Getting started with QuoteCloud

One treatment plan standard across every practice in your group

Shared templates and fee lists, locked consent wording, a team per practice and approval when a discount goes over your limit.

Start free 14-day trial Book a demo

Dental groups use QuoteCloud to give every practice the same treatment plan templates, fee list and locked consent wording, with a team per practice, custom roles, its own Stripe account for deposits, an approval step when a discount or total goes over a set limit, and the Expiring Soon filter for follow-up.

The cover of Helen Gordon's treatment plan from a fictional group, Wrenfield Dental Group, behind a set-up checklist for its Harbourside practice: team created, roles given, templates assigned, the group fee list shared, consent wording locked in the content library (Business) and Harbourside's own Stripe account connected. It ends with the plan In Review: a discount greater than 10% waiting for the practice manager's approval.

Write it once for the group, use it in every plan

The group's content library holds the parts every practice uses. A treatment coordinator builds Helen's plan from them, and the locked blocks arrive exactly as the group wrote them.

Wrenfield content libraryShared with all three practicesSample data

  • Treatment consent acknowledgementsForms block Locked
  • Insurance wordingText Locked
  • Deposit & payment wordingText Locked
  • Restorative stagesPrice table
  • Implant, bridge or dentureSingle-choice group
  • X-ray & photo layoutImage blocks

Helen's plan · WD-T-2214Harbourside · built by Bec Ashworth

  1. 1Cover, written to HelenTyped by Bec
  2. 2Tooth chart and marked-up X-ray From library
  3. 3Stages 1 to 3, with fees From library
  4. 4Replacing 36: three alternatives From library
  5. 5Estimate and insurance wording Locked block
  6. 6Deposit and payment wording Locked block
  7. 7Consent acknowledgements Locked block

  • Locked where it matters

    Locked blocks go into plans as they are and can't be edited there. Only admins or permitted roles unlock them in the library.

    Content locking: Business

  • Shared where it helps

    Stages, alternatives and photo layouts are saved once and dragged into any plan, at any practice.

    Content library: Essentials and up

  • Access by role

    Role permissions decide who can create, change or delete library content, and who can only use it.

Content library: Essentials and up · content locking and the Forms block: Business

Dental templates

A discount over your limit waits for the practice manager

Bec adds a 12% courtesy discount to Helen's crowns. The group's rule says any discount greater than 10% needs approval, so the plan goes In Review and Maya Rossetti, Harbourside's practice manager, approves or declines it in the document.

Rules can trigger on the discount percentage, the total value, the creator's team or role, or the template the plan came from. One group, one rule set, applied the same way at every practice.

  • Triggers on discount %, total value, team, role or template
  • Approve or decline inside the document
  • In Review until it's approved, then ready to send

Approval workflow: Business plan

Approval workflow
Wrenfield Dental GroupTreatment plan & estimate of fees WD-T-2214 Approver view · sample data

Document workflow

In Review

Triggered when Discount greater than 10%

  • Maya RossettiPractice manager, HarboursideWaiting

Must be approved by all approvers

  1. Sent for approval by Bec Ashworth · 12% courtesy discount on crowns
  2. Waiting on Maya Rossetti

Approval workflow · Business plan

Each practice its own team, one group standard

What a group sets up once, and what each practice gets.

  • A team per practice

    Harbourside, Millbrook and Kingsway as teams, each with its own people and plans. Unlimited teams from Essentials.

  • Custom roles

    Clinicians build and send plans, the front desk sends offers, practice managers approve. Each role sees and changes only what it should.

  • Templates per team

    Assign each team the templates it uses: the ortho practice gets orthodontic plans, every practice gets restorative and offers.

  • One group fee list

    The product catalogue holds every treatment with your own codes, fees and costs. Costs and margins never reach the patient.

  • A Stripe account per practice

    Each team can connect its own Stripe account, so deposits go to the practice that does the treatment.

  • Version history

    On the Business plan, every revised plan keeps its earlier versions, so anyone with access can see what changed and when.

    Audit trail & history

Set up your first practice, then the rest

Free for 14 days, no credit card required. Try approvals and content locking on the Business plan trial.

Start free 14-day trial Book a demo

Every practice sees the plans about to lapse

Each plan carries an expiry date. The Expiring Soon filter lists the plans close to theirs, and a saved custom filter on who created them gives each practice's front desk its own follow-up list.

