Multi-site & property portfolio quotes
One agreement or defect quote per building for a property manager's portfolio, sent together from one template and tracked building by building to signature.
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For property and facility managers with many buildings, QuoteCloud sends one document per building from a single template with bulk send (Essentials and up, volume-based costs), personalised with each site's data. You see which were opened and accepted, and each owner signs their own. Dashboards and reports: Business.
Last reviewed by the QuoteCloud team
A sample QuoteCloud bulk send for the fictional contractor Harrowfield Fire & Security: one 2027 fire & security services agreement template sent as a personalised copy to each of Larchmont Property Group's four buildings. Calder House ($1,840 a month plus tax) has accepted, Elm Street Arcade ($920) and Quayside Apartments ($1,310) have opened theirs, and Lakeview Business Park ($2,260) has been sent.
One building, one document, one signature
A property manager buys across the portfolio, but each building pays for its own work and often has its own signer: a building manager for an office tower, an owners' association committee for an apartment block.
So every building gets its own document. After Calder House's six-monthly inspection, Simone receives Calder House's defect quote, ticks the defects to fix and signs for that building alone; Quayside's quote goes to its committee.
- A document per building, from one template
- The building's name, address and devices as data items
- Each signer ticks and signs their own building's work
- Tracked building by building
Price tables and custom data items: Essentials and up
Defect rectification quotes
Defect rectification quote
Defect rectification quote, Calder House
The defects found at the six-monthly inspection on 14 October, each priced as a line you can approve. Tick the defects you want fixed and sign: we'll book the visit and send the updated results when the work is done.
Defects to fix
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Defect visit | $165 | ||
Attendance, defect rectification visitOne technician, up to 1 hour on site
|
1 visit | $165 | $165.00 |
| Defects found on 14 Oct Tick to add | |||
| 1 ea | $168 | $168.00 | |
| 1 ea | $96 | $96.00 | |
| 1 ea | $142 | $142.00 | |
| 1 ea | $486 | $486.00 | |
- Subtotal
- $1,057.00
- Tax (10%)
- $105.70
- Total
- $1,162.70
- Plus, monthly
- $0.00/mo
Approve and sign
Simone Achebe · Building manager, Larchmont Property Group
Signed online · Thu 16 Oct 2026
Approved work
- Defects approved
- 4 of 4
- Total
- $1,162.70 inc tax
- Booked
- Tue 21 Oct
Certificate of authenticity and audit trail attached
What a portfolio needs from your paperwork
Facility and property managers judge a contractor on how easy the paperwork is across every site they look after.
One template, many sites
Your agreement or report template once; each building's copy gets its own name, address, systems and monthly price.
TemplatesSent together
Bulk send the year's agreements to every building at once as personalised copies. Bulk send is on Essentials and up, with volume-based costs.
Bulk sendStatus per building
See which buildings have opened and which have accepted, so you chase two sites, not the whole list.
Signed separately
Each building signs its own copy with as many signers as it needs, and each signed copy carries its own certificate of authenticity.
Sign-off & approvalsExpiry dates in one list
Every building's agreement carries an expiry date; the Expiring Soon filter shows which sites end next.
Service agreementsThe portfolio at a glance
The Reports Dashboard on the Business plan gives you an overview of your documents across clients.
Send next year's portfolio agreements in one go
Free for 14 days, no credit card required. Send us your agreement and we'll convert one template for you during the trial.
Each building's own report, acknowledged by its own manager
Inspection results stay with the building they came from. Calder House's report shows its five systems and 186 devices, signed by Harrowfield's lead technician and acknowledged by the building manager.
The same report template serves Elm Street Arcade and Lakeview Business Park, so a portfolio owner reads every building's results the same way. The testing and any certification under the standard that applies to each site are your licensed technicians'.
- Results by system for each building
- Technician and building manager both sign
- Opened and acknowledged, per building
Results by system 186 devices inspected and tested on Tue 14 Oct 2026
| System | Result | Tested | Passed | Defects |
|---|---|---|---|---|
| Fire detection & alarm | 86 | 85 | 1 | |
| Emergency & exit lighting | 34 | 33 | 1 | |
| Extinguishers & hose reels | 22 | 21 | 1 | |
| CCTV cameras | 18 | 17 | 1 | |
| Access control & intruder alarm | 26 | 26 | Pass | |
| All systems | 186 | 182 | 4 |
Results recorded on site by Adaeze Nwosu in Harrowfield's inspection app. Harrowfield's licensed technicians test and certify; QuoteCloud presents the report.
Report acknowledged
2 of 2 signed
- Adaeze NwosuLead inspection technician SignedWed 15 Oct 2026
- Simone AchebeBuilding manager, acknowledges SignedThu 16 Oct 2026
Report summary
- Devices tested
- 186
- Defects
- 4, quoted in HF-DQ-2611
- Next inspection
- April 2027
Certificate of authenticity and audit trail attached
The annual renewal round
Every building, one send, a signature each
When every building's agreement ends at the end of the year, the renewal round is one template and one bulk send. Each committee and manager signs their own copy, in their own time.
Monitoring & service agreementsA portfolio's agreements, from list to signatures
How a fire and security contractor renews a property manager's buildings in QuoteCloud.
List the buildings
One row per building: name, address, signer's email, systems and monthly price.
Set up one template
Your agreement template with data items for the building's own details and charges.
Bulk send
Send a personalised copy to every building at once.
Follow each building
See which have opened and accepted, and call the ones that haven't.
Signed, one by one
Each signer signs their own building's agreement, and you book the year's visits.
Multi-site questions
Can I send one agreement to every building in a portfolio at once?
Yes. Bulk send takes one template and sends a personalised copy to each recipient, so every building gets its own agreement with its own name, details and charges. You see each copy's status: sent, opened or accepted. Bulk send is on Essentials and up and has volume-based costs.
Does each building sign its own document?
Yes. Each building's copy is a separate document, signed by whoever signs for that building, whether a building manager or an owners' association committee. You can add several signers to a document, signers don't need an account, and each signed copy carries its own certificate of authenticity and audit trail.
How do I keep track of which buildings have signed?
Document tracking shows when each copy was opened and its status, and the bulk send view lists every recipient with sent, opened or accepted. Expiry dates and the Expiring Soon filter show which sites' agreements end next. The Reports Dashboard on the Business plan gives an overview across clients.
Can a portfolio owner get one report covering every building?
Each building's inspection and test report is its own document, so results stay with the site they came from. You can also prepare your own year-end summary for an owner as a separate document. Any certification under the standard that applies to each site is your licensed technicians', not QuoteCloud's.
Can my job system create the documents for each building?
Yes, through Zapier, Make or the API on Essentials and up: a document can be created from a template with its data items filled and price lines added. Documents created through the API or Zapier have a per-document fee. simPRO and ServiceM8 connect through Zapier.
Everything a security & fire business sends
Every page of the security & fire systems microsite.
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Monitoring & service agreementsMonitoring tiers and scheduled servicing as repeating charges in the agreement, with an expiry date and a renewal you send.Explore
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Annual statements for building ownersYour own year-end summary of every visit, defect and fix at a site, sent for the owner to acknowledge.Explore
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Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.Explore
- 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.
- 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.
- 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.
- 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.
- Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.
- QuoteCloud implementation for security & fire contractorsYour report and quote templates, defect price book, device calculator and assistant connection set up, and your team trained.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
Every building in the portfolio, signed for itself
Free for 14 days. No credit card required.