From word counts to a draft quote with your AI assistant
Your AI assistant reads the analysis, drafts the quote from your rate card and later the delivery report; your project manager reviews and sends both.
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- Building QuoteCloud since 2013
QuoteCloud's MCP service (Essentials and up) lets an AI assistant work with QuoteCloud. For an agency it can be set up to read the word counts your translation tool produces, find the client, and draft a quote from your template and rate card, then draft the delivery report when the job is done. A person reviews and sends every document.
Last reviewed by the QuoteCloud team
An engineered axonometric drawing of a fictional agency's documents moving from its own systems into drafts in QuoteCloud. On one slab, left to right: the source, which changes in three steps (the word-count analysis from the agency's translation tool, the finished job's three language folders, then an expiring framework agreement with its rate schedule); the agency's AI assistant, drawn as a request sheet; a junction block for QuoteCloud's MCP service; and the draft standing in QuoteCloud with a hatched draft band across its corner. An orange route joins them. A circular detail shows the draft's status: Draft, for a named person to review, nothing sent. Below, the request in a project manager's words and the draft it produces: the Kestrel K2 quote for Tobias Wren to review, the K2 delivery report for Petra Novak and Tobias, and Holloway Pharma's framework renewal for Sam Adeyemi.
Three jobs your assistant can be set up to start
Language businesses produce quotes, reports and agreements from data that already sits in other systems. With QuoteCloud's MCP service (Essentials and up), an AI assistant your agency uses can be set up to assemble the first draft of each. Your people do the deciding.
1Word counts to a quote From a client's files to a signed, paid quote
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Your translation tool
Counts by match band
Your tool analyses the files as it does today and exports the counts.
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Your AI assistant
Reads and finds
Can be set up to read the export and find the client in QuoteCloud.
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QuoteCloud
Draft from your template
The quote template with its rate-card sheet; language lines priced by your cells.
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Your project manager
Checks and sends
Level, deadline and languages checked; approval rules apply.
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Your client
Ticks, signs, pays
Adds or drops languages, signs and pays the deposit.
2Delivery data to a report From the finished job to an acknowledged handover
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Your team
Delivers and checks
Linguists and PMs run their checks in your own tools.
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Your AI assistant
Gathers the record
Can be set up to collect the files, steps and queries for the job.
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QuoteCloud
Draft delivery report
Your report template filled in, next to the signed quote.
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Your quality manager
Corrects and sends
Fixes what the draft got wrong, comments, sends.
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Your client
Acknowledges
Signs to confirm the handover.
3An expiring agreement to a renewal From the Expiring Soon list to a new agreement
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QuoteCloud
Expiring Soon
The framework agreements due in the next 60 days, by expiry date.
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Your AI assistant
Reads the agreement
Can be set up to read the current agreement and its rate card.
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QuoteCloud
Draft new agreement
Your framework template, rates carried over for review.
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Your account manager
Reviews the rates
Proposes changes, asks the director in a comment, sends.
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Your client
Both sides sign
A new agreement is signed; nothing renews by itself.
Guard rails that stay in place
- Drafts, not sendsSet it up to create documents as drafts. A person reviews and sends every one.
- Only what it's allowedDecide which clients, templates and rate cards it may read, and nothing more.
- Approvals still applyA total or discount over your limit still waits for an approver (Business).
- It doesn't translateNeither QuoteCloud nor the assistant translates, counts words or certifies anything here.
QuoteCloud's MCP service lets an AI assistant work with QuoteCloud. The steps shown are what an implementation can be set up to do, as QuoteCloud describes in When and why to implement an MCP AI service. They are examples, not a list of named tools. Reading your translation tool or project records is the assistant's own connection to those systems, or an export you give it.
What it was asked, what it read, what it left for review
Each flow end to end with Larkmoor's sample documents: the request in plain words, the sources it may read, what it can be set up to do, and the draft a person picks up.
1 The request
Quote the K2 files Hana sent into French, German and Japanese, editing included. She needs them in five working days.
2 What it may read
- The analysis exportCounts by match band per file, from your translation tool.
- The client recordKestrel Robotics and Hana Sorensen, in QuoteCloud.
