Quotes
Build priced treatment quotes, send them to patients for review or e-signature, and start a plan once accepted.
What is a Quote?
A quote is a priced proposal you send to a patient before treatment starts. It lists the procedures you recommend, the price of each, and the total. The patient reviews it and says yes or no.
A quote is not an invoice. Nothing is charged when a quote is created or sent. A quote is also not a treatment plan by itself - it becomes the starting point for one only after the patient accepts and you choose to start a plan from it.
Quick Overview
Creating a Quote
Open the quote builder
Open the patient's visit and go to the Quotes tab, then click New Quote. Fill in the treating doctor and how long the quote stays valid (default 30 days).
Add options and procedures
A quote can hold a single treatment plan, or several options for the patient to choose between (for example a standard option and a premium option). Each option lists its procedures with:
- Description: the procedure (e.g. "Porcelain Crown")
- Teeth: which teeth are involved
- Quantity and Unit Price
- Discount % (optional, per item)
Group procedures within an option into steps when treatment will span multiple visits. Totals recalculate live as you type, but the amounts are never trusted from the browser - the server recomputes and stores the authoritative total.
Add a payment schedule (optional)
Attach an installment schedule to an option if the patient will pay in parts rather than all at once. The schedule is only proposed at this point - it activates when the patient accepts that option.
Add notes and save
- Internal notes: visible only to staff
- Patient notes: printed on the PDF the patient receives
Save as Draft to keep editing, or send it straight away.
Sending a Quote
From a saved quote, click Send to Patient. This generates a PDF and emails it to the patient as an attachment. The quote status changes to Awaiting yes.
If the patient has no email on file, download the PDF and hand it to them in the clinic, or walk them through it chairside on the Present screen.
The Patient's Answer
Accept
The patient agrees. If the quote offers more than one option, mark which option they chose. Staff can record acceptance in person (the patient's verbal agreement), or the patient can sign digitally on the chairside Present screen, or accept through their own patient portal login.
When the accepted option carries a payment schedule, a signature is required before the schedule activates. Staff-recorded and chairside acceptance both go through the signature step for a scheduled option. Acceptance through the patient's own portal login is exempt, since logging into the portal already authenticates the patient.
Decline
The patient declines. Duplicate the quote, adjust it, and send it again rather than starting from scratch.
After Acceptance
Accepting a quote does not create a treatment plan on its own. Starting a plan is always an explicit action.
Click Start treatment plan from this quote to create the plan. The plan's steps come from the accepted option. From there, booking and completing visits advances the plan step by step. Money is recorded on the visits as treatment happens, never on the quote or the plan itself.
Quote Statuses
| Status | Meaning | What You Can Do |
|---|---|---|
| Draft | Not yet sent | Edit, Send, Delete |
| Awaiting yes | Waiting for the patient's answer | Accept, Reject, Cancel |
| Accepted | Patient agreed to the whole quote | Start treatment plan, PDF |
| Partially Accepted | Patient agreed to some items | Start treatment plan, PDF |
| Rejected | Patient declined | Duplicate, PDF |
| Expired | Validity period ended | Duplicate |
| Cancelled | You cancelled it | Duplicate |
Automatic Expiry
If the patient does not respond within the validity period (default 30 days), the quote expires automatically overnight and shows as Expired on the timeline.
To follow up, click Duplicate, adjust if needed, and send again.
The PDF
The PDF includes:
- Your clinic's name, address, and contact information
- Patient information
- Quote number and date
- Every option, its steps, and line items with quantities, prices, and discounts
- Subtotal, discount, and total per option
- Your notes to the patient
- Doctor name and signature line
- A disclaimer stating this is not a fiscal document
The PDF is available in the patient's preferred language.
Discounts
Per-Item Discount
Each line item can carry its own discount percentage.
Example: "Porcelain Crown" at 15,000 MKD with 10% off comes to 13,500 MKD.
Overall Discount
Applied to an option's subtotal after item discounts.
Example: Subtotal 72,500 MKD with 5% off comes to 68,875 MKD.
Both can be combined. Item discounts apply first, then the overall discount applies to the resulting subtotal.
Discount on Partial Acceptance
If a quote carries an overall discount and the patient only accepts some items, the discount is applied proportionally so they still get a fair share of it.
Where Quotes Appear
A quote appears on the patient's timeline alongside visits and payments, and it keeps its own card in the patient's Treatment section for as long as it or a plan started from it is relevant. You can view timeline entries in three formats:
- Card view: full details with options, steps, and action buttons
- List view: compact accordion that expands to show details
- Table view: spreadsheet-style row with key information
Use New Quote from the patient's Quick Actions to start one from the patient page directly, without opening a visit first.
Tips
- Save as draft first and review everything before sending
- Use patient notes for information the patient should read, such as preparation instructions
- Use internal notes for staff-only detail, such as insurance considerations
- Duplicate declined quotes instead of starting over - it saves time and keeps the original for reference
- Check the timeline - quotes appear alongside visits and payments, giving you the full history
Legal Note
A quote is not a fiscal document. No tax obligation is created until the patient actually pays. When payment is received, a proper receipt or invoice is issued through the normal payment system.