Getting started with QuoteCloud

Rolling QuoteCloud out in a software company

Your price book, order form and renewal templates, approval rules and integrations, set up and handed to your revenue team.

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A software vendor's QuoteCloud rollout loads the price book (CSV import with column mapping), builds order form, SOW and renewal templates with seat and term editing, sets approval rules on Business, connects the CRM and, if you want, an assistant through the MCP service. Onboarding, professional services and premium support are available from QuoteCloud.

Last reviewed by the QuoteCloud team

A sample price book import for a fictional software vendor, Plinthwork: the file plinthwork-price-book-2027.csv, 16 rows and 6 columns, each column mapped to a catalogue field with the first row's value: sku to SKU (PW-GRW), product to Name (Growth seat), family to Category (Plans), list_price to Price (32.00), billing to Billing term (monthly, per seat) and unit_cost to Cost, team only (4.40). Validation: every row has a SKU and a price; 16 rows ready, 14 updated and 2 marked inactive.

Seven steps from trial to every order form

A sample plan for a fictional 30-person revenue team. Each step says what you bring, what QuoteCloud gives you and how you know it's done. Timings are an example, not a promise.

  1. Phase 1, Weeks 1–2

    Load the price book

    You bring
    Plans, add-ons and services as a CSV, with SKUs, prices, billing terms and costs.
    QuoteCloud gives you
    CSV import with column mapping and validation into the product library; costs and margins kept from the customer.
    Done when
    Every plan and add-on is a catalogue product; last year's prices are Inactive.

    Product library: Essentials and up

  2. Phase 2, Weeks 1–2

    Convert your order form

    You bring
    The order form you send today, with its plans, terms and signature page.
    QuoteCloud gives you
    One template conversion free during the trial (Essentials, Business, Enterprise), then plan choice, seat and term editing.
    Done when
    An account executive can send a new-business order form from the template.
    Seat-based order forms

  3. Phase 3, Weeks 2–3

    Add renewal, SOW and QBR templates

    You bring
    Your renewal letter, statement of work, QBR deck and security answers.
    QuoteCloud gives you
    Templates built from the same blocks; content library blocks for terms and security, locked on Business; a Gantt chart for SOWs (Business).
    Done when
    Customer success and services start every document from an approved template.
    Software templates

  4. Phase 4, Weeks 3–4

    Set the deal desk's rules

    You bring
    Your discount limits, large-deal threshold and who approves what.
    QuoteCloud gives you
    Approval workflows on discount percentage or total value, approvers by role, In Review until approved.
    Done when
    A 12% discount waits for the sales director before it can be sent.

    Approval workflow: Business

    Discount approvals

  5. Phase 5, Weeks 3–5

    Connect the CRM and billing

    You bring
    Your CRM, your billing system and the fields that should move after signature.
    QuoteCloud gives you
    Native CRM and accounting integrations on Business; Zapier, Make and the API on Essentials (per-document fees for the API and Zapier).
    Done when
    A signed order form updates the deal and reaches billing without retyping.
    CRM and billing hand-off

  6. Phase 6, Weeks 4–6

    Connect an AI assistant, if you want one

    You bring
    Your AI assistant and a clear list of what it may read and do.
    QuoteCloud gives you
    QuoteCloud's MCP service (Essentials and up): the assistant can be set up to create drafts from your templates for your team to review.
    Done when
    A renewal draft arrives for review; approvals still apply and a person sends it.
    AI assistant (MCP)

  7. Phase 7, Week 6

    Pilot, train and go live

    You bring
    Two account executives and a customer success manager for a short pilot.
    QuoteCloud gives you
    A 45-minute training session on paid plans; onboarding services if you want more help.
    Done when
    Every new order form, renewal and SOW goes out from QuoteCloud.

The order form template, switched on

Most of the rollout ends up in one place: the order form template. Plans come from the price book as a single choice, seats carry quantity editing with a minimum and step, the term switch offers 12, 24 or 36 months, and add-ons sit in an optional group.

Try Plinthwork's version: change the plan, the seats or the term, tick an add-on, and the monthly amount, total contract value and payment on signing follow.

