Approvals, signatures and payment on acceptance
Discounts over your limit wait for a manager, the client signs online, and a deposit or the full amount is paid through Stripe or PayPal.
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In QuoteCloud a translation quote can wait In Review when its total or discount passes your rule (Business), then go to the client to sign online, with several signers if needed. Payment on signing is a percentage deposit, a fixed amount or the full total through Stripe or PayPal; later invoices stay in your accounting software.
Last reviewed by the QuoteCloud team
The cover of a fictional agency's localisation proposal, LM-P-0931 from Larkmoor Language Services to Kestrel Robotics, behind a checklist titled "Before it goes to Kestrel", $32,508.08 including tax. Its items tick off one by one: scope and price for six languages, engineering and in-context review, $29,552.80 plus tax; the glossary option ticked as a default the client can untick; two signers added, Hana Sorensen and Marcus Albrecht; 30% due on signing, $9,752.42 through Stripe. The last line shows the approval: In Review because the total value is greater than $25,000, waiting for Ines Navarro, managing director.
Ticked, signed and paid in one sitting
Hana's quote for the K2 documentation, as she sees it. Tick or untick a language in the first tab and the deposit follows in the second.
The client picks the languages
Tobias ticks the three languages Hana asked for; the others are there as optional lines. If she adds Spanish now, the total, tax and deposit change before she signs, with no revised quote.
Translation quotes from word countsYour quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Project | $165 | ||
File preparation & project management3 source files: .docx, .json, .md
|
1 | $165 | $165.00 |
| Languages Tick to add | |||
| 1 | $1,839.67 | $1,839.67 | |
| 1 | $1,954.65 | $1,954.65 | |
| 1 | $2,414.57 | $2,414.57 | |
| 1 | $1,724.69 | $1,724.69 | |
| 1 | $1,724.69 | $1,724.69 | |
| 1 | $2,299.59 | $2,299.59 | |
- Subtotal
- $6,373.89
- Tax (10%)
- $637.39
- Total
- $7,011.28
- Plus, monthly
- $0.00/mo
- Deposit on signing (50%)
- $3,505.64
Half up front, as she signs
Hana signs online and pays the 50% deposit through Stripe in the same step. The signed quote carries QuoteCloud's certificate of authenticity and an audit trail of who signed and when.
Payments: Essentials and up · eSignatures: every plan
Templates for translation agenciesAccept, sign and pay
Hana Sorensen · Product documentation manager
Signed online · Tue 27 Oct 2026
Deposit on signing (50%)
$3,505.64
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Opened, signed and paid, in order
The quote's activity shows when Hana opened it, signed it and paid. A Zap can pass the Signed Document or Document Payment Event on to your project system so work can start.
Translation tools, CRM & accounting integrationsActivity
- Draft created from the analysisQuote template · rate card applied · draft for review
- Reviewed and sent by Tobias WrenMon 26 Oct · 4:12 pm
- Opened by Hana SorensenMon 26 Oct · 4:40 pm
- Signed by Hana SorensenTue 27 Oct · 9:05 am
- Deposit paid · $3,505.64Stripe · Tue 27 Oct · 9:06 am
Discounts over your limit wait for a director
Set approval rules on a discount percentage or on total value. Account managers keep quoting at speed; a quote that passes a rule waits In Review and can't be sent until the approver says yes.
Kestrel's six-language proposal is over Larkmoor's $25,000 limit, so it waits for Ines. The same rule could catch a 15% discount on a small job. Approval rules still apply when an AI assistant drafts the quote.
- Triggers: total value or discount %
- In Review until approved, then sent
- Approve or decline from the document
Approval workflow: Business plan
Approval workflow in QuoteCloudDocument 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
Scope and price
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Translation & editing | $19,936 | ||
French14,200 weighted words · app, help centre, guide
|
1 | $3,067.20 | $3,067.20 |
German14,200 weighted words
|
1 | $3,258.90 | $3,258.90 |
Japanese14,200 weighted words
|
1 | $4,025.70 | $4,025.70 |
Spanish (Latin America)14,200 weighted words
|
1 | $2,875.50 | $2,875.50 |
Portuguese (Brazil)14,200 weighted words
|
1 | $2,875.50 | $2,875.50 |
Arabic14,200 weighted words · right-to-left layout checked in DTP
|
1 | $3,834 | $3,834.00 |
| Engineering & desktop publishing | $4,216 | ||
String extraction & resource file preparationApp resource files and help centre export
|
1 | $640 | $640.00 |
Localised screenshots24 screens × 6 languages
|
144 screens | $9 | $1,296.00 |
Quick-start guide desktop publishingPrint-ready PDF per language
|
6 languages | $380 | $2,280.00 |
| Linguistic quality assurance | $4,080 | ||
In-context review of test buildsLinguists review strings in the running app
|
36 hours | $65 | $2,340.00 |
Functional check of the localised UITruncation, placeholders, dates and numbers
|
6 languages | $290 | $1,740.00 |
| Options Tick to add | |||
Glossary & style guideAgreed terms and tone per language, before translation starts
|
6 languages | $220 | $1,320.00 |
Terminology extraction from the English sourceA term list for your team to approve
|
1 | $480 | $480.00 |
Voice-over script adaptationThree onboarding videos
|
3 videos | $350 | $1,050.00 |
- Subtotal
- $29,552.80
- Tax (10%)
- $2,955.28
- Total
- $32,508.08
- Plus, monthly
- $0.00/mo
- Deposit on signing (30%)
- $9,752.42
Choose what is paid on signing
Connect Stripe or PayPal on Essentials and up, then set the rule per template or per quote.
