QuoteCloud implementation for security & fire contractors
Your report and quote templates built, your defect price book and device calculator loaded, your inspection app or assistant connected, and your team trained.
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- Building QuoteCloud since 2013
A QuoteCloud rollout for a security and fire contractor sets up report and defect quote templates, loads the price book, rebuilds the device-count spreadsheet as a block, connects the inspection app or an AI assistant (MCP, API, Zapier or Make) with drafts-only guardrails, sets approval rules, and trains technicians and office staff.
Last reviewed by the QuoteCloud team
A sample rollout for the fictional Harrowfield Fire & Security: the cover of a CCTV, alarm and access control proposal for Penrose Cold Stores behind a rollout checklist whose items tick off one by one: report and defect quote templates (week 1), the defect price book loaded (week 1), the device-count sheet rebuilt (week 2), the inspection app or AI assistant connected with drafts only (week 3), an approval rule for proposals over $40,000 (week 3, Business plan) and technicians and office trained (week 4). It ends on the proposal's approval status: In Review, waiting on the director.
Six steps from trial to every site
A sample plan for a fictional contractor with eight technicians and an office of three. It starts with one report template and one site, then rolls out. Timings are for planning, not promises.
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Phase 1, Week 1
Convert your report and defect quote
- You bring
- Your current test report and defect quote, and a recent example of each.
- QuoteCloud gives you
- One template converted free during the trial (Essentials, Business, Enterprise), with results and defect blocks in place.
- Done when
- A technician can produce Calder House's report and quote from the templates.
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Phase 2, Week 1
Load the price book
- You bring
- Your defect fixes, devices, labour rates and visit charges, with costs.
- QuoteCloud gives you
- A product library with prices and costs; margins stay hidden from clients.
- Done when
- Each defect on a report has a priced fix to pick.
Product Library: Essentials and up
Defect quotes -
Phase 3, Week 2
Rebuild the device-count sheet
- You bring
- The designer's spreadsheet of zones, devices, cable runs and rates.
- QuoteCloud gives you
- A Spreadsheet block from your .xlsx, its cells connected to the equipment lines' descriptions and unit prices.
- Done when
- Changing a count in the proposal updates its price line.
Spreadsheet: Essentials and up
Device calculators -
Phase 4, Week 3
Connect results to drafts
- You bring
- Your inspection app or job system, and the AI assistant you want to use, if any.
- QuoteCloud gives you
- The MCP service, the API, Zapier or Make, set up so results become report and quote drafts from your templates.
- Done when
- A test site's results arrive as two drafts a person reviews.
MCP, API, Zapier, Make: Essentials and up
Integrations -
Phase 5, Week 3
Set roles and approvals
- You bring
- Who prepares, who reviews and sends, and your approval limits.
- QuoteCloud gives you
- Roles and teams, and approval rules on total value or discount (Business).
- Done when
- A proposal over the limit goes In Review before anyone can send it.
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Phase 6, Week 4
Train and go live
- You bring
- Your technicians, designers and office staff for one session.
- QuoteCloud gives you
- A 45-minute training session on paid plans; more sessions as an add-on.
- Done when
- Every site's next inspection ends in a QuoteCloud report and quote.
A sample plan with fictional data. Your timing depends on how many templates, systems and sites you bring.
Help from the QuoteCloud team when you want it
Self-serve works. When a rollout needs more hands, these are the services to ask about.
Onboarding services
A template converted during the trial and the 45-minute training session on paid plans, to get your first reports and quotes out.
Onboarding servicesProfessional services
Extra template conversions and training, and consultancy and integration set-up for Zapier, the API and other platforms.
Professional servicesPremium support
Premium 24×7 support as a paid add-on; Enterprise includes a dedicated account manager.
Premium support
Your price book in, column by column
Export the price list your office already keeps, with every defect fix, device, labour rate and visit charge, then map each column to a product field and import it. Harrowfield's 214 items go in from one CSV: code to SKU, sell to price, buy to cost, UOM to unit.
QuoteCloud checks the rows before anything is imported. From then on, Calder House's four defects become four priced lines in minutes, and costs and margins stay hidden from the client.
- Column mapping to SKU, name, category, price, cost and unit
- Validation before import
- Defect fixes, devices, labour and visits as products
- Costs and margins kept from the client
Product Library: Essentials and up
Product catalogue| Column in your file | Catalogue field | First row |
|---|---|---|
Code | SKU | FX-SD-01 |
Description | Name | Replace photoelectric smoke detector |
Group | Category | Defect fixes |
Sell | Price | 168.00 |
Buy | Cost (team only) | 71.00 |
UOM | Unit | each |
214 items ready to importEvery row has a code, a name and a price
Cost stays hidden from clients; margins show only to your team.
