HR and payroll proposals priced per employee, signed online
Headcounts by pay frequency go into your own pricing sheet inside the proposal; its cells set the lines your client ticks, signs and pays the set-up fee on.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
QuoteCloud is proposal and eSignature software for payroll bureaus, outsourced HR providers and HR consultancies. Your pricing spreadsheet becomes a block in the proposal: headcounts set the price lines, the monthly total comes back as a per-employee figure, and clients tick HR modules, sign and pay a set-up fee. QuoteCloud doesn't run payroll or give legal advice.
Last reviewed by the QuoteCloud team
A drawing of a fictional client's three sites, a bakehouse, a shop and a head office, behind a pay calendar for a sample month with the pay days raised: weekly on Thursdays, fortnightly on Wednesdays and monthly on the 30th, and the proposal lying beside it, from a fictional business, Ashgrove People & Payroll. In front, the pricing sheet's Headcount tab: 48 employees paid weekly, 26 fortnightly and 12 monthly, and cell B6 working out about 276 payslips a month. The proposal card shows the payroll processing line for 86 employees, its description and unit price of $1,766.40 taken from the sheet, an HR advice line of $387.00 ticked by the client, $2,368.74 a month including tax, and $25.04 per employee a month brought back into the sheet.
Try it: the headcount sheet that prices the proposal
Change a headcount in Wen's pricing sheet, or pick another prospect, and watch the connected lines follow. Then tick the HR modules as Nadia would, sign as both directors and pay the set-up fee.
Wen Tan's view · the pricing sheet in the editor Demo · fictional data
48| Row | A | B | C |
|---|---|---|---|
| 1 | What | Value | Basis |
| 2 | Employees paid weekly | Typed in, or written by Zapier from your CRM | |
| 3 | Employees paid fortnightly | Typed in, or written by Zapier | |
| 4 | Employees paid monthly | Typed in, or written by Zapier | |
| 5 | Employees | 86 | |
| 6 | Payslips a month | 276 | 52 weekly, 26 fortnightly runs a year |
| 7 | Rate per payslip | $6.40 | Your rate card, by volume |
| 8 | Payroll processing a month | $1,766.40 | → Processing line · unit price |
| 9 | Processing line description | Payroll processing · 86 employees, about 276 payslips a month | → Processing line · description |
| 10 | HR advice line a month | $387.00 | → HR advice line · unit price |
| 11 | Leave & timesheet admin a month | $154.80 | → Leave admin line · unit price |
| 12 | Set-up fee | $2,232.00 | → Set-up line · unit price |
| 13 | |||
| 14 | Monthly total from the proposal | Price table$2,153.40 | ← The price table's monthly total |
| 15 | Per employee per month | $25.04 | For your margin check |
| 16 | First-year value | $28,072.80 | Estimate · ex tax |
| Row | A | B | C |
|---|---|---|---|
| 1 | Payslips a month | Rate | Note |
| 2 | 0 | $7.50 | Payslips a month from 0 |
| 3 | 100 | $6.90 | From 100 |
| 4 | 250 | $6.40 | From 250 |
| 5 | |||
| 6 | Per employee, monthly | ||
| 7 | HR advice line | $4.50 | Per employee |
| 8 | Leave & timesheet admin | $1.80 | Per employee |
| 9 | Policy & handbook upkeep | $95.00 | Flat, a month |
| 10 | Set-up, base | $1,200.00 | Once |
| 11 | Set-up, per employee | $12.00 | Once |
- Typed in
- Your rate card
- Connected to a price line
- From the price table
- Estimate
Connected cells
- Headcount!B8 → Processing line · unit price $1,766.40
- Headcount!B9 → Processing line · description 86 employees
- Headcount!B10 → HR advice line · unit price $387.00
- Headcount!B12 → Set-up line · unit price $2,232.00
- Price table total → Headcount!B14 $2,153.40
Nadia Ferris's view · the proposal
Payroll & HR outsourcing proposal
Payroll & HR support for Brightwater Bakeries
Both sign, then pay the set-up fee
- Nadia FerrisOperations director Signed
- Owen LeckieFinance manager Signed
Both signed · set-up fee paid
Set-up fee inc tax$2,455.20Paid via Stripe on signing · demo, nothing charged
Signed online · certificate of authenticity attached
A demo with a fictional business: nothing is sent, stored or charged. The formulas and rates are the bureau's own; QuoteCloud runs the sheet but doesn't calculate pay, tax or payroll. Headcounts can be typed in, or written into the cells by Zapier from your CRM. Monthly charges are shown in the proposal and invoiced by the bureau; QuoteCloud doesn't bill them.