A percentage deposit
50% on a new client's quote, 30% on a large localisation programme: the amount follows the languages they tick.
A fixed amount
A set booking fee for an interpreting hold or a rush job, whatever the final total.
The full amount
Small certified jobs paid in full as the client signs, so work starts on a paid order.
Later invoices
The balance on delivery stays in your accounting software. Xero and QuickBooks are native on Business, otherwise through Zapier.
Get your next translation quote signed and paid
Free for 14 days, no credit card required. Connect Stripe or PayPal and send a quote to yourself to see the whole flow.
Corporate clients: every signer and their PO number
Larger clients often need two people to sign and a purchase order number on the paperwork. Add each signer to the document; Hana and Marcus each sign online, without an account, and you see who has signed and who hasn't.
Capture the PO number in the quote itself: as a custom data item you fill in before sending, or as a field in a Forms block the client completes before signing (both Essentials and up). For confidential files, add a one-time passcode by email before a signer can open the document.
- Several signers, no account needed
- PO number as a data item or a form field
- Optional one-time passcode by email
- Certificate of authenticity on the signed document
Accept, sign and pay
1 of 2 signed
- Hana SorensenProduct documentation manager SignedMon 2 Nov 2026
- Marcus AlbrechtVP Engineering Awaiting signature
Deposit on signing (30%)
$9,752.42
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
From approved quote to paid order in five steps
What happens once the price is right.
Set your rules
Approval on discount % or total value (Business), and payment on signing in your templates.
Approve if needed
A quote over a rule waits In Review until a director approves it.
Send to every signer
Add the client's signers, and a passcode if the files are confidential.
They tick, sign and pay
Languages ticked, signed online, a deposit or the full amount through Stripe or PayPal.
Hand it on
Pass the signed quote to your accounts and project system and start work.
Signing and payment questions
Can a large discount need a manager's approval?
Yes, on the Business plan. Set approval rules on a discount percentage or on the total value. A quote that passes a rule waits In Review and can't be sent until an approver approves it. The rules apply to drafts made by an AI assistant too.
How do translation clients pay?
Connect Stripe or PayPal on Essentials and up and set payment on signing: a percentage deposit, a fixed amount or the full total. The client pays as they sign. Balances and later invoices stay in your accounting software.
Can two people at the client sign the same quote?
Yes. Add each signer to the document. They sign online without a QuoteCloud account and you see who has signed. QuoteCloud doesn't set a signing order, so each signer can sign when they're ready.
Where do we put the client's purchase order number?
In the quote itself: as a custom data item your team fills in before sending, or as a field in a Forms block the client completes before signing. Both are on Essentials and up. The number then stays with the signed document.
Does QuoteCloud send payment reminders or take instalments?
No. QuoteCloud takes the payment you set on signing, through Stripe or PayPal. Instalment plans, reminders and later invoices are handled in your accounting software. Xero and QuickBooks are native on Business, otherwise they connect through Zapier.
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Localisation project proposalsSoftware, website and documentation localisation: scope, languages, engineering, linguistic QA and a release plan in one signed proposal.Explore
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Translation tools, CRM & accounting integrationsYour translation tool's exports, HubSpot, Pipedrive, Xero and QuickBooks, connected the way each one really connects.Explore
- From word counts to a draft quote with your AI assistantSet your AI assistant up through QuoteCloud's MCP service to read the analysis and draft the quote and the delivery report for a PM to review.
- 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.
- Interpreting booking confirmationsConsecutive, simultaneous or remote sessions with minimum call-out times, travel and your cancellation terms, confirmed and paid.
- Delivery & quality reportsThe files delivered, the checks your team ran and the queries answered, in a handover the client acknowledges with a signature.
- Certificates of translationYour agency's own statement of accuracy, laid out once as a locked template and signed by your translator or project manager.
- 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.
- 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.
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