Getting started with QuoteCloud

Order forms and renewals built from your usage data

Seats the customer can change, plan tiers, implementation SOWs and renewal quotes drafted from your CRM and usage data, reviewed by your team, approved and signed online.

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QuoteCloud is quoting and eSignature software for B2B software and SaaS vendors. Send order forms where customers change seats and term on the price lines, implementation SOWs, and renewals and QBR reports built from your CRM and usage data, drafted by an AI assistant through QuoteCloud's MCP service for your team to review, approve and send.

Last reviewed by the QuoteCloud team

An engineered isometric drawing for a fictional software vendor, Plinthwork. On a pale plinth, an abstract server stack feeds two floating panels: an account record in the CRM (1) and a usage dashboard (2) whose six bars show active users rising from 104 to 134 against 120 licensed seats, the bars over the licence in aqua. Two aqua routes lead to a dark cube, the AI assistant connected through QuoteCloud's MCP service (3), then over an approval gate for discounts over 10% (4) into the renewal order form (5) with its price lines, seat stepper, total and signature. A circular detail enlarges the seat stepper at 140. Below, the usage card shows 120 seats licensed, 134 active and 140 renewal seats, with the CRM note asking for 12% off over 24 months; the renewal card lists 140 Growth seats at $3,942.40 a month after 12% off, 140 Analytics at $739.20 and single sign-on at $250, $4,931.60 a month, taking turns through reading, in review, approved and signed.

Try it: from usage data to a signed renewal

Pick an account, ask the assistant to draft its renewal, review it as Theo, then change the seats and term and sign as the customer.

  1. 1 Your data
  2. 2 The assistant drafts
  3. 3 Your team reviews
  4. 4 The customer signs
Try another account

Your CRMAccount · sample data

Mossbank Health PartnersDana Whitcombe · Operations director

Plan
Growth · 120 seats
Customer since
Feb 2025
Renews
31 Jan 2027

Last call: Asked for 12% off if they commit to 24 months.

Your usage dataLast 30 days

134 active users of 120 seats

Peak in the month
139 users
API calls
1.42M of 1.0M a month
Overage at this rate
$168.00/mo estimate

AI assistant · connected through QuoteCloud's MCP service

Theo Marchetti asksDraft the Mossbank Health renewal from the CRM and the last 30 days of usage, on our renewal template.

  1. Found Mossbank Health Partners in QuoteCloudClient record and contacts
  2. Read the account and 30 days of usage134 active of 120 seats · from your CRM and usage data, through the assistant's own connections
  3. Created a draft from “Renewal order form”PW-R-2291 · a draft, not sent
  4. Added lines from your price book140 Growth seats, 140 Analytics, SSO & audit log · optional: API capacity pack · 12% as asked
  5. Wrote the usage summaryFlagged “Drafted by AI · review”
  6. Checked your approval rules12% is over your 10% limit: needs Hollis Grant

Illustrative: what an assistant connected through QuoteCloud's MCP service can be set up to do. It reads only what it's allowed to, creates drafts and sends nothing.

PlinthworkRenewal order form PW-R-2291 Signed

No draft yetAsk the assistant to draft the renewal, then review it before anything is sent.

Renewal order form · Growth plan

Your Plinthwork renewal

Prepared for Dana Whitcombe, Mossbank Health Partners · renews 31 Jan 2027

Drafted by AI · reviewed by Theo 134 people used Plinthwork in the last 30 days, against 120 seats. This renewal is for 140 seats, with room for the next few starters.

