Your rate card in every quote, discounts approved first
Every placement in the product catalogue at rate-card price, and any discount over your limit held for approval before it goes out.
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- 4.2 on Capterra
- Building QuoteCloud since 2013
Media sellers keep their rate card in QuoteCloud's product catalogue: each placement with a code, category, unit and price, imported from a CSV. Reps build quotes from it, and on the Business plan an approval workflow holds any document whose discount percentage or total value is over your limit until a manager approves it.
Last season's printed rate card from a fictional media owner, Marrick Media Group, sits behind the QuoteCloud product catalogue. Its placements arrive as catalogue records with a code, a unit and a price, imported from rate-card-2027.csv. Two of them, roadside screens at $5,800 a week and breakfast radio at $2,150 a week, drop into an eight-week upfront quote for Quarry Hill Brewing at rate-card price. The rep adds a 15% upfront rate on the roadside screens, which is over the 10% limit, so the quote turns from Draft to In Review with the sales director, Joel Gallo, as the pending approver. The total is $62,304.00 including tax.
Your rate card, as the product catalogue
Every placement you sell becomes a catalogue record: a code, a platform category, the unit it's sold in and the rate-card price. Reps search the catalogue inside the quote, so every offer starts from the same rate.
Load the season's rate card from a CSV. You map each column to a catalogue field once, QuoteCloud checks every row, and placements you no longer sell are marked inactive instead of deleted.
- Codes, categories and units for every placement
- CSV import with column mapping and validation
- Active, Draft and Inactive, so old rates stop being quoted
- Categories assigned to teams; costs and margins hidden from clients
Product catalogue and CSV import: Essentials and up
How the product catalogue worksCSV import rate-card-2027.csv · 38 placements updated, 2 marked inactive
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| 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
| Column in your file | Catalogue field | First row |
|---|---|---|
Code | SKU | OOH-RS4 |
Placement | Name | Roadside digital screens, 4 sites |
Platform | Category | Outdoor |
Unit | Unit | per week |
Rate 2027 | Price | $5,800.00 |
38 placements updated, 2 marked inactiveAll 40 rows passed validation
Next season, export the catalogue, change the rates and import the file again.
Sold by the spot, the week or the thousand
Each placement keeps the unit it's sold in. A catalogue record's unit carries into the quote line, so the client reads 6 weeks × $2,150 rather than one lump sum.
Per spot or per week
Radio spots by the 30 seconds, or a rotation of 25 spots a week as one weekly rate. Bonus spots go in as $0 lines so they show.
Per insertion
Print sizes by the insertion: half page, full page, a front-page strip. The quantity is the number of issues.
Per thousand impressions
Display at a CPM: 150 thousand impressions at $22. Delivery is served and reported by your own ad system.
Per episode
Podcast host-reads, pre-rolls and sponsored episodes, priced by the episode.
Per site-week or face-week
Digital and static outdoor by the site or face for each week booked, with print and install as their own lines.
Per day or per season
A homepage takeover by the day, a sponsorship by the season. One unit per record keeps every quote readable.
Discounts over your limit, approved before they go out
Set an approval rule on the discount percentage, and any offer over it goes In Review instead of to the client. The sales director sees the whole quote, with the discount on its own line, and approves or declines it.
A second rule on total value catches the big upfronts. Rules can also apply to a team, a role, a template or a customer, so a new rep's offers can go past a manager while senior reps send their own.
- Triggers on discount percentage or total value
- By team, role, template or customer
- The approver reads the document the client will get
Approval workflow: Business plan
How the approval workflow worksYour summer upfront
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Outdoor · Marrick Roadside | $39,440 | ||
Digital roadside screens, 4 sites8 weeks from Mon 30 Nov · rate card $5,800 a week
|
8 weeks | $5,800 | $46,400.00 |
Upfront rate: 15% off roadside screens Needs approvalFor an 8-week booking signed by 13 Nov
|
1 discount | -$6,960 | -$6,960.00 |
| Radio · Marrick 96.3 FM | $17,200 | ||
Breakfast & drive rotation25 × 30s spots a week, 8 weeks
|
8 weeks | $2,150 | $17,200.00 |
- Subtotal
- $56,640.00
- Tax (10%)
- $5,664.00
- Total
- $62,304.00
- Plus, monthly
- $0.00/mo
Document workflow
In ReviewTriggered when Discount Percentage greater than 10%
- Joel GalloSales directorWaiting
Any discount over 10% on rate card is approved before the offer can be sent.