- Your quote templateWith its rate-card sheet and one optional line per language.
3 What it can be set up to do
- Find the client in QuoteCloud
- Create the quote from your word-count template, as a draft
- Write the job details into the intro: the files, the languages asked for, the deadline
- Leave the counts for the sheet: imported by the PM, or written into its cells by a Zapier step
Your AI assistant, through QuoteCloud's MCP service
4 The draft it leaves in QuoteCloud
Translation quote
Kestrel K2 documentation in French, German & Japanese
Draft for review. Files: k2-user-guide-v4.docx, k2-app-strings.json, release-notes-3.2.md. Languages asked for: French, German, Japanese. Level: translation + editing. Deadline: 5 working days, from Hana's email of Mon 26 Oct.
Your quote
| Item | Qty | Amount |
|---|---|---|
| Project | ||
File preparation & project management3 source files: .docx, .json, .mdDescription ← Pricing!D13Unit price ← Pricing!C13 |
1 | $165.00 |
| Languages Ticked by the client | ||
French8,517 weighted words · translation + editingDescription ← Pricing!D2Unit price ← Pricing!C2
|
1 | $1,839.67 |
German8,517 weighted words · translation + editingDescription ← Pricing!D3Unit price ← Pricing!C3
|
1 | $1,954.65 |
Japanese8,517 weighted words · translation + editingDescription ← Pricing!D4Unit price ← Pricing!C4
|
1 | $2,414.57 |
Spanish (Latin America)8,517 weighted words · translation + editingDescription ← Pricing!D5Unit price ← Pricing!C5
|
1 | $1,724.69 |
Portuguese (Brazil)8,517 weighted words · translation + editingDescription ← Pricing!D6Unit price ← Pricing!C6
|
1 | $1,724.69 |
Arabic8,517 weighted words · translation + editingDescription ← Pricing!D7Unit price ← Pricing!C7
|
1 | $2,299.59 |
- Subtotal
- $165.00
- Tax (10%)
- $16.50
- Total
- $181.50
- Deposit on signing (50%)
- $90.75
Total → Pricing!B15 Delivery estimate: 5 working days
- Counts
- Your tool's analysis, written into the sheet by a Zapier step
- Rates, weights, minimum
- Your rate card, the Rates tab
- Wording and layout
- Your quote template
- The decision to send
- Tobias
5 Then people take over
- Tobias reviewsBrings in the counts, ticks the languages asked for, checks level and deadline.
- Approval if a rule appliesA discount or total over your limit waits for Ines.Business
- Tobias sendsNothing goes to the client until he does.
- Hana signs and paysTicks the languages, signs, pays the 50% deposit.
1 The request
Prepare the delivery report for the K2 job: the files, our checks and Hana's queries.
2 What it may read
- The job recordFiles, steps and linguists from your project system, or an export.
- The query logThe questions asked during the job and the client's answers.
- The signed quoteLM-Q-2614, for the languages and reference.
3 What it can be set up to do
- Create the report from your delivery report template
- Fill in languages, files, steps and linguists from the job record
- Copy the checks and queries into their sections
- Leave it as a draft for your quality manager
Your AI assistant, through QuoteCloud's MCP service
4 The draft it leaves in QuoteCloud
What we delivered
- Languages3
- Files9
- Source words11,540
- DeliveredTue 3 Nov
Checks our team ran
- PassedTerminology against the K2 glossary3 terms updated after your review
- PassedNumbers, units and placeholdersAll app strings
- PassedTags and formatting
- PassedSpelling and grammar
- PassedLength limits on app stringsDrafted from the job record
Review notes on the draft
- Checks list taken from the job's records; results confirmed with Petra Novak before sending.
- Query log copied from the client's answers; wording left as Hana wrote it.
- Length flag on four German strings reworded to say what was done.
Petra NovakThe draft says “length limits passed” for German: four strings were over. Please mark it as flagged.
Tobias WrenChanged to Flagged, with the shorter options in the query log.
- Files, steps, linguists
- Your project records
- Checks and results
- Your team, in your own tools
- Queries and answers
- The job's query log
- The correction
- Petra, in a comment
5 Then people take over
- Petra reviewsSpots the length check that should be flagged and comments.
