Dental treatment plan software: questions answered
What general, cosmetic, orthodontic, implant and periodontal practices ask most about QuoteCloud.
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QuoteCloud is treatment plan, quoting and eSignature software. Dental practices use it to send multi-stage plans with a tooth chart, codes typed from their own fee list, alternatives the patient chooses between, consent acknowledgements, an expiry date and a deposit on signing. It doesn't calculate insurance benefits, book appointments or run payment plans.
Plans, options, estimates and consent
What is QuoteCloud for dental practices?
QuoteCloud is treatment plan, quoting and eSignature software. Dental practices send multi-stage treatment plans from their own templates, with a tooth chart, fees and codes from their fee list, alternatives the patient chooses between, consent acknowledgements, an expiry date, an eSignature and a deposit paid online. It works in the browser; patients need no account to sign.
Can a treatment plan show a tooth chart and X-rays?
Yes. Add the chart and X-rays as image blocks and mark them up with QuoteCloud's image editor: crop, rotate, text, shapes, arrows, highlight and freehand, from the Starter plan. QuoteCloud doesn't chart teeth or read X-rays by itself; the chart is the one your dentist prepares.
Can patients choose between an implant, a bridge or a denture?
Yes. Put alternatives in as a single-choice group in the price table. You can pre-select the option discussed at the consultation with a neutral note; the patient can choose another and the total and deposit update. The signed plan records the option they chose. QuoteCloud never labels an option as recommended for you.
Can the plan show stages and appointments?
Yes. Each stage is a section of the price table with its own subtotal, and the planned visits can be set out as a table or timeline in the plan. Gantt charts are on the Business plan. The weeks are your practice's planning: QuoteCloud doesn't book appointments or connect to your appointment book.
Does QuoteCloud use official dental procedure codes?
No. The codes in a plan are text your practice types, usually from its own fee list in the product catalogue. QuoteCloud doesn't connect to any official fee schedule or look codes up, so the codes and descriptions are your practice's responsibility, exactly as on a paper estimate.
Does QuoteCloud calculate insurance benefits?
No. QuoteCloud doesn't calculate insurance benefits or out-of-pocket amounts or connect to any insurer. Add your own wording to the estimate telling patients to ask their insurer what it covers, using the codes in the plan. Many practices keep that wording as a locked block so it's the same on every plan.
Can patients tick consent statements before they sign?
Yes, on the Business plan. The Forms block adds checkboxes inside the plan, so the patient ticks each acknowledgement before signing, and content locking keeps the wording fixed. The wording is your practice's own: QuoteCloud doesn't provide medical or legal consent text.
Can a parent or guardian sign for a patient under 18?
Yes. Send the plan to the parent or guardian as the signer, with their role written in the plan. Several signers are supported, each with their own signature, and signing in person on the practice's device is possible too. The signed plan comes with a certificate of authenticity and an audit trail.
What happens if the plan changes after it's signed?
Send a revised plan for the patient to sign, using Revise Last Version, so the signed document always matches the treatment agreed. On the Business plan, version history keeps the earlier versions. An expiry date on each plan, and the Expiring Soon filter, help you follow up before a plan lapses.
What QuoteCloud does in a practice, and what it doesn't
The short version, so nothing surprises you after the trial starts.
Does: staged plans
Stages, visits, alternatives and extras in one plan, priced from your own fee list.
Does: consent and signature
Acknowledgements, locked wording and a signature from the patient, or a parent or guardian.
Does: a deposit on signing
A percentage or a fixed amount, paid through Stripe or PayPal when the plan is signed.
Does: offers in bulk
One check-up or whitening offer, a personal copy per patient, tracked as each is opened and accepted.
Doesn't: calculate insurance benefits
No insurance benefit is calculated and no official fee schedule is connected. Your codes are text you type.
Doesn't: book appointments
The visits in a plan are your planning. Bookings stay in your practice software.
Doesn't: run payment plans
No instalments, payment plans, reminders or automatic billing. Later stages are billed by your practice.
Doesn't: send recalls
No automated recalls. Offers go out when your practice sends them.
Deposits, payments and integrations
Can patients pay a deposit when they sign?
Yes, from the Essentials plan. Set a deposit as a percentage of the total or a fixed amount, or ask for full payment. The patient pays by card through Stripe or with PayPal straight after signing, and the plan is marked Paid. You need a connected Stripe or PayPal account.
Does QuoteCloud offer payment plans or instalments?
No. QuoteCloud takes a deposit or full payment when the plan is signed, and nothing after that: no instalments, payment plans, automatic billing or payment reminders. Later stages are billed by your practice. If you work with a third-party payment plan provider, mention it in your own payment wording.
Can we send check-up or whitening offers to many patients?
Yes, with bulk send from the Essentials plan, with volume-based sending costs. One offer template goes out as a personalised copy per patient, and each copy is tracked. It isn't an automated recall: your practice chooses who gets the offer and when, and follows up those who haven't replied.
Does QuoteCloud connect to our practice management software?
