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Payroll outsourcing proposals priced per payslip

Pay frequencies, payslip volumes, modules and a set-up fee in one proposal your prospect reads, ticks, signs and pays on.

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With QuoteCloud a payroll bureau sends one proposal that prices every pay run per payslip, offers HR modules as options the client ticks, shows the monthly charges it will invoice, and collects the set-up fee when both directors sign. QuoteCloud doesn't run the payroll.

Last reviewed by the QuoteCloud team

A drawing of a fictional bureau's pricing for a fictional client, Brightwater Bakeries: three pay-run lanes carry a month of payslip stacks. The weekly lane has four stacks for 48 staff, the fortnightly lane two stacks for 26 and the monthly lane one stack for 12. All three run into a processing block, the bureau's per-payslip line at $6.40, which feeds the proposal AP-3104. Under it the month is worked out: 48 × 52 ÷ 12 = 208, 26 × 26 ÷ 12 = 56.3 and 12 × 1 = 12, so 276 payslips × $6.40 = $1,766.40 a month for the processing line.

A payroll outsourcing proposal, block by block

Jonah's proposal to Brightwater Bakeries, read the way Nadia and her finance manager read it: who it's for, what every pay run costs, what's optional, and how they sign and pay the set-up fee.

  1. Rep edits

    A cover written for their sites and pay runs

    Jonah starts from the bureau's payroll proposal template. The intro speaks to Brightwater's bakehouse, two shops and head office, and the three pay frequencies they run, before a single price appears.

    Ashgrove People & PayrollPayroll & HR outsourcing proposal AP-3104 Sample · fictional business
    A baker sliding loaves into a brick oven

    Payroll & HR outsourcing proposal

    Payroll & HR support for Brightwater Bakeries

    Prepared for Nadia Ferris · Brightwater Bakeries Co. · Prepared Tue 20 Oct 2026 · Valid until Tue 3 Nov 2026

    Your bakehouse, two shops and head office run three pay frequencies. We'll run every pay run, answer your managers' HR questions and take the set-up off your hands. Pick the HR modules you want, then sign.

  2. Client chooses

    Every pay run priced per payslip

    The processing line takes its description and unit price from the bureau's pricing sheet: about 276 payslips a month at $6.40. HR modules sit underneath as optional rows the client ticks, and the set-up fee is a one-off line paid on signing. Monthly charges are shown for the client to see; the bureau invoices them.

    Pricing table and Spreadsheet block: Essentials and up

    Your services, priced

    ItemBillingUnit price
    Payroll · every pay run
    Payroll processing · 86 employees, about 276 payslips a monthWeekly, fortnightly and monthly pay runs · $6.40 a payslip
    		Monthly $1,766.40/mo
    HR modules Tick to add
    		 Monthly $387.00/mo
    		Monthly $154.80/mo
    		Monthly $95.00/mo
    Getting started
    Onboarding & payroll set-up · 86 employees$1,200.00 + $12.00 per employee: data import, a parallel first run
    		Once $2,232.00
    Monthly
    Services
    $2,153.40
    Tax (10%)
    $215.34
    Monthly inc tax
    $2,368.74/mo
    Once, on signing
    Set-up
    $2,232.00
    Tax (10%)
    $223.20
    Paid on signing
    $2,455.20

    Monthly charges are invoiced by Ashgrove under your service agreement. They're shown here; QuoteCloud doesn't bill them.

  3. Questions answered inside the proposal

    Owen asks whether the set-up fee can go on the company card. Jonah answers in the comment thread, so the answer stays with the proposal instead of in someone's inbox. The notes set out the parallel first run and how headcount changes are agreed.

    Before your first pay run

    • We run your first pay run in parallel with your current process and compare every payslip total before go-live.
    • Your managers approve hours in your own timesheet system; we never change pay data without your approval.
    • Monthly charges follow your headcount: we review it with you each quarter and any change comes to you as a signed variation.

    Owen LeckieCan the set-up fee be paid on our company card?

    Jonah PikeYes: pay it by card when you sign, through the payment step at the end of this proposal.

  4. Signed and paid

    Both sign, and the set-up fee is paid

    Nadia and Owen each sign online. The set-up fee, $2,455.20 including tax, is paid on signing through Stripe, and the signed proposal carries a certificate of authenticity.

    Accept, sign and pay

    2 of 2 signed

    • Nadia FerrisOperations director SignedThu 22 Oct 2026
    • Owen LeckieFinance manager SignedThu 22 Oct 2026

    Set-up fee paid on signing (100%)

    $2,455.20

    Paid via StripePay with card or PayPal

    Certificate of authenticity and audit trail attached

  5. What the bureau sees

    Opened, the HR advice line ticked, signed by both directors, the set-up fee paid, and the invoice created in Xero: native on Business, otherwise through Zapier. Your onboarding team knows the moment the work is won.

    Activity

    1. Created from templatePayroll & HR outsourcing proposal · Jonah Pike
    2. Opened by Nadia FerrisTue 20 Oct, 4:12 pm
    3. HR advice line ticked+ $387.00 a month
    4. Signed by Nadia Ferris and Owen LeckieThu 22 Oct · certificate of authenticity
    5. Set-up fee paid via Stripe$2,455.20 inc tax
    6. Invoice created in XeroNative on Business, otherwise via Zapier

The price lines follow your sheet, not a retyped number

In the editor, every connected line shows where its figures come from: the processing line's description from Headcount!B9 and its unit price from B8, the HR advice line from B10, the set-up fee from B12. The monthly total goes back into the sheet at B14, where B15 works out the per-employee figure Jonah checks before he sends.