Theo's reviewOnly your team sees this

Renewal discount

Your rule: discounts over 10% wait for Hollis Grant, sales director. Approval workflow · Business plan

ApprovedHollis Grant Sales director

Approved by Hollis · sent by Theo

Your renewal

ItemQtyMonthlyOnce-off
Subscription · Growth plan
Growth seatsPW-GRO · Per seat · change the number of seats12% off
140 seats $3,942.40 —
Analytics add-onPW-ANL · Per seat12% off
140 seats $739.20 —
Single sign-on & audit logPW-SSO · Per account
1 $250 —
Options Tick to add
 1 $120 —
Once-off
Training for new usersPW-TRN · Two live sessions for the 20 added seats
1 — $1,200
Monthly after discount
$4,931.60/mo
Once-off
$1,200.00
Total contract value over 24 months
$119,558.40

Prices ex tax. Plinthwork invoices the subscription monthly in advance; QuoteCloud shows the repeating charges for agreement and bills nothing.

Accept the renewal

  • Dana WhitcombeOperations director Signed
  • Eamon KerrChief financial officer Signed

Certificate of authenticity and audit trail attached · demo, nothing is sent

What your team sees

  1. Draft created by the AI assistant
  2. 12% discount approved by Hollis Grant
  3. Sent by Theo Marchetti
  4. Signed by both · $119,558.40 over 24 months
  5. Deal updated in your CRM (native on Business, or Zapier)

A demo with a fictional software vendor and customers: nothing is sent, stored or charged. The assistant's steps are illustrative: with QuoteCloud's MCP service (Essentials and up), your AI assistant can be set up to find a client, create a document from your template and add catalogue lines, as a draft for your team. Approvals (Business) still apply, and a person sends.

How renewals and QBRs are drafted by your AI assistant

From usage data to a signed renewal in five steps

What happens between an agreement nearing its expiry date and your CRM showing it renewed.

  1. Set it up once

    Your renewal order form template, your price book and your approval rules, with seat and term editing on the lines.

  2. Ask for the draft

    Your assistant reads the account and its usage and creates a draft from the template, through QuoteCloud's MCP service.

  3. Review and approve

    Your account executive checks the draft; a discount over your limit waits for an approver.

  4. Send it

    A person sends the order form. The Expiring Soon filter shows which agreements still need one.

  5. The customer signs

    They change seats or term on the price lines, tick options and sign; the deal update can go to your CRM.

Seats × tier × term, ramped by year, inside the order form

Build your deal desk's calculator as a Spreadsheet block in the order form template, or import the .xlsx you already use. Connect any cell to a price line's description and unit price, and bring a price table total back into a cell.

Calloway's three-year ramp is 150, 220 and 300 seats at an agreed $44 a seat. Each contract year is one line whose description and price come from the Seats tab; the subtotal comes back into the ROI tab, where Plinthwork's return estimate is labelled as an estimate. Quantities stay on the price lines as usual.

  • Formulas, several tabs and .xlsx import
  • Cells set a line's description and unit price
  • The total comes back into the sheet
  • Zapier can write values into cells

Spreadsheet block: Essentials and up

Ramp, usage and ROI calculators
PlinthworkThree-year order form PW-2355 Sample · fictional business

Your pricing calculator

Plinthwork's ramp calculator, built as a Spreadsheet block in the order form template. Seats and the agreed price are typed in; the yellow cells are Plinthwork's assumptions and every return figure is an estimate.

Calloway ramp · 3 yearsSpreadsheet block
E7 =E2

Seats

RowABCDE
1 Year Seats $/seat/mo Months Subscription
2 Year 1 150 $44.00 12 $79,200
3 Year 2 220 $44.00 12 $116,160
4 Year 3 300 $44.00 12 $158,400
5 3 years $353,760
6 Price lines Description Unit price
7 Year 1 Year 1 · 150 Scale seats × 12 mo $79,200
8 Year 2 Year 2 · 220 Scale seats × 12 mo $116,160
9 Year 3 Year 3 · 300 Scale seats × 12 mo $158,400
10 Order subtotal $368,260

Rates

RowABC
1 Rate Value Source
2 Scale list price, per seat $49.00 Price book
3 Agreed price, per seat $44.00 Negotiated
4 Discount off list 10.2%
5 Implementation, fixed fee $14,500 SOW PW-S-0418
6 Months per contract year 12

