Getting started with QuoteCloud

Deposits paid the moment a dental plan is signed

A deposit as a percentage or a fixed amount, paid by card or PayPal on signing. Later stages are billed by your practice.

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With QuoteCloud a dental practice sets a deposit on the treatment plan, as a percentage of the estimated total or a fixed amount, and the patient pays it through Stripe or PayPal straight after signing. Later stages are billed by the practice; QuoteCloud doesn't run instalments, payment plans or reminders.

Two signed plans from a fictional practice, Wrenfield Dental Group. Behind, Helen Gordon's treatment plan: her four acknowledgements ticked, her signature, and a 20% deposit of $2,247.00 paid via Stripe. In front, Ravi Pillai's cosmetic quote: signed, with a 30% deposit of $1,557.00 paid via PayPal.

Change an option and the deposit follows

Helen's deposit is 20% of her estimated total, so it is worked out from the plan she actually chooses. Pick a bridge instead of the implant, or add the night guard, and the total and the deposit change before she signs.

Nobody recalculates it at the front desk or reads a card number over the phone. She signs, the payment request appears on the same page, and the plan is marked Paid when it goes through.

  • A percentage of the estimated total, or a fixed amount
  • Paid by card through Stripe, or with PayPal
  • The signed plan records the options and the deposit together

Payments: Essentials and up, with Stripe or PayPal connected

How the estimate and consent fit together
Wrenfield Dental GroupTreatment plan & estimate of fees WD-T-2214 Sample · fictional business · try the options

Your treatment, stage by stage

Fees with the practice's own treatment codes.

Stage 1Clean & X-rays$260.00

WD-CL1Scale & clean$180.00

WD-XR1Intraoral X-rays2 × $40$80.00

Stage 2Filling & root canal$1,625.00

WD-FL2Tooth-coloured filling, two surfacesTooth 15$245.00

WD-RC1Root canal treatmentTooth 46$1,380.00

Stage 3CrownsTooth 46, 26$3,900.00

Choose the crown material

Stage 4Replacing 36Tooth 36$5,450.00

Choose how to replace it

OptionalTick to add$0.00

$520.00
Estimated total
$11,235.00
Deposit to book your first visits · 20% on signing
$2,247.00

Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.

Before you go ahead

Forms block Locked wording

Please read and tick each statement. Dr Qureshi went through these with you at your consultation.

  • My dentist explained this plan, the options in it and the other choices I have, and answered my questions. (ticked)
  • I understand these are estimated fees. If the plan changes, the practice sends me a revised plan to sign. (ticked)
  • I understand no insurance benefit is included or calculated here, and I can ask my insurer what it covers. (ticked)
  • I understand this plan is valid until Wed 18 Nov 2026. (ticked)
  • Helen GordonPatient SignedTue 20 Oct, 7:52 pm

Deposit to book your first visits · 20%

$2,247.00

Paid via Stripe

Certificate of authenticity and audit trail attached to the signed plan.

Helen's plan · WD-T-2214

Paid the evening she said yes

Helen opened her plan the evening after her visit, kept the implant and zirconia crowns, ticked the acknowledgements, signed at 7:52 pm and paid her deposit through Stripe. Bec booked her first visit the next morning.

$2,247.00 Deposit paid via Stripe on signing · sample figures

Which payments QuoteCloud takes, and which you bill

Helen's plan from signing to her last visit. Only the deposit is paid in QuoteCloud; every later stage is billed by your practice, the way it is today.

  1. Signing · Tue 20 Oct

    Deposit paid on signing

    20% of the estimated total, $2,247.00, paid through Stripe straight after Helen signs. The plan is marked Paid and the payment shows in its history.

    Payment on signing Essentials and up
  2. Weeks 1 to 3

    Clean, filling and root canal

    Billed by your practice at each visit, from your practice software, as you do now. The signed plan shows the fees Helen agreed to.

    Signed plan and certificate
  3. Weeks 5 to 7

    Two zirconia crowns

    If Helen changes the material in the chair, send her a revised plan to sign before the crowns are made.