From a headcount to a signed service agreement
What happens between the first call with a prospect and your onboarding team seeing a signed proposal with the set-up fee paid.
Get the headcount
Type in the employees by pay frequency, or have Zapier write them into the sheet from your CRM deal.
The sheet prices it
Your rate card works out payslips a month, the per-payslip rate and each module, in your pricing sheet.
Lines follow the cells
Connected cells set each line's description and unit price; the monthly total comes back as a per-employee figure.
The client chooses
They tick the HR modules they want, ask questions in comments and see the monthly charges set out.
Sign and pay the set-up
Both directors sign online and the set-up fee is paid on signing through Stripe or PayPal.
Your AI assistant drafts it. Your consultant decides.
Connect an AI assistant through QuoteCloud's MCP service (Essentials and up) and it can be set up to turn the data you already hold into a draft proposal or audit report, ready for review.
1 The request
Draft a payroll and HR proposal for Brightwater Bakeries from the CRM deal: 86 staff, three pay frequencies, HR advice wanted.
Illustrative request
2 What it may read
- Your CRMThe deal: 48 weekly, 26 fortnightly, 12 monthly, HR advice wanted
- QuoteCloud templatesPayroll & HR outsourcing proposal
- Content library & catalogueYour approved service wording and price lines
3 What it can be set up to do
- Finds Brightwater Bakeries in QuoteCloud
- Creates a draft from your payroll proposal template
- Adds the price lines from your catalogue
- Writes a short summary of the client's set-up for you to edit
- Checks your approval rule: no discount, so none needed
Your AI assistant · QuoteCloud's MCP service
4 The draft in QuoteCloud
Payroll & HR support for Brightwater BakeriesAP-3104 · Ashgrove People & Payroll
- Payroll processing · 86 employees
- HR advice line · 86 employees
- Onboarding & payroll set-up
$2,153.40 / month
Draft · for Jonah to review
- Jonah checks the headcount and the sheet
- Sends it from QuoteCloud
- Nadia and Owen sign; the set-up fee is paid
1 The request
Draft the HR health check report for Larchmont Dental from their completed questionnaire, with the fixes priced as options.
Illustrative request
2 What it may read
- Forms block answersThe health-check questionnaire Larchmont completed inside a QuoteCloud document
- QuoteCloud templatesHR health check report & remediation quote
- Your findings libraryApproved finding and recommendation wording, fix prices
3 What it can be set up to do
- Reads the 24 answers in the completed Forms block
- Creates a draft from your audit report template
- Suggests a rating and finding per area from your library
- Adds the matching fixes as optional price lines
- Leaves every rating marked for your review
Your AI assistant · QuoteCloud's MCP service
4 The draft in QuoteCloud
HR health check & recommended fixesAP-A-0217 · Ashgrove People & Payroll
- 6 areas rated · 1 gap, 3 needs work
- Employment contracts refresh
- Policy handbook update
$4,250 + tax selected
Draft · for Rafael to review
- Rafael confirms each rating and finding
- Sends the report with the fixes as options
- Elise ticks the fixes, signs and pays the deposit
- Drafts onlyIt creates documents as drafts; a person reviews them.
- Nothing sent by itselfYour consultant sends, never the assistant.
- Approvals still applyYour discount and value rules route as usual (Business).
- Reads what it's allowedYou decide which data and actions it can use.
Illustrative: what an assistant connected through QuoteCloud's MCP service can be set up to do, depending on how you design and authorise it. The steps are examples, not named QuoteCloud tools; the requests and data are fictional. Read QuoteCloud's article on when and why to implement an MCP AI service.
Send your next payroll proposal from QuoteCloud
Free for 14 days, no credit card required. Send us your rate card spreadsheet and current proposal and we'll convert one template for you during the trial.
The documents an HR & payroll firm sends every month
Not just the first proposal: the audits, packs, agreements and renewals that keep a client, each one a QuoteCloud document the client reads, signs and can pay on.
Findings by area
OverallFair
- 2 good
- 3 needs work
- 1 gap
-
Employment contracts & lettersNeeds work
Contracts for 9 of 24 roles use an older version without current hours and leave clauses.
Fix: Employment contracts & letters refresh
-
Workplace policiesGap
No written policy on bullying and harassment, social media or working from home.
