Service agreements with the monthly charges set out
Scope, service levels in your words, monthly charges and terms, signed by both sides with a certificate of authenticity.
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With QuoteCloud an HR or payroll provider turns the accepted proposal into a service agreement: the services, your service levels, the monthly charges for the term and the key terms, signed online by both directors. The agreement has an expiry date; any renewal is a new document the client signs.
Last reviewed by the QuoteCloud team
Three pages of a payroll and HR service agreement from a fictional business, Ashgrove People & Payroll, to Brightwater Bakeries, fanned out and taking turns at the front. The cover: agreement AP-SA-3104, starting Mon 2 Nov 2026 and expiring Sun 31 Oct 2027. Monthly charges: payroll processing for about 276 payslips at $6.40 each, $1,766.40, and the HR advice line for 86 employees at $4.50 each, $387.00, shown for twelve months. Key terms: pay-run cut-offs, data responsibilities, charges, HR advice and a twelve-month term with nothing renewing by itself.
One agreement, page by page
AP-SA-3104 follows Brightwater's signed proposal: the same services and monthly figures, now as a twelve-month agreement both directors sign.
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Ashgrove People & PayrollPayroll & HR service agreement AP-SA-3104 Sample · fictional business
Payroll & HR service agreement
Payroll & HR service agreement
The services, service levels and monthly charges agreed in proposal AP-3104, for twelve months.
Cover
The agreement, in your branding
Your letterhead, the client, the start date and the expiry date up front. Built from your agreement template, so every client gets the same structure.
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Ashgrove People & PayrollPayroll & HR service agreement AP-SA-3104 Sample · fictional business
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
Monthly charges
Monthly charges, set out for the term
Each repeating charge with its basis: payslips at the volume rate, the HR advice line per employee. Shown in the agreement; Ashgrove invoices them, QuoteCloud doesn't bill them.
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Ashgrove People & PayrollPayroll & HR service agreement AP-SA-3104 Sample · fictional business
Key terms
Starts2 Nov 2026Expires31 Oct 2027- 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.
Key terms
Terms in your words
Pay-run cut-offs, who is responsible for pay data, how charges follow headcount and where HR advice stops. On Business, lock the clauses your directors approved.
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Ashgrove People & PayrollPayroll & HR service agreement AP-SA-3104 Sample · fictional business
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
Signatures
Both sides sign
Nadia for Brightwater and Imogen for Ashgrove sign online. The signed agreement carries a certificate of authenticity.
The figures come from the signed proposal
The agreement repeats what Nadia accepted in proposal AP-3104: payroll processing priced by the pricing sheet at $1,766.40 a month and the HR advice line she ticked at $387.00. Nobody re-keys a rate the client never agreed to.
Create the agreement from your agreement template by hand, or let Zapier do it when the proposal is signed: the Recipient Signed trigger can start a Create Document step that fills data items and adds the accepted price rows. A person still reviews it and sends it. Zapier is on Essentials and up, with a fee per document created.
- Same services and monthly figures as the proposal
- Created from your agreement template
- Optionally created by Zapier when the proposal is signed
- Reviewed and sent by a person
Your services, priced
| Item | Billing | Unit 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 | ||
HR advice line · 86 employeesPhone and email advice for your managers · $4.50 per employee
|
Monthly | $387.00/mo |
Leave & timesheet admin · 86 employeesWe check and key leave and timesheets · $1.80 per employee
|
Monthly | $154.80/mo |
Policy & handbook upkeepA yearly review of your policies, flat monthly
|
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.
What an HR & payroll agreement needs to say
The clauses that keep a payroll or HR service running smoothly, written in your words and kept consistent across clients.
Pay-run cut-offs
When the client approves pay data and when payslips and reports come back, for each pay frequency.
Data responsibilities
Who is responsible for the accuracy of pay data and how you handle it in your own payroll system.
Charges that follow headcount
How monthly charges change when headcount moves, and when you review them together. Changes come as a signed document.
Where HR advice stops
General guidance on the client's local employment obligations, and when you will recommend specialist legal advice.
Term and expiry
A start date and an expiry date. Any renewal is a new agreement the client signs: nothing renews by itself.