Start with one report template and one site
Free for 14 days, no credit card required. Your first template conversion is on us.
An assistant that drafts, and people who send
If you connect an AI assistant through QuoteCloud's MCP service, set it up with the same guardrails as a new office hire: it creates the report and the defect quote as drafts from your templates, using your price book, and stops there.
Freya reviews each draft, edits what she needs to and sends it. Approval rules still apply to anything the assistant prepares, and it reads only the results and records you allow it to.
- Drafts only, for a person to review
- Nothing is sent without a person
- Approval rules still apply
- Reads only what it's allowed to
MCP service: Essentials and up
Inspection results to report and quote with MCPActivity
- Drafted from the inspection4 defects, 4 price-book lines
- Reviewed and sentBy Freya Lindqvist
- Defects tickedSimone approved all four
- Signed$1,162.70 inc tax · certificate of authenticity attached
- Invoice created in XeroNative on Business, otherwise through Zapier
What each plan includes for a security & fire rollout
Every paid plan starts with a 14-day free trial, with no credit card. Prices are in USD per user per month, from the pricing page.
- Essentials ($39): price tables, the Product Library, the Spreadsheet block, payments on signing, bulk send, expiry dates, the MCP service, the API, Zapier and Make, one free template conversion during the trial and a 45-minute training session.
- Business ($59): everything in Essentials plus approval workflows, Gantt charts, content locking, version history, the AI Co-Worker, the Reports Dashboard and native CRM and accounting integrations such as Xero and QuickBooks Online.
- Enterprise (custom pricing): implementation support and a dedicated account manager.
- Add-ons on paid plans: extra template conversions, extra training sessions and premium support. Ask us for prices.
Implementation questions
How long does it take a fire and security contractor to roll out QuoteCloud?
It depends on how many templates, systems and sites you bring. A common approach is to start with one report template, one defect quote and one site, check the results, then roll out to every technician. Our sample plan takes four weeks, but it is a planning example, not a promise.
What do we need to bring to get started?
Your current test report, defect quote and agreement, your price list of fixes, devices, labour and visits with costs, your device-count spreadsheet if you price new systems from one, and the systems you want connected, such as your inspection app, job system and accounts.
Can QuoteCloud help connect our inspection app?
Professional services include consultancy and integration set-up for Zapier, the API and other platforms, as a paid service. Your inspection app needs a connector, or an export an AI assistant can read. The MCP service, Zapier, Make and the API are on Essentials and up.
What training is included?
Paid plans include a 45-minute training session, and one template conversion is free during the trial on Essentials, Business and Enterprise. Extra training sessions and template conversions are available as paid add-ons, and premium 24×7 support is a paid add-on too.
Will an AI assistant send reports or quotes without us?
No. Set up through QuoteCloud's MCP service, an assistant creates documents as drafts for a person to review. Nothing is sent without a person, approval rules still apply, and it reads only what you allow it to. The results and any certification are your licensed technicians'.
Everything your team will use
Every page of QuoteCloud for security & fire systems.
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Inspection apps, job systems & accountingYour inspection app, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.Explore
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Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.Explore
- Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.
- Defect rectification quotesEvery defect from the inspection as a priced line the building manager ticks to approve, then signs.
- Inspection results to report and quote with MCPAn AI assistant connected through QuoteCloud's MCP service drafts the report and the defect quote from your inspection app's results.
- Annual statements for building ownersYour own year-end summary of every visit, defect and fix at a site, sent for the owner to acknowledge.
- CCTV, alarm, access & fire detection proposalsNew systems proposed zone by zone: equipment, cabling, installation and options the client chooses, with a deposit on signing.
- Device count calculators that price the proposalCameras, sensors, readers and detectors counted per zone in a spreadsheet whose cells set the equipment and cabling lines.
- Monitoring & service agreementsMonitoring tiers and scheduled servicing as repeating charges in the agreement, with an expiry date and a renewal you send.
- Multi-site & property portfolio quotesOne service agreement per building for a property manager's portfolio, bulk-sent and tracked to signature.
- Building manager sign-off, approvals & depositsApproval rules before big quotes go out, several signers on the client side, and a deposit on signing for new installs.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
Live on your next inspection round
Free for 14 days. No credit card required.