    Revise Last Version
  4. Weeks 9 to 23

    Implant and crown on 36

    Billed by your practice as each part is done. QuoteCloud doesn't charge Helen again, send her a reminder or run a payment plan.

The weeks are the practice's sample planning. How a deposit counts towards later stages is your practice's own policy, written in the plan's payment wording.

Set the deposit the way your practice takes it

Each plan carries its own payment settings, so a restorative plan, a cosmetic quote and a surgery booking can each ask for something different.

  • A percentage of the estimate

    20% of a restorative plan, 30% of a cosmetic quote, 25% to book surgery. The amount follows the options the patient chooses.

  • A fixed amount, or the full fee

    A set amount to book, whatever the plan total, or the whole fee for a small item such as a check-up offer.

  • Stripe or PayPal

    Patients pay by card through Stripe or with PayPal, straight from the plan. QuoteCloud doesn't store card details.

  • An account per practice

    In a group, each team can connect its own Stripe account, so each practice's deposits go to that practice.

    QuoteCloud for dental groups

Take the deposit with the signature

Free for 14 days, no credit card required. Connect Stripe or PayPal on Essentials or Business and send your next treatment plan.

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The deposit recorded once, where you need it

When the deposit goes through, the plan is marked Paid, the payment is in its history, and the Paid filter on your documents list shows every plan paid this week.

A Zapier Document Payment Event can start the next step: a note in your practice software where it has a Zapier connector, or the payment recorded in Xero or QuickBooks Online. Xero and QuickBooks are native on the Business plan, otherwise through Zapier.

  • Paid status and the Paid filter
  • Zapier trigger: Document Payment Event
  • Xero or QuickBooks: native on Business, otherwise Zapier

Zapier, Make and the API: Essentials and up

Practice software & accounting integrations
Wrenfield Dental GroupTreatment plan & estimate of fees WD-T-2214 Sample · fictional business · what the practice sees

Activity

  1. Plan openedHelen Gordon, the evening after her visit
  2. Comment addedAsked about the bridge option
  3. Implant & crown keptZirconia crowns kept on 46 and 26
  4. Acknowledgements ticked4 of 4, in the Forms block
  5. Signed by HelenCertificate of authenticity attached
  6. Deposit paid$2,247.00 via Stripe

Dental deposit questions

Can patients pay a deposit when they sign a dental treatment plan?

Yes, from the Essentials plan. Set a deposit on the plan and, straight after the patient signs, the payment request appears on the same page. They pay by card through Stripe or with PayPal, and the plan is marked Paid. A Stripe or PayPal account has to be connected first; gateway availability and fees depend on your region and provider.

Can the deposit be a fixed amount instead of a percentage?

Yes. Each document has its own payment settings: a percentage of the total, a fixed amount, or the full amount on signing. A percentage follows the options the patient chooses, so if they pick a bridge instead of an implant the deposit changes with the total before they sign.

Does QuoteCloud bill later stages or run payment plans?

No. QuoteCloud takes the deposit, or a full payment, when the plan is signed. Later stages are billed by your practice, as you do today. It doesn't run instalments, payment plans, automatic billing or payment reminders. If you work with a third-party payment plan provider, say so in your own payment wording in the plan.

Can each practice in our group take deposits into its own account?

Yes. In QuoteCloud each team can connect its own Stripe account from the team's payment settings, so a group can set up a team per practice and each practice's deposits go to that practice's Stripe account. Set up the teams first, then connect Stripe for each one.

What if the patient changes the plan after paying the deposit?

Send a revised plan for them to sign, using Revise Last Version, so the signed document always matches the treatment agreed. How the deposit counts towards the new plan is your practice's policy. QuoteCloud doesn't issue refunds or invoices; any refund is handled by your practice in Stripe or PayPal.

Can the deposit be recorded in Xero or QuickBooks?

Yes. Xero and QuickBooks Online are listed as native integrations on the Business plan; on Essentials you can connect them through Zapier, using the Document Payment Event trigger to record the payment. QuoteCloud doesn't keep your accounts in two-way sync, so decide which system is the record for each payment.

More dental questions

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Your next plan signed, with the deposit paid

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