Monthly charges and their basis
Each repeating charge with how it's worked out, shown for the term and invoiced by you.
Service levels, in Ashgrove's own words
The agreement sets out what Ashgrove commits to at each level of service: when payslips come back, the pay-data cut-off, HR advice hours and how fast questions are answered. Brightwater's level, payroll with HR advice, is highlighted.
These are your commitments, written into the document the client signs. QuoteCloud sends the agreement and records the signatures; it doesn't measure or track service levels.
- Three levels side by side
- The client's level highlighted
- Your wording, never measured by QuoteCloud
Service levels In Ashgrove's own words: what we commit to under each service level
| Payroll only | Payroll + HR adviceChosen | Full HR partner | |
|---|---|---|---|
| Payslips and pay reports returned | By pay day | By pay day | By pay day |
| Pay data cut-off before pay day | 2 business days | 2 business days | 2 business days |
| HR advice line for managers | Not included | Business hours | Business hours |
| Reply to an HR advice question | Not included | Next business day | Same business day |
| Quarterly headcount review | Not included | Included | Included |
| On-site HR day | Not included | Not included | Quarterly |
These are Ashgrove's commitments, written into the agreement. QuoteCloud sends and records the signed agreement; it doesn't measure or track service levels.
Turn your service agreement into a QuoteCloud template
Free for 14 days, no credit card required. Send us your current agreement and we'll convert one template for you during the trial.
From signature to expiry, without surprises
AP-SA-3104 expires on 31 October 2027. This is the account team's own routine for the run-up, drawn by us: QuoteCloud shows the dates, your team does the work.
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90 days
Check the headcount
Wen compares Brightwater's current headcount by pay frequency with the agreement's figures.
Pricing sheet -
60 days
Revise last year's document
Jonah revises the agreement for the new headcount and any rate review. Renewals in detail.
Revise last version -
30 days
Due in the list, sent
The agreement shows in the Expiring Soon filter with its expiry date, and the renewal goes to Nadia.
Expiring Soon Essentials and up -
14 days
Questions answered
Nadia sees exactly what changed and asks questions in comments.
Comments -
Expiry
Signed, or it ends
Both directors sign the new agreement. Without a signature nothing renews.
eSignature
Illustrative timing for a fictional client. QuoteCloud doesn't send reminders or renew agreements by itself.
Two directors, one record
Signed by both sides
Several signers on one agreement, each signing online when it suits them, and one certificate of authenticity for the signed document. eSignatures are on every QuoteCloud plan.
Free eSignaturesAccept 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
Service agreement questions
Can both directors sign the same service agreement?
Yes. Add several signers to the agreement, for example the client's operations director and your managing director. Each signs online and the signed agreement carries a certificate of authenticity. eSignatures are on every QuoteCloud plan. A fixed signing order is not something we claim.
Does QuoteCloud bill the monthly payroll charges?
No. The agreement shows the monthly charges and their basis for the whole term, so the client knows what to expect. You invoice them from your accounting system. QuoteCloud can take a one-off payment on signing, such as a set-up fee, through Stripe or PayPal on Essentials and up.
Does the agreement renew automatically?
No. Give the agreement an expiry date and it shows in the Expiring Soon filter as that date approaches (Essentials and up). A renewal is a new or revised document the client signs; nothing renews by itself and QuoteCloud doesn't send reminders.
Can we stop consultants changing our standard terms?
Yes, on Business. Save your approved clauses as company blocks in the content library and lock them: they can be added to an agreement but not edited there. Tailored schedules, such as the services and service levels, stay editable for each client.
Does QuoteCloud track our service levels?
No. Service levels in the agreement are your commitment in your own words. QuoteCloud sends, records and gets the agreement signed; it doesn't measure response times or payroll turnaround.
Everything an HR & payroll firm sends
The agreement sits between the proposal that wins the client and the renewal that keeps them.
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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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Renewals & headcount changesAgreements nearing expiry in one list, renewal offers revised for this year's headcount, and price changes signed, not emailed.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.
- 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 service agreement, signed by both sides
Free for 14 days. No credit card required.