- Tobias correctsMarks it Flagged, with the shorter options.
- Tobias sendsWith the files attached.
- Hana acknowledgesSigns to confirm delivery.
1 The request
Holloway's framework expires in 11 days. Draft the renewal from the current agreement, same structure, rates for me to review.
2 What it may read
- Expiring SoonWhich agreements are due, from their expiry dates.
- The current agreementLM-FA-1803 and its rate-card schedule.
- Your framework templateTerms, schedule layout and signature blocks.
3 What it can be set up to do
- Read the status of the agreements nearing expiry
- Create a new agreement from your framework template
- Carry the current rates and weights into the draft schedule
- Leave rate changes for the account manager to propose
Your AI assistant, through QuoteCloud's MCP service
4 The draft it leaves in QuoteCloud
Schedule 1 · Rate card (proposed)
Per weighted word, ex tax. Carried over from LM-FA-1803; changes are Sam's proposal, for review.
| Language pair | Translation | + Editing | + Proofreading |
|---|---|---|---|
| English → French | $0.16 | $0.215 | $0.245 |
| English → German | $0.17 | $0.23 | $0.26 |
| English → Italian | $0.16 | $0.215 | $0.245 |
Match-band weights
- New words100%
- Fuzzy 75–94%60%
- Fuzzy 95–99%30%
- Repetitions & 100%25%
Proposed rates for review: French, German and Italian up one cent; Japanese and Spanish unchanged.
Review notes
- Draft created from LM-FA-1803 eleven days before it expires.
- Volumes for 2026 attached for the rate review.
Sam AdeyemiProposing +1 cent on FR / DE / IT; JA and ES stay. Ines, OK to send?
Ines NavarroYes, send it to Nadia and Tom.
- Rates and weights
- LM-FA-1803, carried over
- Proposed changes
- Sam, for review
- Terms and layout
- Your framework template
- The go-ahead
- Ines, in a comment
5 Then people take over
- Sam reviewsProposes one cent more on three pairs.
- Ines agreesIn a comment on the draft.
- Sam sendsTo Holloway's two signers.
- Both signA new agreement; nothing renews by itself.
Sample requests and documents for a fictional agency. How your assistant connects to your translation tool or project system depends on that system; QuoteCloud's side is the MCP service.
What to let it do, and what stays with your people
A sensible first setup for a language business. You decide the boundaries.
Talk to us about connecting your AI assistant
Free for 14 days, no credit card required. The MCP service is on Essentials and up, and the QuoteCloud team can help you set it up around your templates and rate card.
It can read which agreements are due
Every framework agreement carries its expiry date, and the Expiring Soon filter lists the ones nearing it. That's the starting point for the renewal flow: an assistant can be set up to read the status of those documents and draft the next agreement for the account manager.
Nothing renews by itself. Each renewal is a new agreement that both sides sign, and Sam decides what goes in it.
- Expiry dates on every agreement
- Expiring Soon for the next 60 days
- A drafted renewal, never an automatic one
Expiry dates and Expiring Soon: Essentials and up
Framework agreements & client rate cards4 framework agreements expire in the next 60 days
- Framework agreement & rate cardHolloway Pharma · LM-FA-1803 Expires Mon 7 Dec 2026in 11 days Signed
- Framework agreement & rate cardVantage Games Studio · LM-FA-1811 Expires Thu 17 Dec 2026in 21 days Signed
- Interpreting panel agreementRiverside City Council · LM-FA-1820 Expires Fri 8 Jan 2027in 43 days Signed
- Framework agreement & rate cardBrightwater Travel · LM-FA-1826 Expires Mon 18 Jan 2027in 53 days Signed
Approval rules apply to whatever it drafts
A drafted document is an ordinary QuoteCloud document. Larkmoor's rule holds anything over $25,000 In Review for Ines, so a six-language proposal waits for her whether Amara built it or the assistant drafted it.
Set rules on total value or discount percentage, and name the approvers. The assistant can be set up to check them; it can't approve.
