Getting started with QuoteCloud

Setting QuoteCloud up for a wholesale business

A sample plan from price file to orders arriving signed: catalogue, templates, the Freight tab, the website or assistant, routes and training.

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A QuoteCloud implementation for a wholesaler loads the catalogue by CSV, builds sales order, volume quote and project quote templates with the Freight tab, connects the website or assistant through the API, Zapier, Make or QuoteCloud's MCP service, sets which orders send by rule and which wait for review or approval, and trains the sales desk.

Last reviewed by the QuoteCloud team

Two overlapping panels from a fictional wholesaler's rollout. Behind: QuoteCloud's product catalogue for Tanbark Trade Supply after week 1, six products with SKU, price, unit, hidden cost and margin and an Active or Draft status, with a banner saying 214 products were imported from trade-price-list-2027.csv. In front, labelled 'Week 4, every order a draft': how an order is prepared in the first month: the request is read by the assistant through QuoteCloud's MCP service, a draft is created from the Sales order template with catalogue lines at the account's discounts, a Zapier step writes the cartons into the Freight tab, and Priti Desai checks it and sends it, so nothing goes out without a person.

Six workstreams from price file to orders arriving signed

A sample plan for a fictional wholesaler with four people on the sales desk and a web agency. Timings are planning, not a promise: yours depend on your price file, your templates and your website.

  1. Phase 1, Week 1

    Load the catalogue

    You bring
    Your price file as a CSV from your ERP or spreadsheet: SKUs, ranges, trade prices, landed costs and pack sizes.
    QuoteCloud gives you
    Product catalogue import with column mapping and validation; costs kept hidden; rows without a category held as Draft.
    Done when
    Every product your trade accounts buy is Active with the right price and pack note.

    Product catalogue: Essentials and up

    Catalogue & systems

  2. Phase 2, Weeks 1–2

    Build the templates

    You bring
    Your current order form, quote, distributor agreement and account application, and the people who sign each one.
    QuoteCloud gives you
    Sales order, volume quote and project quote templates with the Discount column, plus the agreement and application. One conversion is free during the trial.
    Done when
    A rep can prepare each kind of document from a template without editing wording.
    Wholesale templates

  3. Phase 3, Week 2

    Add the Freight tab

    You bring
    Cartons per pallet for each product and your zone rates, or the spreadsheet you already use.
    QuoteCloud gives you
    A Spreadsheet block (or your .xlsx imported) whose cells set the freight line's description and unit price, with the order total brought back into a cell.
    Done when
    Recent orders give the same pallets and freight as your own sums.

    Spreadsheet block: Essentials and up

    Pallets & freight

  4. Phase 4, Week 3

    Connect the website or assistant

    You bring
    Your web team or agency, the account data the website may read, and which requests should become documents.
    QuoteCloud gives you
    Documents created through the API, Zapier or Make, or an assistant set up through QuoteCloud's MCP service to find the account, create the draft and add catalogue lines.
    Done when
    A test request from each sample account becomes a correct draft.

    API, Zapier, Make and MCP: Essentials and up

    AI & MCP orders

  5. Phase 5, Week 4

    Train the sales desk

    You bring
    The people who review drafts, approve discounts and answer buyers.
    QuoteCloud gives you
    A 45-minute training session on paid plans: reviewing drafts, editing lines, sending and following up.
    Done when
    Each person has reviewed, sent and followed a real order through to signature.

  6. Phase 6, Weeks 4–8

    Run on drafts, then widen

    You bring
    Rules you trust: which accounts, which totals and which discounts may skip a person.
    QuoteCloud gives you
    Every order as a draft for review first. Later, the Send Document action for repeat accounts on agreed pricing under your limit, and approval over your discount limit (Business).
    Done when
    The desk agrees the drafts are right often enough to let the rule send the routine ones.

    Approval workflow: Business plan

Week 1: your price file, mapped and checked

Dev exported Tanbark's 2027 price list from the ERP as a CSV and mapped each column to a catalogue field: item_code to SKU, range to Category, trade_price to Price, landed_cost to the hidden Cost and pack_note to the line note.

The import checked every row first. 211 were ready; 3 had no range and came in as Draft for Dev to sort out. When prices change next year, the same file goes in again.

  • Column mapping and validation
  • Costs kept from buyers
  • Draft rows held back for review

Product catalogue: Essentials and up

Product catalogue
Product catalogue · Import from CSVTanbark Trade Supply Sample data
trade-price-list-2027.csv214 rows Map columns
Column in your fileCatalogue fieldFirst row
item_codeSKUTT-CUP12
descriptionName12 oz double-wall hot cup, kraft
rangeCategoryCups & lids
trade_pricePrice68.00
landed_costCost41.20
pack_notePrice line note500 per carton

211 ready to import3 rows have no category: they import as Draft

Costs import as hidden cost: buyers see prices, never costs or margins.

Help with the parts that take time

You can do all of it yourselves. If you'd rather not, this is the help on offer.

