Rolling out QuoteCloud in a dental practice
Your fee list loaded, treatment plan templates converted, consent wording locked and the front desk and clinicians trained.
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A typical QuoteCloud rollout for a dental practice loads the fee list into the product catalogue from a CSV, converts the treatment plan and consent templates, locks the consent wording, connects Stripe or PayPal for deposits, sets up Zapier or the API if wanted, and trains the treatment coordinator, front desk and clinicians.
A fictional dental group's fee list in QuoteCloud's product catalogue after a CSV import: 186 items updated and 4 marked inactive. Rows show the practice's own codes, treatments such as an examination, a panoramic X-ray, a scale and clean, a two-surface filling, a zirconia crown, an implant and crown and a clear aligner course, with categories, fees, units, costs for the team only and statuses.
Four weeks from trial to every plan in QuoteCloud
A sample plan for a fictional single practice. Each phase says what you bring, what QuoteCloud gives you and how you know it's done.
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Phase 1, Week 1
Convert your treatment plan
- You bring
- Your current treatment plan and consent form, as you send them today.
- QuoteCloud gives you
- One template converted free during the trial (Essentials, Business, Enterprise). More conversions are a paid add-on, per template.
- Done when
- Your treatment coordinator sends the first plan from the new template.
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Phase 2, Week 1–2
Load the fee list
- You bring
- Your fee list as a CSV: your own codes, treatment names, fees and, if you like, costs.
- QuoteCloud gives you
- CSV import into the product catalogue with column mapping and validation; categories and statuses; costs kept from patients.
- Done when
- Every treatment you quote is a catalogue item; old fees are Inactive.
Product catalogue: Essentials and up
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Phase 3, Week 2
Lock the wording and connect payments
- You bring
- Your consent, insurance and payment wording, and your Stripe or PayPal account.
- QuoteCloud gives you
- Locked library blocks with Forms block acknowledgements, and deposits on signing as a percentage or fixed amount.
- Done when
- Every plan carries the same consent wording and asks for a deposit.
Content locking and Forms block: Business
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Phase 4, Week 3
Connect what you need
- You bring
- The apps a signed plan should reach: practice software, accounts, calendar.
- QuoteCloud gives you
- Zapier, Make and the API from Essentials (document creation fees for API and Zapier); Xero and QuickBooks native on Business.
- Done when
- A test plan, signed and paid, arrives where you expect it.
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Phase 5, Week 4
Train the team, go live
- You bring
- The treatment coordinator, front desk and clinicians, for an hour.
- QuoteCloud gives you
- A 45-minute training session on paid plans; more 60-minute sessions as a paid add-on.
- Done when
- Every new treatment plan and offer goes out from QuoteCloud.
Timings are sample planning, not a promise. QuoteCloud doesn't migrate data from your practice software.
Help from the QuoteCloud team when you want it
Most practices set themselves up. When a group or a busy practice needs more hands, these are the services to ask about.
Onboarding services
A template converted during the trial and the 45-minute training session on paid plans, to get your first plans out.
Onboarding servicesProfessional services
Extra template conversions, extra training, and consultancy and set-up for Zapier, the API and other platforms. Priced on request.
Professional servicesPremium support
24×7 support with guaranteed SLAs as a paid add-on; Enterprise includes a dedicated account manager and implementation support.
Premium support
Your fee list becomes every plan's price lines
Export the fee list your practice already keeps, map each column to a catalogue field and import it. Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.
When fees change next year, the same file updates the catalogue and old fees go Inactive. New plans built from the catalogue then use the new fees.
- Column mapping: your code, treatment, category, fee, cost
- Validation before anything is imported
- Costs and margins never reach the patient
Product catalogue: Essentials and up
Product catalogue| Column in your file | Catalogue field | First row |
|---|---|---|
code | SKU | WD-CR2 |
treatment | Name | Zirconia crown |
group | Category | Crowns & bridges |
fee_aud | Price | 1950.00 |
lab_cost | Cost | 520.00 |
unit | Unit | per tooth |
status | Status | Active |
186 rows ready to import4 rows to check: marked inactive
Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule. Costs stay in your team's view.