Usage

RowAB
1 Usage estimate Value
2 API calls per seat per month 9,000
3 Calls included per month (Scale) 2,000,000
4 Seats in year 3 300
5 Calls over the included amount 700,000
6 Overage per 10,000 calls $4.00
7 Overage estimate, year 3, per month $280.00

ROI

RowAB
1 Return estimate Value
2 Hours saved per seat per month 3.5
3 Your loaded hourly cost $42.00
4 Average seats over 3 years 223.3
5 Time saved over 3 years $1,181,880
6 Order subtotal (price table) $368,260
7 Return on the order 221%
  • Typed in
  • Your assumption
  • Estimate
  • Connected to the price table

Your three-year order

Editor view · connected lines
ItemQtyUnit priceAmount
Subscription, by contract year$353,760
Year 1 · 150 Scale seats × 12 moInvoiced monthly in advance Description ← Seats!B7 Unit price ← Seats!E7
 1 year $79,200 $79,200
Year 2 · 220 Scale seats × 12 moInvoiced monthly in advance Description ← Seats!B8 Unit price ← Seats!E8
 1 year $116,160 $116,160
Year 3 · 300 Scale seats × 12 moInvoiced monthly in advance Description ← Seats!B9 Unit price ← Seats!E9
 1 year $158,400 $158,400
Implementation$14,500
Implementation, fixed feeDiscovery, store data migration, SSO, training Unit price ← Rates!B5
 1 fixed $14,500 $14,500
Subtotal
$368,260.00
Tax (10%)
$36,826.00
Total
$405,086.00

Subtotal → Seats!E10 and ROI!B6

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Free for 14 days, no credit card required. Send us your order form or renewal template and we'll convert one for you during the trial.

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Every document a software deal needs

New business, implementation, the quarterly review and the security pack: each one a QuoteCloud document your customer reads, ticks and signs.

PlinthworkOrder form PW-2340 Sample · fictional business

Your subscription

ItemQtyMonthlyOnce-off
Plan Choose one
 60 seats $1,080 —
60 seats $1,920 —
60 seats $2,940 —
Platform
Single sign-on & audit logPW-SSO · Per account
1 $250 —
Add-ons Tick to add
 60 seats $360 —
1 $450 —
Once-off
Implementation, fixed feePW-ONB · As set out in SOW PW-S-0412
1 — $14,500
Monthly
$2,170.00/mo
Once-off
$14,500.00
Total contract value over 24 months
$66,580.00
Implementation deposit on signing (50%)
$7,250.00 + tax

Prices ex tax. Plinthwork invoices the subscription monthly in advance and the rest of the implementation fee at go-live; QuoteCloud shows the repeating charges for agreement and takes only the deposit on signing.

Accept the order and pay the deposit

Lena Albright · Chief operating officer, Tidemark Property Services

Signed online · 5 Nov, 4:12 pm

Agreement summary

Plan
Growth · 60 seats
Monthly
$2,170.00 + tax
Term
24 months
On signing
$7,250.00 + tax

Certificate of authenticity and audit trail attached

An open-plan office with rows of screens under hanging lights

An order form the customer can adjust before signing

Tidemark chooses the plan, sets 60 seats and a 24-month term on the price lines, and the monthly, total contract value and implementation deposit follow.