  • Products and prices from the catalogue
  • Quantity and term editing on the lines
  • Optional groups and single-choice groups
  • Deposit on the once-off fee, paid on signing

Price tables: Essentials and up

Pricing tables
PlinthworkOrder form PW-2340 Sample · try it

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.

Help from QuoteCloud's team

What's included, and what you can add when the rollout is bigger than your own team's time.

  • Template conversion

    One template converted free during the trial on Essentials, Business and Enterprise. Start with the order form.

  • Team training

    A 45-minute training session is included on paid plans, for the people who build and send.

  • Onboarding services

    The trial template conversion and the training session, to get your first order forms and renewals out.

    Onboarding services

  • Professional services

    Extra template conversions and training sessions, plus consultancy and integration set-up for Zapier, APIs and other platforms.

    Professional services

  • Premium support

    24×7 support with guaranteed service levels as a paid add-on; Enterprise includes a dedicated account manager.

    Premium support

  • Talk it through

    Walk through your order form, rules and systems with our team before you start.

    Book a demo

Start the rollout with a free trial

Free for 14 days, no credit card required. Send us your order form and we'll convert it while you load the price book.

Start free 14-day trial Book a demo

What the rollout changes for each team

The jobs that move into QuoteCloud once the rollout is done.

The jobBeforeAfter the rollout
Price changes Every saved quote and template edited by hand when prices change. One CSV import updates the catalogue; old prices go Inactive.
New account executives They copy last month's deal and hope the terms are current. They start from the order form template with today's prices and terms.
Deal desk Discounts approved in chat, found again at invoicing. Over your limit, the order form waits In Review (Business).
Legal and security Every order form checked in case someone edited a clause. Terms and security answers sent as locked blocks (Business).
Revenue operations Seats, term and price retyped into the CRM and billing system. Signed values passed on natively on Business, or through Zapier, Make or the API.
Sales leadership Pipeline pieced together from spreadsheets. The reports dashboard and sales forecast on the Business plan.

Where QuoteCloud sits in your stack

QuoteCloud prices, approves, signs and hands on the deal. It sits beside your CRM, billing system and product, not in place of them, so plan the rollout around that line.

It doesn't provision accounts or licences, bill or collect subscriptions, prorate, true up, renew agreements by itself, or meter usage and enforce seat counts. Repeating charges are shown in the signed order form; your billing system invoices them. The only payment QuoteCloud takes is a deposit or full payment on signing, through Stripe or PayPal.

If your process depends on one of those steps, book a demo and we'll show where the hand-off to your own systems goes.

Rollout questions

How long does it take a software company to roll out QuoteCloud?

It depends on how many templates, rules and systems you connect. A sample plan for a 30-person revenue team runs about six weeks: the price book and order form first, then renewal, SOW and QBR templates, approval rules, CRM and billing connections, an optional AI assistant, and a short pilot. Your own timing will differ.

Can we import our price book?

Yes. Import plans, add-ons and services as a CSV with column mapping and validation into the product library, on Essentials and up. Each product keeps its SKU, price, billing term and cost; costs and margins stay hidden from the customer. When prices change, import again and mark old products Inactive.

What help does QuoteCloud provide during the rollout?

One template conversion is free during the trial on Essentials, Business and Enterprise, and paid plans include a 45-minute training session. For more hands-on help, QuoteCloud offers onboarding services, professional services and premium support; book a demo to talk through what your rollout needs.

Do we need the Business plan?

Essentials covers price tables, the product library, payments on signing, the Spreadsheet block, the API, Zapier, Make and the MCP service. Business adds approval workflows, the Gantt chart, content locking, version history, native CRM and accounting integrations, the reports dashboard and the AI Co-Worker. Many software vendors need Business for discount approvals.

Does QuoteCloud replace our billing or subscription system?

No. QuoteCloud prices, approves and signs the order form, and can take a deposit or full payment on signing. Your billing system still invoices the subscription, handles changes during the term and collects payments. Pass it the signed values through Zapier, Make or the API where it has a connector.

More questions from software vendors

What you're rolling out

Every document and rule in the plan above has its own page.

Roll out QuoteCloud to your revenue team

Free for 14 days. No credit card required.

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