How to get a MyDocSafe quote or formal proposal
If you need something more formal than the pricing shown on our website, MyDocSafe can provide either a quotation or a more detailed commercial proposal.
This is particularly useful if your organisation requires a purchase order, internal budget approval, procurement review, a defined contract term, or a tailored scope before purchasing.
What information do we need from you?
To prepare an accurate quote, please send us the following:
Information | What to provide |
Legal entity | The full legal name of the organisation that will purchase MyDocSafe |
Billing address | The address that should appear on the quote and subsequent invoices |
Number of internal users / seats | How many members of your organisation will need their own MyDocSafe login |
Expected number of clients / guest users | Particularly important for larger deployments or unusual portal volumes |
Preferred plan | Business Pro, Accounting Pro, Deal Pro or Enterprise, if already known |
Required features | For example client portals, e-signatures, webforms, proposals, workflows, API access, SSO, data rooms or bespoke requirements |
Contract term | For example monthly, 12 months, multi-year or another agreed term |
Billing frequency | Monthly, annual or another arrangement where agreed |
Proposed start date | Particularly useful where the quote is linked to a procurement or implementation timetable |
Purchase-order requirements | Tell us if your organisation requires a PO number before invoices can be accepted |
Procurement requirements | Let us know if you also need an SLA, DPA, security documentation, data-residency statement or other supplier information |
You do not need to have every detail finalised before contacting us. For straightforward requirements, the number of users and the main functionality required are usually enough to get the conversation started.
Quote or proposal — what's the difference?
A quote is normally appropriate where the requirement is straightforward.
It will typically contain:
customer/legal entity;
MyDocSafe plan;
number of licences;
unit pricing;
additional services or usage allowances where applicable;
billing frequency;
contract term;
VAT;
total price;
payment terms;
quote validity period.
For a standard subscription, this may be all your procurement team needs.
A formal proposal is more appropriate for larger or more complex projects. In addition to commercial pricing, it may include:
your requirements;
proposed MyDocSafe solution;
scope of services;
implementation approach;
integrations;
bespoke workflow requirements;
responsibilities of each party;
assumptions;
project stages;
indicative implementation timetable;
support/SLA arrangements where applicable.
Enterprise customers and organisations considering substantial integrations or bespoke development will normally receive a proposal rather than just a price quotation.
How long does it take?
For a straightforward subscription quote, we will normally aim to provide it within one business day once we have the information we need.
A formal proposal involving bespoke workflows, integrations, SSO, significant volumes or Enterprise requirements may require a discovery conversation first. Allow a few business days depending on the complexity of the requirement.
Large procurement exercises can take longer where legal, information-security or technical teams need to be involved.
How long is a quote valid for?
Unless stated otherwise on the quotation, we recommend treating MyDocSafe quotations as valid for 30 days from the date of issue. The actual validity period shown on the quote takes precedence. If your procurement process is likely to take longer, tell us when requesting the quote. We may be able to provide a longer validity period or refresh the quotation when your organisation is ready to proceed. A proposal may also contain assumptions that need to be reconfirmed if a significant amount of time passes or the scope changes.
What happens after you accept?
For a standard subscription, the process is usually:
Accept quote → provide PO if required → subscription/order confirmed → billing arranged → MyDocSafe account activated or existing trial converted to the agreed plan.
If you already have a MyDocSafe trial, we can normally use that account rather than creating a new environment.
For larger projects, acceptance may instead trigger:
contract or order-form signature;
procurement completion;
project kick-off;
configuration;
integration work;
user setup;
testing;
go-live.
Your proposal will normally explain any implementation steps that apply.
Do I need a quote to buy MyDocSafe?
No.
Most smaller organisations can simply start a trial and select an appropriate standard plan.
A formal quote is useful where your organisation:
needs internal purchase approval;
requires a purchase order;
wants an annual or multi-year commitment documented;
has a larger number of users;
needs Enterprise features;
requires bespoke functionality or integration;
is conducting a formal procurement exercise.
How to request a quote
The easiest way is to contact MyDocSafe Sales or, if you already have an account, use the in-app support route and ask for a quotation.
A useful request is simply:
“Please provide a formal MyDocSafe quotation for [legal entity], for [number] internal users, on a [monthly/annual] basis. We require [plan/features] and would like the subscription to start around [date].”
If you also need an SLA, DPA, data-residency statement, security documentation or other procurement material, mention this at the same time so we can provide the relevant documents alongside the commercial proposal.