  • Plan tier as a single choice
  • Seats and term editable on the lines
  • Deposit on the implementation fee, paid on signing

Price tables and payments: Essentials and up

Seat-based order forms
PlinthworkStatement of work PW-S-0412 Sample · fictional business

Milestones

ItemQtyRateAmount
Implementation, fixed fee$14,500
Discovery & configurationWorkshops, sites, asset types and workflows
1 fixed $4,500 $4,500.00
Asset register migration12,400 records from your current spreadsheets
1 fixed $5,200 $5,200.00
Single sign-on set-upWith your identity team, tested before training
1 fixed $1,600 $1,600.00
Admin and team trainingThree live sessions, recorded
1 fixed $2,400 $2,400.00
Go-live supportTwo weeks of daily check-ins
1 fixed $800 $800.00
Options Tick to add
 1 fixed $900 $900.00
Subtotal
$14,500.00
Tax (10%)
$1,450.00
Total
$15,950.00
Payment on signing (50%)
$7,975.00

Implementation plan

StageW1W2W3W4W5W6W7W8
Kick-off & discovery Week 1 to 2
Configuration Week 2 to 4
Asset register migration Week 3 to 5
Single sign-on Week 5 to 5
Training Week 6 to 7
Go-live Week 7
Go-live support Week 7 to 8
A team planning with sticky notes on a glass wall

Milestones, a plan and a deposit in one statement of work

Discovery, migration, single sign-on, training and go-live support as fixed-fee milestones, the eight-week plan as a Gantt chart, and half the fee paid on signing.

  • Milestones with an optional sandbox set-up
  • Gantt chart with the go-live milestone
  • 50% via Stripe on signing; the rest invoiced by you

Gantt charts: Business plan

Implementation SOWs
PlinthworkQuarterly business review PW-Q-0926 Sample · fictional business

Usage this quarter Apr–Sep 2026

134 active users of 120 seats licensed

Who uses what

  • Work orders92%
  • Planned maintenance78%
  • Mobile app66%
  • Analytics41%

API calls

1.42 of 1.0 million calls a month included

Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows these figures; it doesn't measure them.

Expansion, from next month

ItemQtyRateAmount
Recommended · tick what you'd like Tick to add
 Monthly $32 $640.00/mo
Monthly $120 $120.00/mo
1 session $1,200 $1,200.00
Added monthly
$640.00/mo
A man presenting charts on a large screen to colleagues

A quarterly review that ends in a quote

Usage, adoption and your recommendations, then the expansion as lines Mossbank ticks: 20 more seats, an API capacity pack, a workshop. One document to review and sign.

  • Usage figures from your own data
  • Recommendations as optional lines
  • Signed in the same document
QBR reports with expansion quotes
PlinthworkSecurity & data protection schedule PW-SEC-0418 Sample · fictional business

Security summary Plinthwork's own statements

Locked company block
  • HostingYour choice of two regionsChosen at set-up; data stays in that region
  • EncryptionIn transit and at restKeys rotated every 90 days
  • Independent auditReport under NDAAgainst the applicable standard, yearly
  • AccessSingle sign-on, roles, audit logIncluded with SSO & audit log
  • Penetration testYearly, by a third partySummary letter on request
  • Sub-processorsListed in Schedule B30 days' notice of changes

Sample statements for a fictional vendor. QuoteCloud sends and signs the schedule; it doesn't audit or verify it.

Data processing terms

StartsFrom signing
ExpiresEnd of subscription + 30 days
  1. RolesTidemark is the controller of its data; Plinthwork processes it only to provide the service.
  2. Your obligationsEach party meets the data protection obligations that apply to it where it operates.
  3. IncidentsPlinthwork tells Tidemark's security contact within 48 hours of confirming an incident.
  4. At the endYour data is returned on request within 30 days, then deleted from every copy.
A padlock resting on a lit computer keyboard

Security answers and data terms, locked and signed

Your hosting, encryption, audit and sub-processor statements as a locked company block, the data processing terms beside them, and the customer's questionnaire attached.

  • Reusable blocks from your content library
  • Locked so sales can't edit them
  • Questionnaire and policies attached as PDFs

Content locking: Business plan

Security reviews and DPAs

Mossbank's renewal, block by block

What Dana and Eamon read before signing for another two years. Every part is a QuoteCloud block from Plinthwork's renewal template.

  1. Opens on their year

    The cover, the renewal date and an intro written once in the template, with the customer's name and figures filled in.