A crown plan that lapses next week becomes a phone call this week, not last year's fees honoured by accident.

  • Expiry dates on every plan
  • Expiring Soon, plus saved custom filters
  • Statuses: sent, opened, signed, paid

Expiry dates and Expiring Soon: Essentials and up

Document tracking
Documents · HarboursideWrenfield Dental Group Sample data
  • All
  • Awaiting signature
  • Signed
  • Expiring soon

4 treatment plans expire in the next 14 days

  • Crowns 16 & 17Peter Novak · WD-T-2171 Expires Mon 26 Octin 4 days Opened
  • Implant 46 & night guardAmira Haddad · WD-T-2180 Expires Wed 28 Octin 6 days Awaiting signature
  • Clear alignersJasper Lund (guardian Mia Lund) · WD-O-0918 Expires Mon 2 Novin 11 days Opened
  • Veneers 12 to 22Chloe Barnard · WD-C-0405 Expires Wed 4 Novin 13 days Sent

Rolling QuoteCloud out across a group

A sample plan for a fictional three-practice group: one practice first, then the rest from the same set-up.

  1. Phase 1, Weeks 1–2

    Pilot at one practice

    You bring
    Your current treatment plan and consent form, your fee list as a CSV, and one practice to start with.
    QuoteCloud gives you
    One template converted free during the trial, the fee list imported into the product catalogue, and a 45-minute training session on paid plans.
    Done when
    Harbourside sends its first plans from the new template.
    Implementation for a practice

  2. Phase 2, Weeks 3–4

    Lock the group's wording

    You bring
    The consent, insurance and payment wording your group has agreed.
    QuoteCloud gives you
    Locked blocks in the content library and approval rules for discounts and totals.
    Done when
    Every practice uses the same consent wording, and large discounts go In Review.

    Content locking and approvals: Business

  3. Phase 3, Weeks 5–6

    Add the other practices

    You bring
    Who works where, and the role each person has.
    QuoteCloud gives you
    A team per practice, custom roles, templates assigned per team and each practice's Stripe account connected.
    Done when
    Millbrook and Kingsway send plans in the group's format.

  4. Phase 4, Ongoing

    Change it once

    You bring
    Fee changes and new treatments.
    QuoteCloud gives you
    A CSV update to the catalogue, and edits to the library and templates made by the people allowed to.
    Done when
    New plans at every practice use the new fees and wording.

Timings are sample planning, not a promise.

Dental group questions

Can each practice in a dental group have its own team?

Yes. Set up a team per practice, from the Essentials plan, with unlimited teams. Each team has its own people, and you can assign the templates each team uses. Custom roles decide what each person can see and change, so a front desk role can send offers while clinicians build and send treatment plans.

Can we stop staff changing our consent wording?

Yes, on the Business plan. Save the consent acknowledgements, insurance and payment wording as blocks in the content library and lock them. Locked blocks go into plans as they are and can't be edited there; only admins or roles with permission unlock them in the library.

Can large discounts need a manager's approval?

Yes, on the Business plan. Approval workflows trigger on the discount percentage or the total value, and can also use the creator's team or role or the template. The plan goes In Review, the approvers approve or decline it in the document, and once approved it is ready to send.

Can each practice take deposits into its own Stripe account?

Yes. Each team can connect its own Stripe account in its payment settings, so deposits on a Harbourside plan go to Harbourside's account and Kingsway's go to Kingsway's. Payments need the Essentials plan or above and a connected Stripe or PayPal account.

Do we get group reporting across practices?

The documents list shows each plan's status with counts per status, and you can filter by columns such as who created a plan, save custom filters and export document data to CSV for your own reporting. For anything beyond that, such as a group-wide report, ask the QuoteCloud team before you rely on it.

Can a dental group use single sign-on?

Single sign-on and IP range filtering are on the Enterprise plan, along with a dedicated account manager and implementation support. On Essentials and Business, each person signs in with their own QuoteCloud account and you manage access with teams and custom roles.

More dental questions

More for dental practices

Every page of the QuoteCloud dental microsite.

One plan standard for every practice

Free for 14 days. No credit card required.

Start free 14-day trial Book a demo

See pricingDental templatesAll industries