  • One free template conversion

    During the trial: send your current order form or quote and we'll rebuild it in QuoteCloud.

  • A 45-minute training session

    Included on paid plans: walk your sales desk through drafts, review and sending.

  • Onboarding services

    Guided set-up of templates, users and settings for a team rollout.

    Onboarding services

  • Professional services

    More template conversions and set-up work, such as building your Freight tab.

    Professional services

Start the rollout with your own price file

Free for 14 days, no credit card required. Import your catalogue, and send us one order form to convert during the trial.

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What the rollout changes for a wholesale order desk

The value comes from setting things up once. After that, the website, the assistant and the desk all work from the same catalogue, templates and rules.

The jobBeforeAfter the rollout
A trade enquiry Read the next morning, then rebuilt line by line. A draft at the account's pricing is waiting when the desk opens.
Prices A price file in one place, older copies in quotes and inboxes. One catalogue every document picks from.
Freight Pallets counted by hand, freight added later. The Freight tab sets the freight line from the cartons.
Big discounts Found when the margin report comes out. Over the limit, the quote waits In Review for a director (Business).
Routine repeat orders Typed, checked and emailed one at a time. Sent by your own rule once the desk trusts the drafts.
Signed orders Rekeyed into the order system for dispatch. Passed on by a Zapier step when the buyer signs.

Drafts first

Start with every order as a draft, then widen

Tanbark's first month: every order prepared by the website or assistant waited for Priti. By week eight, repeat accounts on agreed pricing under $8,000 went straight to eSignature by Tanbark's own rule.

Three routes, set by your rules

After the drafts-only month, Tanbark wrote down three routes. A repeat account on agreed pricing under $8,000 goes straight to eSignature through the Send Document action in its automation. A new customer, or anything unusual, stays a draft for Priti. Over 20% discount, the approval workflow puts the quote In Review until Rhea approves it.

The assistant never decides which route applies by itself: the rules come from Tanbark, and approvals still apply whoever prepared the document.

  • Send by rule: the Send Document action
  • Draft for a person by default
  • In Review over the discount limit (Business)

Approval workflow: Business plan · API and Zapier: Essentials and up

Discount approvals
Tanbark Trade SupplySales order TT-SO-4471 Sample · fictional business

Tanbark's routes from week 8

  1. Repeat account, agreed pricing, under $8,000Sent for eSignature by the Send Document actionRule
  2. New customer or anything unusualStays a draft until Priti checks and sends itPerson
  3. Discount over 20%In Review until Rhea approves itBusiness

Our drawing of an example setup, not a QuoteCloud screen.

Roll QuoteCloud out to a wholesale team in five steps

The same plan, in the order most wholesalers do it.

  1. Import the catalogue

    Your price file by CSV, costs hidden, Draft rows checked.

  2. Build the templates

    Sales order, volume quote, project quote, agreement and application.

  3. Add the Freight tab

    Cells set the freight line; the order total comes back into the sheet.

  4. Connect and run on drafts

    Website or assistant creates drafts; the desk reviews every one.

  5. Widen with rules

    Send routine repeat orders by rule; keep approvals on big discounts.

Rollout questions

How long does it take to set QuoteCloud up for a wholesaler?

It depends on your price file, your templates and your website. A sample plan runs the catalogue and templates in the first two weeks, the Freight tab in week two, the website or assistant connection in week three and drafts-only running from week four. Treat any timing as planning, not a promise.

Should orders from our website go straight to customers at first?

We'd suggest not. Start with every order your website or assistant prepares as a draft for a person to review. When your team agrees the drafts are right, use the Send Document action for routine cases, such as repeat accounts on agreed pricing under a set value, and keep everything else as a draft.

Who connects our website or AI assistant to QuoteCloud?

Usually your web team or agency. They use the API, Zapier or Make to create documents, or set up an assistant through QuoteCloud's MCP service, which is on Essentials and up. QuoteCloud's professional services can help with set-up work such as template conversions and calculators.

What help is included?

One template conversion is free during the trial, and paid plans include a 45-minute training session for your team. Onboarding services offer guided set-up of templates, users and settings for a team rollout, and professional services cover more template conversions and set-up work, such as building a freight calculator.

Does our ERP or store need to change?

No. QuoteCloud sits beside them. Your store and ERP keep stock, carts and fulfilment; QuoteCloud prepares the quote or sales order and takes the signature and any payment on signing. Signed orders can be passed back to your order system through Zapier, Make or the API.

Are there extra costs for documents the website creates?

Documents created through the API or Zapier carry a document creation fee: US$2.00, $1.80 or $1.60 each, depending on your monthly volume. No fee is stated for Make. Plan for it when you decide which requests the website should create as documents during the rollout.

More questions from wholesalers

Explore QuoteCloud for wholesale and B2B

Each part of the plan has its own page.

Start safe, then let the website do more

Start free for 14 days with your own price file and order template. No credit card required.

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