Each connected line has a quantity of one: the sheet sets its description and unit price, never its quantity. Tick a module here to see the totals and the per-employee figure move.

  • Cells set a line's description and unit price
  • The monthly total comes back into a cell
  • Set-up fee paid on signing; monthly charges invoiced by you

Spreadsheet block: Essentials and up

How headcount pricing sheets work
Ashgrove People & PayrollPayroll & HR outsourcing proposal AP-3104 Editor view · sample data

Your services, priced

ItemBillingUnit price
Payroll · every pay run
Payroll processing · 86 employees, about 276 payslips a monthWeekly, fortnightly and monthly pay runs · $6.40 a payslip Description ← Headcount!B9 Unit price ← Headcount!B8
Monthly $1,766.40/mo
HR modules Tick to add
 Monthly $387.00/mo
Monthly $154.80/mo
Monthly $95.00/mo
Getting started
Onboarding & payroll set-up · 86 employees$1,200.00 + $12.00 per employee: data import, a parallel first run Unit price ← Headcount!B12
Once $2,232.00
Monthly
Services
$2,153.40
Tax (10%)
$215.34
Monthly inc tax
$2,368.74/mo
Once, on signing
Set-up
$2,232.00
Tax (10%)
$223.20
Paid on signing
$2,455.20

Monthly total → Headcount!B14 Per employee $25.04 a month

Monthly charges are invoiced by Ashgrove under your service agreement. They're shown here; QuoteCloud doesn't bill them.

What a payroll outsourcing proposal has to answer

Prospects compare bureaus line by line. These are the questions a QuoteCloud payroll proposal answers before they ask.

  • What does each pay run cost?

    Per-payslip or per-employee pricing across weekly, fortnightly and monthly runs, worked out by your own rate card.

  • What can we add?

    HR advice, leave admin and policy upkeep as optional rows, so the client builds the service they want.

  • What will we pay each month?

    Repeating price items with a Monthly column and the total, with a note that you invoice them under the service agreement.

  • What do we pay to start?

    The set-up fee as a one-off line, paid by card on signing through Stripe or PayPal, as a percentage or the full amount.

  • Who needs to sign?

    Several signers, such as the operations director and the finance manager, each signing online, with a certificate of authenticity.

  • Who approved this price?

    Discounts over your limit wait for a manager before the proposal goes out: approval workflow on the Business plan.

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Brightwater Bakeries · sample proposal

86 staff, three pay frequencies, one monthly figure

Payroll for every run plus the HR advice line Nadia ticked, before tax and the set-up fee. Change a headcount in the sheet and this number, and the per-employee figure, follow.

$2,153.40 a month + tax · fictional sample data

How a bureau sends a payroll proposal in QuoteCloud

From the discovery call to a signed proposal with the set-up fee paid.

  1. Start from your template

    Pick the payroll proposal template with your cover, scope, pricing sheet and terms already in it.

  2. Enter the headcount

    Type the employees by pay frequency into the sheet, or have Zapier write them in from your CRM deal.

  3. Check the figures

    The connected lines reprice; check the per-employee figure and adjust the HR modules you offer.

  4. Send and track

    Send it from QuoteCloud and see when it's opened and which modules the client ticks.

  5. Signed and paid

    Both directors sign online and the set-up fee is paid on signing; onboarding starts.

Start from a real QuoteCloud HR proposal template

Add your pricing sheet, HR modules and payment step to a proposal template, then save it as your payroll proposal.

All QuoteCloud templates Templates for HR & payroll services

Payroll proposal questions, answered

Can a payroll proposal price per payslip and per employee?

Yes. Put your rate card in a Spreadsheet block inside the proposal template: headcounts by pay frequency work out payslips a month and your rate per payslip, and connected cells set each line's description and unit price. Per-employee modules such as an HR advice line work the same way. The Spreadsheet block is on Essentials and up.

Does QuoteCloud bill the monthly payroll charges?

No. Monthly charges are shown in the proposal and the service agreement as repeating price items, with a monthly total, so the client knows what they will pay. Your bureau invoices them, for example from Xero or QuickBooks. QuoteCloud collects a payment on signing, such as the set-up fee.

Can the client choose which HR modules they want?

Yes. Put each module, such as HR advice, leave and timesheet admin or policy upkeep, in an optional group of the price table. The client ticks the ones they want and the monthly total updates. You see what they ticked in the document's activity.

How is the set-up fee paid?

Set the payment on signing to 100% of the one-off lines, or a fixed amount, and connect Stripe or PayPal. When the client signs, they pay the set-up fee by card in the same step. Payments are on Essentials and up.

Can two directors sign the proposal?

Yes. Add several signers, such as an operations director and a finance manager. Each signs online, and the signed document carries a certificate of authenticity. eSignatures are on every plan.

Does QuoteCloud run the payroll or calculate pay?

No. QuoteCloud is where you price, send and sign the proposal. The pricing sheet uses your own rates and formulas to price your services; it doesn't calculate anyone's pay or tax. Payroll runs in your own payroll system.

More questions from HR & payroll firms

More for payroll bureaus and HR providers

The sheet behind the price, the tiers clients choose between, and the agreement that follows.

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