    PlinthworkRenewal order form PW-R-2291 Sample · fictional business
    A woman presenting figures on a laptop to colleagues at a table

    Renewal order form

    Your Plinthwork renewal, 2027–2029

    Prepared for Dana Whitcombe, Mossbank Health Partners · Mon 7 Dec 2026 · Valid until 31 Jan 2027

    Your team grew into Plinthwork this year: 134 people used it in the last 30 days, against 120 seats. This order form renews your agreement for the seats you use today, with room for the next few starters.

  2. AI draft · reviewed

    The summary, drafted and reviewed

    The assistant drafted this from the CRM and the usage data. Theo checked the figures and accepted it before anything was sent.

    Your year on Plinthwork

    Drafted by AI · reviewed by Theo

    Active users rose from 104 in April to 134 in September, so the 120 seats you licensed last year are now short. Work orders and planned maintenance are used by most of your team; analytics by four in ten. API calls averaged 1.42 million a month against the 1 million your plan includes.

    • From your CRM Renewal date, contacts, the 12% request
    • From your usage data Active users, modules, API calls

  3. Seats used against seats licensed

    134 active users against 120 seats, module adoption and API calls: Plinthwork's own figures, shown in the document, never measured by QuoteCloud.

    Usage at a glance Last six months

    134 active users of 120 seats licensed

    Who uses what

    • Work orders92%
    • Planned maintenance78%
    • Mobile app66%
    • Analytics41%

    API calls

    1.42 of 1.0 million calls a month included

    Figures from Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows them; it doesn't measure them.

  4. Customer can change

    Seats and term on the lines

    140 seats, 12% off for 24 months. Dana can change the seat count and the term on the price lines; the API capacity pack is hers to tick.

    Your renewal

    Term12 mo24 mo36 mo
    ItemQtyMonthlyOnce-off
    Subscription · Growth plan
    Growth seatsPW-GRW · Per seat · change the number of seats12% off
    		140 seats $3,942.40 —
    Analytics add-onPW-ANL · Per seat12% off
    		140 seats $739.20 —
    Single sign-on & audit logPW-SSO · Per account
    		1 $250 —
    Options Tick to add
    API capacity packPW-API-1M · +1 million calls a month
    		1 $120 —
    Premium supportPW-SUP-P · Named support engineer, 1-hour response
    		1 $450 —
    Once-off
    Training for new usersPW-TRN · Two live sessions for the 20 added seats
    		1 — $1,200
    Monthly after discount
    $4,931.60/mo
    Once-off
    $1,200.00
    Total contract value over 24 months
    $119,558.40

    Prices ex tax. Plinthwork invoices the subscription monthly in advance; repeating charges are shown here for agreement, not billed by QuoteCloud.

  5. Locked block

    Terms that don't drift

    The renewal terms come from the content library as a locked block, so every order form says the same thing.

    Content locking: Business plan

    Renewal terms

    Starts1 Feb 2027
    Expires31 Jan 2029
    1. SubscriptionThe plan, seats and add-ons in this order form, under Plinthwork's subscription agreement, version 4.1.
    2. More seatsSeats added during the term are quoted on a new order form at the same price per seat.
    3. Data protectionThe data processing agreement and security schedule signed with your first order still apply.
    4. ChargesInvoiced by Plinthwork monthly in advance; the renewal discount applies for the full term.
    5. ExpiryThis order form ends on 31 Jan 2029. We'll send you a new order form to review before then.

  6. 12% waited for Hollis

    The discount was over Plinthwork's 10% limit, so the draft stayed In Review until the sales director approved it.

    Approval workflow: Business plan

    Document workflow

    Approved

    Triggered when Discount percentage greater than 10

    • Hollis GrantSales directorApproved

    Must be approved before the order form can be sent.

