free trial.

More advertising & media questions

Everything your team will use

Every page of the QuoteCloud advertising & media microsite.

Live for next season's sales

Free for 14 days. No credit card required.

Start free 14-day trial Book a demo

See pricingAdvertising templatesAll industries