Fix: Policy handbook (8 policies)
-
OnboardingNeeds work
Induction is verbal; no signed checklist or policy acknowledgement.
Fix: Onboarding checklist & acknowledgement pack
-
Leave & time records processGood
Leave requests and approvals are kept in one system and reconciled monthly.
-
Payroll set-up & pay records processGood
Pay data is approved by the practice manager before each run.
-
Performance & conduct processNeeds work
Reviews happen, but the process for a concern is not written down.
Fix: Managers' conduct & performance workshop
Ashgrove's assessment against your local employment obligations, from your questionnaire and a document review. It is general HR guidance, not legal advice.
Recommended fixes · tick the ones you want
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Recommended fixes Tick to add | |||
| 1 fixed | $1,850 | $1,850.00 | |
| 1 fixed | $2,400 | $2,400.00 | |
| 1 fixed | $950 | $950.00 | |
| 1 fixed | $1,650 | $1,650.00 | |
- Subtotal
- $4,250.00
- Tax (10%)
- $425.00
- Total
- $4,675.00
- Plus, monthly
- $0.00/mo
- Deposit on signing (50%)
- $2,337.50
Accept, sign and pay
Elise Marr · Practice manager, Larchmont Dental Group
Signed online · Wed 21 Oct 2026
Deposit on signing (50%)
$2,337.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
An HR health check that ends in a decision
Rafael rates six areas from Larchmont's questionnaire and a document review. Each finding links to a fix priced as an option; Elise ticks the two she wants, signs and pays a 50% deposit.
- Ratings and findings in your words
- Fixes as optional lines
- Your assessment, never legal advice
Monthly charges
| Service | Basis | Per month |
|---|---|---|
| Payroll processing | About 276 payslips · $6.40 each | $1,766.40 |
| HR advice line | 86 employees · $4.50 each | $387.00 |
- Monthly
- $2,153.40
- Term
- 12 months · $25,840
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
Key terms
- Pay-run cut-offsYou approve pay data two business days before each pay day; we process and return payslips and reports by pay day.
- Your dataYou remain responsible for the accuracy of the pay data you approve. We process it in our payroll system under our data-handling policy.
- ChargesMonthly charges are invoiced by Ashgrove monthly in arrears and follow your headcount, reviewed with you each quarter.
- HR adviceGeneral guidance on your local employment obligations. Where specialist legal advice is needed, we will say so.
- TermTwelve months from the start date. Any renewal is a new agreement you sign; nothing renews by itself.
Accept and sign
2 of 2 signed
- Nadia FerrisOperations director, Brightwater SignedThu 29 Oct 2026
- Imogen HartManaging director, Ashgrove SignedThu 29 Oct 2026
Agreement summary
- Monthly
- $2,153.40 + tax
- Term
- 12 months
- Expires
- Sun 31 Oct 2027
Certificate of authenticity and audit trail attached
The agreement, with the monthly charges set out
The services and charges agreed in the proposal, as a twelve-month agreement both sides sign. The monthly charges are shown for the term; Ashgrove invoices them, QuoteCloud doesn't bill them.
- Several signers
- Certificate of authenticity
- An expiry date, nothing renews by itself
What's in your pack
Assembled from Ashgrove's content library
- 01Staff handbookHandbook · 14 pagesTailored
- 02Code of conductPolicyFrom library Locked
- 03Bullying & harassmentPolicyFrom library Locked
- 04Leave & time offPolicyTailored
- 05Hybrid & remote workPolicyTailored
- 06Social mediaPolicyFrom library Locked
- 07Conflict of interestPolicyFrom library Locked
- 08Overtime & on-callPolicyNew
Locked blocks keep the wording we stand behind (content locking, Business). Tailored sections are written for Halcyon and open to your comments.
Review and sign off
Tomas Rey · Co-founder & COO
Signed online · Thu 22 Oct 2026
Sign-off summary
- Documents
- 8 policies + handbook
- Comments
- 2 resolved
- Signed off
- Thu 22 Oct 2026
Certificate of authenticity and audit trail attached
Eight policies and a handbook, signed off in one place
Halcyon's pack is assembled from Ashgrove's content library: the wording Ashgrove stands behind is locked, the tailored sections are open to Tomas's comments, and he signs off the lot.