    1. Approval request sent by Theo Marchetti
    2. Approved by Hollis Grant

    Approval workflow · Business plan

  7. Both sign online

    Dana and Eamon sign from their own inboxes; the certificate of authenticity and audit trail are attached to the signed order form.

    Accept the renewal

    2 of 2 signed

    • Dana WhitcombeOperations director, Mossbank Health Partners Signed9 Dec, 10:41 am
    • Eamon KerrChief financial officer, Mossbank Health Partners Signed9 Dec, 2:18 pm

    Agreement summary

    Plan
    Growth · 140 seats
    Monthly
    $4,931.60 + tax
    Term
    24 months
    Total value
    $119,558.40

    Certificate of authenticity and audit trail attached

  8. What Theo sees

    From the assistant's draft to the signature, then the deal update in the CRM: native on Business, or through Zapier.

    Activity

    1. Draft created from 'Renewal order form'By the AI assistant, through QuoteCloud's MCP service
    2. Discount approvedHollis Grant · 12% over the 10% limit
    3. Sent by Theo MarchettiTo Dana Whitcombe and Eamon Kerr
    4. Signed by bothCertificate of authenticity attached
    5. Deal updated in your CRMNative on Business, or through Zapier

Big ramps and deep discounts get a second look

Set approval rules on a discount percentage or on total value. Calloway's three-year order is over $250,000, so it waits In Review until both Hollis and the deal desk approve it; only then can Theo send it.

The same rule applies to drafts your AI assistant prepares: they're ordinary QuoteCloud documents, so a discount over your limit still waits for a person.

  • Triggers: discount % or total value
  • In Review until every approver agrees
  • Then sent by a person

Approval workflow: Business plan

Discount approvals and deal desk
PlinthworkThree-year order form PW-2355 Sample · fictional business

Calloway: the three-year order

ItemQtyUnit priceAmount
Subscription, by contract year$353,760
Year 1 · 150 Scale seats × 12 moInvoiced monthly in advance
 1 year $79,200 $79,200
Year 2 · 220 Scale seats × 12 moInvoiced monthly in advance
 1 year $116,160 $116,160
Year 3 · 300 Scale seats × 12 moInvoiced monthly in advance
 1 year $158,400 $158,400
Implementation$14,500
Implementation, fixed feeDiscovery, store data migration, SSO, training
 1 fixed $14,500 $14,500
Subtotal
$368,260.00
Tax (10%)
$36,826.00
Total
$405,086.00

Document workflow

In Review

Triggered when Total value greater than $250,000

  • Hollis GrantSales directorApproved
  • Wen ZhaoDeal desk & financeWaiting

Must be approved by all approvers before it can be sent.

  1. Approval request sent by Theo Marchetti
  2. Approved by Hollis Grant

Approval workflow · Business plan

Rated, secure and in business since 2013

  • eIDAS compliant eSignatures
  • 256-bit encryption
  • Hosted on AWS
  • GDPR compliant

What changes when the order form lives in QuoteCloud

The jobs a software sales and success team does every quarter, before and after.

The jobTodayWith QuoteCloud
Renewal quotes Someone exports usage and rebuilds last year's quote by hand. A draft from your renewal template, seats from your own rule, ready to review.
Seat changes Another round of emails when the customer wants ten more seats. The customer changes seats and term on the price lines; the totals follow.
Discounts Approved in a chat thread, if anyone remembers. Over your limit, the document waits In Review for the right person (Business).
Ramp deals A spreadsheet on the deal desk's laptop, figures retyped into the quote. The calculator in the order form, its cells setting the price lines.
Quarterly reviews A slide deck, then a separate quote for the expansion. One report with usage, recommendations and lines to tick and sign.
Security reviews Answers pasted from old emails, a little different each time. Locked security and data protection blocks, the questionnaire attached.

Built around the way software is sold and renewed

The same order forms, renewals and approvals, set up for each person in the revenue team.

  • Account executives

    Order forms with plan tiers and seats the customer adjusts.