- Triggers: total value or discount %
- In Review until a named person approves
- Then a person sends it
Approval workflow: Business plan
Approvals, signing & payment on acceptanceDocument workflow
In ReviewTriggered when Total value greater than $25,000
- Ines NavarroManaging directorWaiting
Must be approved before it can be sent
- Sent for review by Amara Osei · Wed 28 Oct, 10:14 am
Approval workflow · Business plan
How to set up your AI assistant with QuoteCloud
Start with one flow, usually the word-count quote, and add the others once your team trusts the drafts.
Get your templates right
A word-count quote template with your rate-card sheet, and report and agreement templates.
Connect the assistant
Connect your AI assistant through QuoteCloud's MCP service; the QuoteCloud team can help with the setup.
Set the boundaries
Decide which clients, templates and records it may read, and that it creates drafts only.
Test on real jobs
Run it beside your usual process for a week and compare its drafts with your PMs' quotes.
Review, then send
Keep a person reviewing and sending every document, with your approval rules on.
AI assistant and MCP questions
What is QuoteCloud's MCP service?
MCP, the Model Context Protocol, is a standard way for AI applications to connect to tools and data. QuoteCloud's MCP service, on Essentials and up, lets an AI assistant your business uses work with QuoteCloud, for example to find a client or create a document from a template as a draft.
Can an AI assistant write our translation quotes?
It can be set up to draft them. Given the word counts your translation tool produces, it can create a quote from your template, priced by your rate-card sheet, as a draft. A project manager checks the level, languages and deadline and sends it. QuoteCloud doesn't send anything on its own.
Does the assistant translate or count words?
No. Neither QuoteCloud nor the assistant set up this way translates, counts words or checks quality. The counts come from your own translation tool, the checks from your linguists, and the prices from your own rate card.
What can the assistant see?
Only what you allow. Decide which clients, templates, rate cards and records it may read when you set it up. Reading your translation tool or project system is the assistant's own connection to that system, or an export you give it.
Do approval rules still apply to drafted documents?
Yes. A drafted quote or proposal is an ordinary QuoteCloud document, so a total or discount over your limit waits In Review for the named approver. Approval workflows are on the Business plan.
Which AI assistants work with it?
QuoteCloud's MCP service is for AI assistants and applications that support MCP. Talk to the QuoteCloud team about your assistant and how to connect it; they can help set it up around your templates.
Which plan includes the MCP service?
Essentials and up, alongside the API, Zapier, Make and the Spreadsheet block. Approval workflows, content locking and the AI Co-Worker, which helps staff in the editor, are on Business.
More for translation agencies
The documents the assistant drafts, and the rate card behind them.
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Translation quotes from word countsNew words, fuzzy matches and repetitions priced per language pair in minutes, with the client ticking the languages they want.Explore
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Delivery & quality reportsThe files delivered, the checks your team ran and the queries answered, in a handover the client acknowledges with a signature.Explore
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Framework agreements & client rate cardsA client's agreed rates, weights, turnaround and terms in one agreement both sides sign, with its expiry date in view.Explore
- Rate cards, rush fees & minimum chargesYour match-band weights, per-pair rates, rush percentage and minimum charge as a Spreadsheet block that prices the lines.
- Localisation project proposalsSoftware, website and documentation localisation: scope, languages, engineering, linguistic QA and a release plan in one signed proposal.
- Interpreting booking confirmationsConsecutive, simultaneous or remote sessions with minimum call-out times, travel and your cancellation terms, confirmed and paid.
- Certificates of translationYour agency's own statement of accuracy, laid out once as a locked template and signed by your translator or project manager.
- Approvals, signing & payment on acceptanceDiscounts over your limit go for approval, the client signs online and pays a deposit or the full amount through Stripe or PayPal.
- Translation tools, CRM & accounting integrationsYour translation tool's exports, HubSpot, Pipedrive, Xero and QuickBooks, connected the way each one really connects.
- Templates for translation agenciesReal QuoteCloud quote, proposal, agreement and acceptance templates to make into your quote, booking and handover documents.
- QuoteCloud implementation for language service providersYour rate card rebuilt as a sheet, templates converted, payments connected, the assistant set up and project managers trained.
- FAQAnswers to the questions translation agencies, localisation vendors and interpreting services ask most.
Your assistant drafts, your people decide
Free for 14 days. No credit card required.