- Content library: Essentials and up
- Locked blocks: Business
- Comments, then sign-off
Your renewal, priced for 210 people
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly services | $0 | ||
Payroll processing · 210 employees, about 757 payslips a monthWas 196 employees · $6.40 a payslip
|
Monthly | $4,844.80 | $4,844.80/mo |
HR advice line · 210 employees$4.50 per employee
|
Monthly | $945 | $945.00/mo |
| New site | $1,488 | ||
Northgate cross-dock set-up · 24 employees$1,200 + $12 per employee
|
1 once | $1,488 | $1,488.00 |
- Subtotal
- $1,488.00
- Tax (10%)
- $148.80
- Total
- $1,636.80
- Monthly charges from 1 Nov 2026
- $5,789.80/mo
Accept and sign
Dev Bhatt · People & culture lead
Signed online · Wed 21 Oct 2026
Agreement summary
- Monthly
- $5,789.80 + tax
- Term
- 12 months
- Starts
- Sun 1 Nov 2026
Certificate of authenticity and audit trail attached
Last year's agreement, revised for this year's headcount
Coppergate has grown from 196 to 210 people and opens a new site in December. Revise last year's document, let the new headcount reprice the lines, and send it before the expiry date the Expiring Soon filter is showing you. Nothing renews without a signature.
- Expiry dates and the Expiring Soon filter
- Revise last year's document
- Bulk send for rate changes
Deep discounts wait for the managing director
Set approval rules on a discount percentage or on total value. Jonah offered Brightwater 12% off processing for a two-year term, over the 10% limit, so the proposal sits In Review until Imogen approves it.
Business development keeps quoting at the speed of the conversation; the margin decision stays with the people who own it.
- Triggers: discount % or total value
- In Review until approved
- Then sent to the client
Approval workflow: Business plan
Approval workflowDocument workflow
In ReviewTriggered when Discount percentage greater than 10%
- Imogen HartManaging directorWaiting
Payroll proposals: discounts over 10% need the managing director
- Jonah Pike applied a 12% discount to payroll processing for a 24-month term
- Sent for review automatically · Tue 20 Oct, 2:05 pm
Approval workflow · Business plan
What changes when the rate card lives in the proposal
The jobs an HR & payroll firm does every week, before and after QuoteCloud.
Built around how HR and payroll services are sold
The same sheet, documents and signatures, set up for each kind of people business.
Payroll bureaus
Per-payslip pricing for every pay frequency, with a set-up fee paid on signing.
Payroll proposalsOutsourced HR providers
Service tiers clients compare, and agreements with the monthly charges set out.
HR service tiersPEO & employer-of-record style providers
Per-employee proposals for many sites, and renewals priced for this year's headcount.
RenewalsHR consultancies
Audits, policy packs and project proposals, each ending in a signature.
HR audits
Connected to your CRM, accounts and AI assistant
Zapier can write a deal's headcounts into the pricing sheet and create proposals from your template; the API and Make also create documents, on Essentials and up. HubSpot and Zoho connect through Zapier, Pipedrive through Zapier or Make; Xero and QuickBooks Online are native on Business, otherwise through Zapier.
- AI Your AI assistantDrafts for review · QuoteCloud's MCP service, Essentials and up
-
HubSpotCRM · via Zapier
- Pd PipedriveCRM · via Zapier or Make
- Zo Zoho CRMCRM · via Zapier
-
XeroAccounting · native on Business, otherwise Zapier
-
QuickBooks OnlineAccounting · native on Business, otherwise Zapier
-
StripeSet-up fees and deposits paid on signing
-
PayPalSet-up fees and deposits paid on signing
- Za ZapierHeadcounts into the sheet · signed and paid events out
- Mk Make.comScenarios with routing
- Sl SlackAlerts for document updates, comments and actions
-
Microsoft TeamsAlerts for document updates, comments and actions
HR templates, ready for your rate card
Real QuoteCloud templates for HR proposals, employment contracts and workplace policies. Add your pricing sheet, content library and payment step, and send.
- Proposal template HR Services Proposal (178) An HR services proposal to set out your scope, team and fees for an outsourced HR or payroll client. View template
- Proposal template Human Resources Proposal (69) A human resources proposal for staffing, HR support and people-management services. View template
- Contract template Employment Contract (66) An employment contract layout covering role, pay, confidentiality and ending employment, for you to adapt to your local obligations. View template
- Policy template Paid Time Off Policy (84) A leave policy framework: annual, personal and other leave, and how staff request it. View template
All QuoteCloud templates Templates for HR & payroll services
Everything an HR & payroll firm sends
From the first headcount to the renewal, for payroll bureaus, outsourced HR providers and HR consultancies.