    Order forms

  • Customer success

    Renewals and QBRs that start from the account's real usage.

    Renewals

  • Solutions & services

    Implementation SOWs with milestones, a plan and a deposit.

    Implementation SOWs

  • Deal desk & finance

    Discount and total-value approvals before anything is sent.

    Discount approvals

  • Security & legal

    Security answers and data terms as locked, reusable blocks.

    Security & DPAs

  • Revenue operations

    Your CRM, usage data and AI assistant connected to drafts.

    AI assistant (MCP)

Connected to your CRM, billing and usage data

From the Essentials plan, the QuoteCloud API, Zapier, Make and the MCP service connect your systems to your templates. HubSpot and Zoho connect through Zapier, Pipedrive through Zapier or Make, Salesforce with the Sync add-on on Business or Zapier; Xero and QuickBooks Online are native on Business, otherwise through Zapier.

How software vendors connect QuoteCloud All integrations

Software templates, ready for your price book

Real QuoteCloud templates for SaaS proposals, software quotes, service levels and milestone sign-off. Add your plans, seat editing and terms, and send.

All QuoteCloud templates Templates for software & SaaS sales

Everything a software vendor sends

From the first order form to the third renewal, for account executives, customer success, services and the deal desk.

Software and SaaS quoting questions, answered

What is QuoteCloud for software and SaaS companies?

QuoteCloud is quoting, proposal and eSignature software for B2B software vendors. You send order forms with plan tiers and seats the customer can change, implementation statements of work, renewal quotes and QBR reports from your own templates and price book, with discounts routed for approval on the Business plan and signatures collected online.

Can customers change the number of seats and the term before they sign?

Yes. Turn on quantity editing and term editing for a price line, and the customer can change the seat count and choose 12, 24 or 36 months in the order form. Optional add-ons can be ticked, and the monthly amount, total contract value and any payment on signing recalculate before they sign.

Can an AI assistant draft our renewal quotes from CRM and usage data?

With QuoteCloud's MCP service, on Essentials and up, your AI assistant can be set up to find the client, create a document from your renewal template and add lines from your price book, using data it is allowed to read. It creates a draft for your team to review; approvals still apply and a person sends it.

Does QuoteCloud bill our subscriptions or renew them automatically?

No. QuoteCloud shows the repeating charges in the agreement your customer signs; your billing system invoices them. Agreements don't renew by themselves: expiry dates and the Expiring Soon filter show what's due, so your team sends a renewal order form in time. A deposit or full payment can be taken on signing through Stripe or PayPal.

Can we put our pricing calculator inside the order form?

Yes. The Spreadsheet block, on Essentials and up, works like a familiar spreadsheet with formulas, tabs and .xlsx import. Connect any cell to a price line's description and unit price, and bring a price table total back into a cell for a return estimate. Quantities stay on the lines, and Zapier can write values into cells.

How do discount approvals work?

On the Business plan, approval workflows start when a document's discount percentage or total value passes your threshold. The document waits In Review until each approver agrees, and only then can it be sent. The same rules apply to drafts prepared by an automation or an AI assistant, because they're ordinary QuoteCloud documents.

Can we include our security answers and data processing terms?

Yes. Keep your security statements and data processing terms as content library blocks, lock them on the Business plan so sales can't change the wording, and attach the customer's completed questionnaire or your policies as files. The signed document carries a certificate of authenticity and an audit trail.

Which CRM and billing tools does QuoteCloud connect to?

HubSpot and Zoho connect through Zapier, Pipedrive connects through Zapier or Make, and Salesforce through the Sync add-on on Business or Zapier. Xero and QuickBooks Online are native on Business, otherwise through Zapier. The API, Zapier and Make are on Essentials; documents created through the API or Zapier cost US$2.00, $1.80 or $1.60 each by volume.

More questions from software vendors

Your next renewal, drafted from your own data

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