Rolling out QuoteCloud in an HR & payroll firm
A sample plan: the rate card as a sheet, the templates and library, payments, automation and the MCP assistant, then training.
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A typical QuoteCloud rollout for an HR or payroll firm rebuilds the rate card as a Spreadsheet block in the proposal template, loads policies into the content library, connects Stripe or PayPal for set-up fees, sets up Zapier from the CRM and, if wanted, an AI assistant through MCP. The timings shown are sample planning.
Last reviewed by the QuoteCloud team
The cover of a fictional payroll proposal template from Ashgrove People & Payroll, behind a rollout checklist titled "Ashgrove's rollout, sample plan, four weeks". Its items tick off one by one: rate card imported from .xlsx into a Spreadsheet block (week 1); cells connected to price lines' descriptions and unit prices with the total brought back to B14 (week 1); policy library loaded as company content with approved policies locked (week 2); Stripe connected for set-up fees paid on signing (week 2); a CRM zap writing headcounts into the sheet and an approval rule for discounts over 10% (week 3); consultants trained and first proposals sent (week 4).
Proposals first, then packs, then automation
A sample plan for a fictional bureau with eight consultants. Timings are planning, not a promise: yours depend on your rate card, your library and how much you automate.
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Phase 1, Week 1
Rebuild the rate card as a sheet
- You bring
- The Excel rate card your team prices from today, your service price list as a CSV, and three recent proposals to test against.
- QuoteCloud gives you
- Import of the .xlsx into a Spreadsheet block with its tabs and formulas; cells connected to price lines' descriptions and unit prices; the monthly total brought back into a cell.
- Done when
- The block gives the same monthly figures as your spreadsheet for those three prospects.
Spreadsheet block: Essentials and up
Headcount pricing calculators -
Phase 2, Week 1
Build the proposal and agreement templates
- You bring
- Your current payroll proposal, service agreement and branding.
- QuoteCloud gives you
- One free template conversion during the trial, HR modules as optional lines, and a set-up fee paid on signing.
- Done when
- A consultant can create a priced proposal from the template in minutes.
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Phase 3, Week 2
Load the policy library
- You bring
- Your approved policies, handbook sections and audit wording.
- QuoteCloud gives you
- Company content library folders, role permissions, and locked blocks for wording that must not change.
- Done when
- A policy pack can be assembled from library blocks with the approved wording locked.
Content libraries: Essentials and up · locking: Business
Policy packs -
Phase 4, Week 2
Connect payments
- You bring
- A Stripe or PayPal account and your rules for set-up fees and audit deposits.
- QuoteCloud gives you
- A payment on signing as a percentage, a fixed amount or the full one-off amount.
- Done when
- A test proposal signed by your own team has had its set-up fee paid.
Payments: Essentials and up
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Phase 5, Week 3
Automate the hand-offs and set approval rules
- You bring
- Your CRM fields, your discount limits and who approves.
- QuoteCloud gives you
- Zapier writing headcounts into the sheet and creating drafts; approval rules on discount % or total value.
- Done when
- A discount over 10% waits for the managing director before it can be sent.
Approval workflow: Business
CRM, accounting & automation -
Phase 6, Week 4
Train consultants and go live
- You bring
- Your consultants and a practice prospect.
- QuoteCloud gives you
- A 45-minute training session on paid plans, plus onboarding or professional services if you want more help.
- Done when
- Each consultant has priced, sent and signed a practice proposal.
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Phase 7, Later
Add an AI assistant, if you want one
- You bring
- A clear decision on what it may read and which documents it may draft.
- QuoteCloud gives you
- QuoteCloud's MCP service (Essentials and up), set up to create drafts a consultant reviews.
- Done when
- A draft proposal from an assistant has been checked and sent by a person.
Your rates, formulas and policy wording stay yours. QuoteCloud runs the sheet and holds the content; it doesn't calculate pay or tax or give employment-law advice.