-
Payroll outsourcing proposalsPer-payslip and per-employee pricing, modules the client ticks, a set-up fee paid on signing and the monthly charges set out.Explore
-
HR compliance audits & remediation quotesA health-check questionnaire, the audit report with ratings and findings, and the fixes priced as options the client signs for.Explore
-
AI-drafted proposals & audit reports with MCPConnect your AI assistant through QuoteCloud's MCP service and have it draft proposals and audit reports for a consultant to review.Explore
- Headcount pricing calculatorsYour pricing spreadsheet as a block in the proposal: headcounts by pay frequency set the lines, the total comes back per employee.
- HR service tiers & retainersPayroll only, payroll with HR advice, or a full HR partner: tiers the client compares and chooses inside the proposal.
- Policy & handbook packsPolicies assembled from your content library, locked where they must not change, sent for the client to review and sign off.
- Client onboarding packsEverything a new client signs and fills in to start: authority forms, a set-up questionnaire and the go-live plan.
- HR & payroll service agreementsScope, service levels in your words, monthly charges and terms, signed by two directors with a certificate of authenticity.
- Renewals & headcount changesAgreements nearing expiry in one list, renewal offers revised for this year's headcount, and price changes signed, not emailed.
- CRM, accounting & automationHubSpot, Pipedrive, Xero, QuickBooks, Zapier, Make and the API, connected the way each one really connects.
- HR & payroll templatesReal QuoteCloud HR proposal, employment contract and workplace policy templates to start from.
- QuoteCloud implementation for HR & payroll firmsYour rate card rebuilt as a spreadsheet block, your policy library loaded, payments connected and consultants trained.
- FAQAnswers to the questions payroll bureaus, outsourced HR providers and HR consultancies ask most.
HR & payroll proposal questions, answered
Does QuoteCloud run payroll or store employee records?
No. QuoteCloud is where you write, price and sign your client documents: proposals, audit reports, policy packs and service agreements. Payroll runs in your own payroll system and employee records stay there. Your proposals only need headcounts by pay frequency, never names or pay details.
Can we price payroll per employee or per payslip?
Yes. Put your rate card in a Spreadsheet block inside the proposal template. Headcounts by pay frequency work out payslips a month and the rate per payslip; connected cells set each price line's description and unit price, and the monthly total comes back into a cell as a per-employee figure. The Spreadsheet block is on Essentials and up.
Can our CRM fill in the headcount automatically?
Zapier can write values into Spreadsheet block cells, so a deal's headcounts can land in the pricing sheet and the connected lines follow. Zapier, Make and the QuoteCloud API can also create documents from your template with data items and price rows, on Essentials and up, with a per-document fee for API and Zapier documents.
What can an AI assistant do with QuoteCloud's MCP service?
QuoteCloud's MCP service, on Essentials and up, lets an AI assistant work with QuoteCloud. Depending on how you set it up, it can find a client, create a draft from your template, add catalogue lines or draft a section. Keep it to drafts a consultant reviews: approvals still apply and nothing is sent without a person.
Does QuoteCloud bill our monthly service fees?
No. Monthly charges are shown in the proposal and the service agreement so the client agrees to them, but you invoice them from your own accounting system. What QuoteCloud can collect is a payment on signing, such as your set-up fee or a deposit, as a percentage or fixed amount through Stripe or PayPal.
Can we send an HR audit report with a quote for the fixes?
Yes. Write the report in QuoteCloud with your ratings and findings, then add each recommended fix as an optional price line. The client ticks the fixes they want, signs and can pay a deposit in the same document. A Forms block can collect the questionnaire answers first, inside a document.
Does QuoteCloud give employment-law or compliance advice?
No. The ratings, findings, policies and advice in your documents are your firm's, written against your client's local employment obligations. QuoteCloud provides the document, the content library that keeps your approved wording consistent, and the signature. It doesn't check your documents against any law.
Which QuoteCloud plan does an HR or payroll firm need?
Essentials covers the Spreadsheet block, Forms block, MCP service, content library, product library, API and Zapier, and payments on signing. Business adds approval workflows, content locking, version history, Gantt charts, the AI Co-Worker in the editor and native CRM and accounting integrations. eSignatures are on every plan.
Your next payroll proposal, priced by your own rate card
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