Before a treatment a client might ask you for an estimate to give him an idea of the costs. You can create a quotation in a patient file (and herd file). This allows you to inform your client not only about the total costs of a treatment so that he knows what to expect but also to clarify what this treatment entails. The estimate interaction allows you to record a quotation that you have given in association with a treatment path for a patient. That way, you can always recover it, even if one of your colleagues created it. This article explains how to create an estimate for a treatment.

Before you start

Step-by-step instructions

1. Open the patient file for the patient you want to create an estimate for.
2. Click the button Estimate at the top. Depending on your settings, you will find this option either in the row of blue action buttons or in the “More actions” drop-down menu at the top left of the file.
3. Check the fields “date” and “employee” at the top. These are automatically filled but can be adjusted manually, if needed.
4. We recommend that you add a remark to the field “Notes” with a brief description of the quotation. Notes are printed on the estimate and are also shown on the patient file.
5. Find the product to add to the estimate by starting to type part of the product name into the first box. Or by choosing a product group in the second field.
6. Select the correct product from the results in the third drop-down box.
7. Enter a quantity in the next field. By default, the quantity is “1.0”.
8. If you would like to discount the product, enter a discount percentage. If you do not want to give a discount to the product, leave the percentage at 0%.
9. Click Add to add the product to the estimate. You will now see the product added to the estimate below. You will also find the total of the estimate at the bottom.

10. Add additional products using the same method. Once a product has been added to the quotation you may delete it by clicking on the far right.

11. Click the Save button at the bottom.

More about this

How do I share the estimate?

In step 11 above, rather than clicking the Save button, click Save and Print to create and download a pdf version of the estimate for printing purposes.

Or, if you prefer to e-mail the estimate to the client immediately, click Save and Email to open the email screen with this estimate attached.

Something to consider: your note will also be printed on the estimate.

How do I add the estimate items to an invoice?

When the estimate is ready to be invoiced, proceed as follows.

1. Click on the estimate row in the patient file to open the estimate.
2. Check the box to “auto-assign batches” for products that have batch numbers set against them. When enabled, the system will automatically assign a batch with sufficient stock in the background, once you invoice the items in the next step.
3. Click Invoice Items.
4. The products will be added to the invoice. The invoice overview displays the assigned batch number and expiry date directly in the table, should this apply to the products you used. Check that the correct batch number is selected. You can click the product name to edit the batch or quantity, if needed.
5. Should you have used additional products that were not on the estimate, you can add these products in the normal manner by clicking on the Product button at the top of the patient file.

Estimate combined with Price Groups or Health Plans

Products that are added to an estimate for clients that are allowed a discount will be priced inline with their allowed discounts, such as patients on a Health Plan or clients with a discounted price group.

Related articles

• General settings – general settings
• Price Groups
• Health Plans