Your service price list, imported by CSV
Ashgrove's services came in as a CSV: payroll processing per payslip, the HR modules per employee, set-up and project blocks. Each column is mapped to a catalogue field (SKU, name, category, price, billing term and a cost only the team sees) and checked before import.
The volume bands stay in the pricing sheet's Rates tab; the catalogue holds the services and their base rates, ready to add to any proposal.
- Columns mapped to catalogue fields
- Rows checked before import
- Costs and margins for the team only
- Product Library: Essentials and up
| Column in your file | Catalogue field | First row |
|---|---|---|
code | SKU | PAY-PROC |
service | Name | Payroll processing, per payslip |
group | Category | Payroll |
rate | Price | $6.40 |
basis | Billing term | Monthly |
cost | Cost (team only) | $3.10 |
14 rows ready to importEvery row has a SKU, name and price
Your volume bands stay in the pricing sheet's Rates tab; the catalogue holds the services and their base rates.
Help with the rollout
Do it yourself with the trial, or bring QuoteCloud in for the parts you'd rather not build.
Free template conversion
One template converted during the trial on Essentials, Business and Enterprise.
Training session
A 45-minute session for your team on paid plans.
Onboarding services
Guided set-up of templates, users and settings. Onboarding services.
Professional services
Custom templates and integrations built for you. Professional services.
Start with your rate card and one proposal
Free for 14 days, no credit card required. Send us both and we'll convert one template for you during the trial.
If you add an AI assistant, you set the boundaries
QuoteCloud's MCP service lets an AI assistant work with QuoteCloud. What it can do depends on how you set it up and authorise it: for example, finding the client, creating a draft from your payroll template and writing a summary section.
Decide what it may read, keep it to headcounts and never employee records, and keep the rules you already have. A draft a consultant discounts by more than 10% still waits for Imogen's approval, and nothing reaches a client until a person sends it.
- Reads only what you allow
- Creates drafts for review
- Approval rules still apply
- Nothing sent without a person
MCP: Essentials and up · approval workflow: Business
When and why to implement an MCP AI serviceDocument 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 the rollout changes for the team
The same week in a payroll bureau, before and after QuoteCloud is set up.
Rollout questions
How long does a QuoteCloud rollout take for a payroll bureau?
It depends on your rate card, your policy library and how much you automate. Our sample plan runs over about four weeks, with proposals first and automation later, but treat it as planning, not a promise. Many firms start sending proposals from the converted template during the trial.
Can we import our Excel rate card?
Yes. The Spreadsheet block imports .xlsx files with their tabs and formulas and is on Essentials and up. Connect cells to price lines' descriptions and unit prices, and bring the price table total back into a cell. Check the block against a few recent proposals before you go live.
What help does QuoteCloud give during set-up?
One template conversion is free during the trial on Essentials, Business and Enterprise, and paid plans include a 45-minute training session. Onboarding services, professional services and premium support are available if you want QuoteCloud to build more of it for you.
Do we need an AI assistant to use QuoteCloud?
No. Everything on these pages works without one. If you want an assistant to draft proposals or audit reports, QuoteCloud's MCP service is on Essentials and up; you decide what it can read, its documents are drafts a person reviews, and approval rules still apply.
Everything an HR & payroll firm sends
What your team will be sending once the rollout is done.
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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
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CRM, accounting & automationHubSpot, Pipedrive, Xero, QuickBooks, Zapier, Make and the API, connected the way each one really connects.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.
- 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.
- Renewals & headcount changesAgreements nearing expiry in one list, renewal offers revised for this year's headcount, and price changes signed, not emailed.
- 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.
- HR & payroll templatesReal QuoteCloud HR proposal, employment contract and workplace policy templates to start from.
- FAQAnswers to the questions payroll bureaus, outsourced HR providers and HR consultancies ask most.
Roll out QuoteCloud one proposal at a time
Free for 14 days. No credit card required.