- Approval request sent by Ellen Faraday
- 15% upfront rate on roadside screens ($6,960)
Approval workflow · Business plan
Load your rate card in the trial
Free for 14 days, no credit card required. Import your rate card CSV, and we'll convert one proposal template for you during the trial.
Set up the rate card once a season
How a sales director moves the rate card into QuoteCloud and keeps it the only price list reps use.
Export the rate card
Save your rate card as a CSV: code, placement, platform, unit and rate.
Import and map
Import it into the product catalogue, map each column to a field and fix any rows that fail the check.
Retire old rates
Mark last season's placements inactive so they can't be added to new quotes.
Set the discount rule
Add an approval rule on discount percentage, and one on total value for upfronts (Business).
Build from the catalogue
Reps add placements from the catalogue in every template, at rate-card price.
Change the rates once, not in every rep's folder
Next season's rate card is one import. Every new quote picks up the new rates, old ones are retired, and discounts still wait for the sales director.
Rate card and discount questions, answered
Can I keep my advertising rate card in QuoteCloud?
Yes. Each placement becomes a record in the product catalogue with a code, a category such as radio or outdoor, the unit it's sold in and its price. Reps search the catalogue inside a quote and add placements at rate-card price. The product catalogue is on the Essentials plan and up.
How do I load a new season's rates?
Import a CSV. QuoteCloud maps each column to a catalogue field, checks every row and shows any that fail. Placements you no longer sell can be marked inactive so reps stop adding them to quotes, and next season you import the new file the same way.
Can discounts need a manager's approval?
Yes, on the Business plan. Set an approval rule on the discount percentage, for example anything over 10%, and the document goes In Review until the named approver approves it. Rules can also trigger on total value, and apply by team, role, template or customer.
Does QuoteCloud apply volume discounts automatically?
No. QuoteCloud has no tiered or volume pricing rules. A volume or upfront rate is a discount line, or a discount on a line, that the rep adds. The approval workflow on the Business plan then checks it against your limit before the client sees it.
Does the catalogue know what inventory is available?
No. The catalogue is your price list: it doesn't track inventory, availability, sell-outs or booked slots, and it doesn't connect to an ad server or traffic system. Check availability in your own system, then quote the placements from the catalogue.
Can different teams see different parts of the rate card?
Yes. Catalogue categories can be assigned to teams, so the radio team sees radio placements and the outdoor team sees sites. Role permissions control who can edit prices, and cost and margin columns stay hidden from clients.
More for media sellers
Every page of the QuoteCloud advertising & media microsite.
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Media plans & advertising proposalsPlacements by channel, flight dates and rates in price tables, a flighting chart, and audience figures labelled as your own estimates.Explore
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Insertion orders & booking confirmationsThe booking signed by the advertiser and the agency, with their PO number, material deadline and cancellation terms in the order.Explore
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Sponsorship packages for clubs & eventsBronze, silver and gold as one choice, add-on assets the sponsor ticks, and the season signed and part-paid in one document.Explore
- Creative & production quotesPre-production, shoot and post as phases with a Gantt, cutdowns as options, and a deposit to lock in the shoot days.
- Print, digital, radio & podcast ad salesOne proposal across your masthead, website, stations and podcasts, priced per spot, per insertion or per thousand impressions.
- Outdoor, billboard & signage bookingsSites and faces by week, print and install as their own lines, site photos in the proposal and the booking held until its expiry date.
- Make-goods, changes & revised bookingsA missed spot or a changed flight sent as a revised version of the booking, with every earlier version kept and signed again.
- Signing & deposits for new advertisersAdvertiser and agency sign in their own browsers, and a deposit or prepayment is paid by card or PayPal on signing.
- Season & upfront packages, bulk-sentNext season's packages sent to every advertiser as their own copy, with an expiry date and a list of who opened and accepted.
- CRM, traffic & accounting integrationsYour CRM, booking or traffic sheet and accounts through Zapier, Make or the API, with Pipedrive, Xero and QuickBooks native on Business.
- Advertising proposal templatesReal QuoteCloud templates for advertising proposals, social and PPC campaigns, and editorial-style sales quotes.
- QuoteCloud implementation for media sellersYour rate card in the catalogue, a template per document type, discount rules set up and the sales team trained.
- FAQAnswers to the questions media owners, agencies, production companies and sponsorship sellers ask most.
Every quote at rate-card price, every discount approved
Free for 14 days. No credit card required.