Through Zapier, Make or the QuoteCloud API, from the Essentials plan, where your software has a connector or an API. No dental practice management software is integrated natively. A signed plan, a submitted form or a paid deposit can start a step in another app; documents created through the API or Zapier carry a per-document fee.
Does QuoteCloud work with Xero, QuickBooks, HubSpot or Zoho?
Xero and QuickBooks Online are listed as native integrations on the Business plan; on Essentials they connect through Zapier. HubSpot and Zoho connect through Zapier. Google Calendar connects through Zapier one way, from QuoteCloud to the calendar. None of these keeps records in two-way sync with QuoteCloud.
Can each practice in a group take its own deposits?
Yes. Set up a team per practice, and each team can connect its own Stripe account, so deposits go to the practice that does the treatment. Teams and custom roles come with Essentials; approvals for large discounts and locked consent wording are on the Business plan.
Try it on your next treatment plan
Free for 14 days, no credit card required. Send us your current plan and we'll convert one template during the trial.
Security facts you can check
What QuoteCloud states about where data lives and how documents are signed. It isn't a health-record system, so check your own privacy obligations before you send clinical detail.
Hosted on AWS
QuoteCloud runs on Amazon Web Services, with personal information stored on servers in the USA.
256-bit encryption
Documents are encrypted with 256-bit encryption. Card details are never stored by QuoteCloud: payments run through Stripe or PayPal.
GDPR and eIDAS
QuoteCloud is GDPR compliant, and its eSignatures are legally binding and eIDAS compliant.
Certificate and audit trail
Every signed plan comes with a certificate of authenticity and an audit trail.
One-time passcode
Ask signers for a passcode sent to their email before they can sign.
SSO on Enterprise
Single sign-on, IP range filtering and a custom URL are on the Enterprise plan.
Security, plans and getting started
Is QuoteCloud HIPAA compliant or certified for health records?
QuoteCloud doesn't claim HIPAA or health-record certification, and it isn't a health-record system. It runs on Amazon Web Services with servers in the USA, uses 256-bit encryption, is GDPR compliant and can ask signers for a one-time passcode. Check your own privacy obligations before you put clinical detail in a plan.
Where is our data stored?
QuoteCloud is hosted on Amazon Web Services, and personal information is stored on servers in the USA. Documents are encrypted with 256-bit encryption, and card details are never stored by QuoteCloud because payments go through Stripe or PayPal. If you need a security questionnaire answered, ask the QuoteCloud team.
How much does QuoteCloud cost for a dental practice?
Prices are in USD per user per month: Free $0 for 2 documents a month, Starter $14.95, Essentials $39 and Business $59, with Enterprise priced on request. Payments, the product catalogue, bulk send and Zapier start at Essentials; approvals, content locking and the Forms block are on Business.
Is there a free trial?
Yes. Essentials and Business both start with a 14-day free trial, with no credit card required, and there's a free plan too. During the trial QuoteCloud converts one of your existing templates for free, and paid plans include a 45-minute training session for your team.
How long does it take to get started?
A single practice can send its first plan from a converted template in the first week. A sample four-week plan adds the fee list, locked consent wording, Stripe or PayPal, any integrations and team training. That's planning, not a promise; groups usually start with one practice and then add the others.
Every page for dental practices
Go deeper on any of the answers above.
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Multi-stage treatment plans & tooth chartsThe tooth chart, every stage and appointment, and each line priced from your own fee list, in one plan the patient accepts online.Explore
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Cost estimates & informed financial consentFees by stage, your own treatment codes, what isn't included, your insurance wording and an expiry date, acknowledged and signed.Explore
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Deposits on signing for dental treatmentA deposit as a percentage or a fixed amount, paid by card or PayPal the moment the plan is signed. Later stages are billed by your practice.Explore
- Implant & oral surgery treatment plansImplant, bridge or denture set out as alternatives, surgical and restorative stages over months, and a deposit to book surgery.
- Orthodontic plans for aligners & bracesAligners or braces as options, the treatment course and retainers, signed by the patient or a parent or guardian for a minor.
- Cosmetic dentistry quotesVeneers, bonding and whitening options side by side, smile photos in the plan, and a deposit to book the first appointment.
- Periodontal & hygiene treatment plansDeep cleaning by quadrant, review visits and an ongoing maintenance plan, set out as stages the patient signs.
- Check-up & whitening offers sent in bulkOne check-up, hygiene or whitening offer, personalised and bulk-sent to your patient list, then tracked as each is opened and accepted.
- QuoteCloud for dental groups & multi-practice teamsShared plan templates, locked consent wording, a team per practice and approval for large discounts across every location.
- Practice management & accounting integrationsAccepted plans to your practice management software through Zapier or the API, and to Xero or QuickBooks.
- Dental templatesReal QuoteCloud templates for dental treatment plan quotes, treatment consent forms and treatment plan proposals.
- QuoteCloud implementation for dental practicesYour fee list loaded, treatment plan templates converted, consent wording locked and the front desk and clinicians trained.
Your next treatment plan, signed and booked
Free for 14 days. No credit card required.