Headcount pricing sheets inside the proposal
Your rate card as a Spreadsheet block: headcounts by pay frequency set the lines, and the monthly total comes back as a per-employee figure.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
QuoteCloud's Spreadsheet block puts your pricing spreadsheet inside the proposal template. Any cell can set a price line's description and unit price, and a price table total can come back into a cell, so headcounts by pay frequency price the proposal and the per-employee figure follows. Zapier can write the headcounts in from your CRM.
Last reviewed by the QuoteCloud team
A drawing of a fictional bureau's pricing sheet as a slab of cells, its Rates tab behind it and the proposal lying beside it. A formula bar steps through four cells: B6 works out 276 payslips a month from 48 weekly, 26 fortnightly and 12 monthly employees; B7 looks up the rate of $6.40 a payslip on the Rates tab; B8 multiplies them to $1,766.40, which becomes the processing line's unit price in the proposal; and B14 takes the price table's monthly total of $2,153.40 back into the sheet. Under it, the processing line shows its link chips: description from Headcount!B9 and unit price from Headcount!B8.
Every cell that prices the proposal, wired to its line
Wen's pricing sheet on the left, the proposal's price table on the right. Pick a connection, or change a headcount, and follow the figure across.
Wen Tan's pricing sheet Demo · fictional data
=B6*B7| 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
The proposal's price table · editor view
Headcount!B8 $1,766.40 → the processing line's unit price · B9 → its description
A demo with a fictional business: nothing is saved or sent. The formulas and rates are the bureau's own; QuoteCloud runs the sheet but doesn't calculate pay or tax. Each connected line has a quantity of one: a cell sets its description and unit price, never its quantity.
Your rate card stays your rate card
The Rates tab holds the bureau's volume bands and module rates: $7.50 a payslip from zero, $6.90 from 100, $6.40 from 250, plus the per-employee HR advice and leave admin rates and the set-up fee. B7 looks up the band for the month's payslips with XLOOKUP, exactly as it did in the spreadsheet on Wen's laptop.
Bring the workbook in as an .xlsx file, keep its tabs and formulas, and change a rate once in the template. Every new proposal starts from the current rate card.
- Formulas, tabs and .xlsx import
- Volume bands are your own rules, not QuoteCloud pricing tiers
- Change a rate once, in the template
Spreadsheet block: Essentials and up
Pricing sheet
=XLOOKUP(B6,Rates!A2:A4,Rates!B2:B4,,-1)| Row | A | B | C |
|---|---|---|---|
| 1 | What | Value | Basis |
| 2 | Employees paid weekly | 48 | Typed in, or written by Zapier from your CRM |
| 3 | Employees paid fortnightly | 26 | Typed in, or written by Zapier |
| 4 | Employees paid monthly | 12 | 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
The formulas a payroll rate card runs on
The sheet is a full spreadsheet, so the maths you already trust comes with it. These are the cells in Wen's sheet.
SUM the headcount
B5 =SUM(B2:B4) adds weekly, fortnightly and monthly employees: 86 for Brightwater.
ROUND the payslips
B6 =ROUND(B2*52/12+B3*26/12+B4,0) turns pay frequencies into payslips a month: 276.
XLOOKUP the band
B7 finds the rate for that volume on the Rates tab: $6.40 a payslip from 250.
Divide it back
B15 =B14/B5 takes the price table's monthly total back per employee: $25.04, your margin check before sending.
Bring your rate card spreadsheet to the trial
Free for 14 days, no credit card required. Send us the workbook and your proposal and we'll convert one template for you during the trial.
Headcounts written in from your CRM by Zapier
When a deal reaches the proposal stage, a zap can create the document from your payroll proposal template and write the deal's three headcounts into B2, B3 and B4. The sheet does the rest: the connected lines are priced before anyone opens the draft.
The zap doesn't tick the HR modules or choose blocks: the client ticks the modules, and Jonah checks the per-employee figure before he sends. Documents created through Zapier carry a document creation fee.
- Zapier can write values into spreadsheet cells
- The zap never ticks options or chooses blocks
- HubSpot and Zoho connect through Zapier; Pipedrive through Zapier or Make
API & Zapier: Essentials and up
CRM, accounting & automationIllustrative zap · CRM deal to a priced draft
-
Your CRMTrigger
A deal moves to the Proposal stage
- Paid weekly
- 48
- Paid fortnightly
- 26
- Paid monthly
- 12
-
QuoteCloudAction
Create a document from your payroll proposal template
- Client
- Brightwater Bakeries Co.
- Template
- Payroll & HR outsourcing proposal
-
QuoteCloudAction
Write the headcounts into the pricing sheet
- Headcount!B2
- 48
- Headcount!B3
- 26
- Headcount!B4
- 12
-
ResultDraft
The sheet prices the connected lines
- Payslips a month
- 276
- Processing line
- $1,766.40
- HR modules
- Left for the client to tick
Zapier writing values into spreadsheet cells is confirmed; writing cells through the API is not. Documents created through Zapier or the API carry a document creation fee. The zap never ticks the HR modules: the client does.
Put your pricing spreadsheet into a proposal template
Once, in the template. Every proposal after that starts priced.
Import the workbook
Add a Spreadsheet block to the template and import your rate card as an .xlsx file, tabs and formulas included.
Label the inputs
Make the headcounts by pay frequency the only cells a rep types in, or Zapier writes.
Connect the cells
Connect each price cell to its line's unit price, and a text cell to its description.
Bring the total back
Bring the price table's monthly total into a cell and work out the per-employee figure from it.
Lock it down
Lock the block so the rate card can't be edited by mistake: content locking is on Business.
Headcount pricing sheet questions, answered
Can a cell in the spreadsheet set a price line?
Yes. In QuoteCloud's Spreadsheet block any cell can be connected to a price table line's description and unit price, so your formulas price the line. The quantity stays on the line as usual. The Spreadsheet block is on Essentials and up.
Can the price table total come back into the spreadsheet?
Yes. A price table total can be brought back into a cell, so the sheet can work out figures from it, such as the monthly cost per employee or a first-year value, after the client ticks modules.
Can we import our existing rate card spreadsheet?
Yes. The Spreadsheet block is a full spreadsheet with formulas and tabs, and you can import an .xlsx file. Keep your volume bands and module rates on their own tab and look them up from the headcount tab.
Can our CRM fill in the headcounts?
Zapier can write values into spreadsheet cells, so a zap can take the headcounts from a CRM deal and write them into the sheet, for example after creating the proposal from your template. Zapier is on Essentials and up, with a fee per document it creates.
Can we stop reps editing the rates?
Lock the block in the template so the rate card can't be changed by mistake, and keep the headcounts as the inputs a rep fills in. Content locking works on whole blocks and is on the Business plan.
Does the sheet calculate employees' pay?
No. The sheet prices your services from headcounts and your own rates. It never holds employee names or pay, and it doesn't calculate pay, tax or entitlements: that stays in your payroll system.
Where the sheet's figures go next
The proposal it prices, the tiers built on it and the renewal that reprices it.
-
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
-
Renewals & headcount changesAgreements nearing expiry in one list, renewal offers revised for this year's headcount, and price changes signed, not emailed.Explore
- HR service tiers & retainersPayroll only, payroll with HR advice, or a full HR partner: tiers the client compares and chooses inside the proposal.
- 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.
- 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.
- 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.
- 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.
Let your rate card price the next proposal
Free for 14 days. No credit card required.