Renewals priced for this year's headcount
Agreements nearing expiry in one list, last year's document revised for the new headcount, and the change signed.
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QuoteCloud shows HR and payroll providers every agreement nearing its expiry date in the Expiring Soon filter. Revise last year's document, let the new headcount reprice the lines through the pricing sheet, and send it for signature; rate changes can go to many clients with bulk send. Nothing renews by itself.
Last reviewed by the QuoteCloud team
A QuoteCloud documents list on the Expiring Soon filter for a fictional business, Ashgrove People & Payroll: four service agreements expire in the next 30 days. Coppergate Logistics' payroll and HR agreement AP-SA-2290 expires Sat 31 Oct, in 7 days, with its renewal already sent; Moss & Vale Nurseries in 12 days, Larchmont Dental Group in 21 days and Fairlie Joinery in 28 days, all signed.
Ninety days from expiry to a signed renewal
Coppergate's agreement ends on 31 October. This is Ashgrove's own renewal routine, drawn by us: QuoteCloud shows which agreements are due and holds the documents; the team makes the calls.
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90 days
Ask for this year's headcount
Wen asks Dev for staff by pay frequency and any new sites. Coppergate is up from 196 to 210 people, with a cross-dock opening.
Headcounts only -
60 days
Revise last year's document
Jonah revises AP-SA-2290: new headcounts into the pricing sheet, and the connected lines follow.
Revise last version -
30 days
Due in Expiring Soon, sent
The agreement shows in the Expiring Soon filter beside the other renewals due this month, and Jonah sends the renewal.
Expiring Soon Essentials and up -
7 days
Follow up
Jonah sees that Dev has opened the renewal and answers his questions in comments.
Tracking -
Expiry
Signed before the old one ends
Dev signs the renewal. No signature, no renewal: the old agreement simply expires.
eSignature
Illustrative timing for a fictional client. QuoteCloud doesn't send reminders, re-price agreements or renew them by itself.
The renewal, priced for 210 people
Last year Coppergate had 196 people. This year it has 210 and opens the Northgate cross-dock in December. The renewal says so in its first line, and every figure follows from the headcount Dev confirmed.
Payroll processing moves to about 757 payslips at the $6.40 volume rate, $4,844.80 a month. The HR advice line follows the new headcount, and a one-off set-up line covers the 24 people at the new site. The monthly charges are shown from 1 November; Ashgrove invoices them, and the set-up is invoiced too, so there's no payment on signing in this one.
- Last year's document, revised
- Each change explained on its line
- Monthly charges shown, invoiced by you
- Signed before the old agreement expires
Renewal offer
Your renewal for 2027
Your team has grown from 196 to 210 people and the Northgate cross-dock opens in December. Here is your renewal, priced for the headcount you have now.
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
This year's headcount goes into the same sheet
Coppergate's renewal uses the pricing sheet in Ashgrove's template. Wen types this year's staff by pay frequency into the three blue cells: 150 weekly, 40 fortnightly and 20 monthly. The sheet works out 757 payslips, finds the volume rate on the Rates tab and sets the processing line's description and unit price.
Headcounts can also be written into the cells by Zapier from your CRM. Quantities stay on the price lines as usual, and the rates and formulas are your own: QuoteCloud runs the sheet but calculates no pay or tax.
- Headcounts typed in, or written by Zapier
- Cells set the lines' descriptions and unit prices
- Spreadsheet block: Essentials and up
Pricing sheet · this year's headcount
=B6*B7| Row | A | B | C |
|---|---|---|---|
| 1 | What | Value | Basis |
| 2 | Employees paid weekly | 150 | Typed in, or written by Zapier from your CRM |
| 3 | Employees paid fortnightly | 40 | Typed in, or written by Zapier |
| 4 | Employees paid monthly | 20 | Typed in, or written by Zapier |
| 5 | Employees | 210 | |
| 6 | Payslips a month | 757 | 52 weekly, 26 fortnightly runs a year |
| 7 | Rate per payslip | $6.40 | Your rate card, by volume |
| 8 | Payroll processing a month | $4,844.80 | → Processing line · unit price |
| 9 | Processing line description | Payroll processing · 210 employees, about 757 payslips a month | → Processing line · description |
| 10 | HR advice line a month | $945.00 | → HR advice line · unit price |
| 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
This year's rate review, sent to every client at once
Ashgrove's yearly rate review goes to the six payroll clients renewing in November and December from one template. Bulk send makes a personalised copy for each client, and the list shows who has received, opened and signed theirs.
Each client reads their own figures, asks questions in comments and signs their own copy. Nothing changes for a client until they sign.
- One template, personalised copies
- Sent, opened and signed, per client
- Bulk send: Essentials and up, volume-based costs
- Dev Bhatt · Coppergate Logisticsdev.bhatt@example.com AcceptedSigned Wed 21 Oct
- Moss & Vale Nurseriesoffice@mossvale.example.com OpenedOpened twice
- Larchmont Dental Groupelise.marr@example.com OpenedComment: new hygienist starts in Jan
- Fairlie Joineryaccounts@fairlie.example.com SentSent Mon 19 Oct
- Halcyon Roboticstomas.rey@example.com AcceptedSigned Tue 20 Oct
- Wren & Pike Floristshello@wrenpike.example.com SentSent Mon 19 Oct
- Sent
- 6
- Opened
- 4
- Accepted
- 2
What changes at renewal time
The renewal jobs a payroll bureau or outsourced HR provider does every month, before and after QuoteCloud.
Put this year's renewals in one list
Free for 14 days, no credit card required. Bring last year's agreement and we'll convert one template for you during the trial.
No silent roll-overs
Every renewal is a document the client signs
QuoteCloud never renews an agreement or raises a price by itself. Your team decides the new terms, the client sees them and signs, and both of you have the record.
Renewal quotesRenewal questions
How do we see which payroll agreements are about to expire?
Give each service agreement an expiry date. The Expiring Soon filter in your documents list then shows every agreement nearing its date, so renewals become a monthly routine instead of a scramble. Expiry dates and the Expiring Soon filter are on Essentials and up.
Do we have to rebuild the renewal from scratch?
No. Revise last year's document: update the headcounts in the pricing sheet, let the connected lines follow, explain the changes on the lines and send it. On Business, version history keeps the earlier versions alongside the new one.
Can we send an annual rate change to every client at once?
Yes. Bulk send sends one template as personalised copies to many clients, each tracked and signed separately. Bulk send is on Essentials and up and has volume-based costs. Each client still decides and signs their own copy.
Will QuoteCloud renew or re-price agreements automatically?
No. Nothing renews by itself, QuoteCloud doesn't send reminders and it never changes a price on its own. Your team revises the document, the client sees the new terms and signs. Without a signature the old agreement simply reaches its expiry date.
What if headcount changes in the middle of the term?
Send the change as its own signed document, for example a revised agreement or a short variation priced from the same sheet. The client signs it and you invoice the new monthly charges from your accounting system; QuoteCloud doesn't bill them.
Everything an HR & payroll firm sends
Renewals close the loop that the first proposal and the service agreement start.
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HR & payroll service agreementsScope, service levels in your words, monthly charges and terms, signed by two directors with a certificate of authenticity.Explore
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Headcount pricing calculatorsYour pricing spreadsheet as a block in the proposal: headcounts by pay frequency set the lines, the total comes back per employee.Explore
- 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.
- 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.
- 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.
Your next renewal, priced for the headcount they have now
Free for 14 days. No credit card required.