Start the trial, send us your plan
Free for 14 days, no credit card required. Your first template conversion is on us.
What changes for each person in the practice
Once QuoteCloud is in place, by role. No statistics: just the jobs.
Guard rails on before the first live plan
Set the rule once: a discount greater than 10% goes to the practice manager. The plan goes In Review and is ready to send once it's approved.
Custom roles decide who can change fees and who can only send, so a new receptionist starts with the right access.
- Triggers on discount % or total value
- Approve or decline inside the document
- Custom roles and teams from Essentials
Approval workflow: Business plan
QuoteCloud for dental groupsDocument workflow
In ReviewTriggered when Discount greater than 10%
- Maya RossettiPractice manager, HarboursideWaiting
Must be approved by all approvers
- Sent for approval by Bec Ashworth · 12% courtesy discount on crowns
- Waiting on Maya Rossetti
Approval workflow · Business plan
What each plan includes for getting started
Every paid plan starts with a 14-day free trial of Essentials or Business, with no credit card. Prices are in USD per user per month, from the pricing page.
- Essentials ($39): price tables, the product catalogue with CSV import, payments, custom roles and teams, bulk send, Zapier, Make and the API, one free template conversion during the trial and a 45-minute training session.
- Business ($59): everything in Essentials plus approvals, content locking, the Forms block, Gantt charts, version history and native CRM and accounting integrations.
- Enterprise (custom pricing): implementation support, a dedicated account manager, premium 24×7 support, single sign-on and IP range filtering.
- Add-ons on paid plans: extra template conversions, extra 60-minute training sessions and premium support. Ask us for prices.
Implementation questions
How long does it take to set up QuoteCloud in a dental practice?
It depends on how many templates you need and what you connect. A sample plan for a single practice converts the treatment plan in week one, loads the fee list and locks the consent wording in week two, connects other apps in week three and trains the team in week four. That's planning, not a promise.
Can we import our fee list?
Yes, from the Essentials plan. Export your fee list as a CSV and import it into the product catalogue, mapping each column to a field such as your code, treatment name, category, fee and cost. QuoteCloud validates the rows before import, and costs and margins stay hidden from patients.
Does QuoteCloud migrate data from our practice management software?
No. QuoteCloud doesn't migrate patient records or history from practice software. You import your fee list from a CSV, and you can connect your practice software through Zapier, Make or the API where it has a connector or an API, so new signed plans and deposits can reach it.
What training is included?
Paid plans include a complimentary 45-minute virtual training session, which suits the treatment coordinator, front desk and clinicians together. More 60-minute sessions are available as a paid add-on, and the user guide at support.quote.cloud has step-by-step guides. Enterprise includes implementation support and a dedicated account manager.
Can QuoteCloud set up the integrations for us?
Yes, as professional services: consultancy and set-up for Zapier, the API and other platforms, priced on request. Many practices build a simple Zap themselves, or ask their IT provider. Documents created through the API or Zapier carry a per-document fee from the Essentials plan.
More for dental practices
Every page of the QuoteCloud dental microsite.
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Dental templatesReal QuoteCloud templates for dental treatment plan quotes, treatment consent forms and treatment plan proposals.Explore
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Practice management & accounting integrationsAccepted plans to your practice management software through Zapier or the API, and to Xero or QuickBooks.Explore
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QuoteCloud for dental groups & multi-practice teamsShared plan templates, locked consent wording, a team per practice and approval for large discounts across every location.Explore
- 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.
- 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.
- 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.
- 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.
- 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.
- FAQAnswers to the questions general, cosmetic, orthodontic, implant and periodontal practices ask most.
Your practice live on QuoteCloud, sooner
Free for 14 days. No credit card required.