Check-up and whitening offers sent to your patient list
One offer, personalised and bulk-sent to the patients you choose, then tracked as each one is opened, accepted and paid.
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Dental practices use QuoteCloud's bulk send to send one check-up, hygiene or whitening offer as a personalised copy to each patient on a list. Each patient can tick an extra, sign and pay to book, and the practice sees who opened and accepted. It is an offer the practice sends, not an automated recall.
Three pages of a fictional practice's summer check-up offer, taking turns at the front: the cover addressed to each patient by first name, ending Mon 30 Nov 2026; the offer itself, a check-up and clean at $220 with take-home whitening ticked at the offer fee of $320, $540.00 in all and $108.00 to book; and the bulk send view, where two patients have accepted and paid to book, two have opened it and one has been sent it.
One offer, a personal copy for every patient
Wrenfield's summer check-up offer, from the template to the patients who said yes. Tick or untick the whitening and the total and the amount to book follow.
Written once, addressed to each patient
The cover greets each patient by first name from a data item, says why they're getting it and when the offer ends. Everything else comes from the offer template.
Dental templates
Check-up & whitening offer
Your summer check-up offer
Hi Priya, you're due for a check-up. Book before the end of November and add whitening at the offer fee.
Name Data item, filled for each patient's copy
A check-up, plus whitening if they want it
Take-home trays are ticked at the offer fee; the patient can untick them or add in-chair whitening instead, and the 20% to book changes with the total. A check-up on its own is $44.00 to book.
Price tables and payments: Essentials and up
Deposits paid on signingYour check-up, plus whitening if you'd like it
Sample fees.
Stage 1Check-up & clean$220.00
WD-CHKExamination, scale & clean$220.00
Add whiteningTick to add$320.00
- Estimated total
- $540.00
- To book · 20% on signing
- $108.00
Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.
Sent, opened, accepted
One template, a personalised copy per patient. The list shows who has opened theirs, who left a comment and who accepted and paid, so the front desk calls the right people.
Bulk send: Essentials and up, volume-based costs
Practice software & integrations- Priya Ramanpriya.raman@example.com AcceptedWhitening trays added · $108.00 paid
- Liam O'Connellliam.oconnell@example.com AcceptedCheck-up only · $44.00 paid
- Sophie Tanakasophie.tanaka@example.com OpenedOpened Tuesday
- Marco Belluccimarco.bellucci@example.com OpenedLeft a comment
- Hannah Wrighthannah.wright@example.com Sent
- Sent
- 5
- Opened
- 4
- Accepted
- 2
From a quiet week to booked check-ups in five steps
What the practice does, and what QuoteCloud does, to send one offer to many patients.
Build the offer
Write it once as a template: cover, check-up, whitening as optional rows, an end date and the amount to book.
Personalise
Add data items, such as first name and practice, where each patient's details should appear.
Choose patients
Pick who gets it, such as patients your practice software shows are due a check-up. Who is due is your call.
Send
Send every copy at once from your own connected email: Gmail, Outlook 365 or SMTP.
Follow up
See who opened, commented and accepted; accepted offers arrive signed and paid to book.
Offers practices send from one template
Each is a short document with a price table, an end date and an amount to book. The wording and fees are your practice's own.
Check-up & clean
For patients your records show are due, with a fee and a date to book by.
Hygiene visit
A scale and clean with the hygienist, with fluoride or a home-care kit as optional extras.
Whitening season
Take-home or in-chair whitening at an offer fee, before a holiday or the end of the year.
Cosmetic quotesNight guards & mouthguards
A fitted guard offer for grinders, or mouthguards before the sports season.
Send your next offer to the patients who need it
Free for 14 days, no credit card required. Bulk send is on Essentials and Business, with volume-based sending costs.
Follow up before the offer ends
The summer offer ends on Mon 30 Nov. Every document with an end date shows up in the Expiring Soon filter as the date gets close, offers and treatment plans alike, so the front desk knows whose copy is about to lapse.
From there it's a phone call or a comment on the patient's copy. QuoteCloud doesn't send recalls or book the appointment for you; your practice decides who to follow up and when.
- An end date set on every offer
- The Expiring Soon filter on your documents list
- Statuses: sent, opened, accepted, paid
Expiry dates and Expiring Soon: Essentials and up
Deposits and payments on signing4 offers end in the next 14 days
- Summer check-up offerSophie Tanaka · WD-F-1104 Expires Mon 30 Novin 8 days Opened
- Summer check-up offerMarco Bellucci · WD-F-1104 Expires Mon 30 Novin 8 days Opened
- Summer check-up offerHannah Wright · WD-F-1104 Expires Mon 30 Novin 8 days Sent
- Hygiene visit & home-care kitOwen Price · WD-F-1097 Expires Fri 4 Decin 12 days Sent
Questions about dental offers
Can we send one offer to many patients at once?
Yes, from the Essentials plan. Bulk send takes one template and sends a personalised copy to each patient you choose, with data items such as their first name filled in. Each copy is tracked on its own, so you can see who opened, commented, accepted and paid. Bulk send has volume-based sending costs.
Is this an automated recall system?
No. QuoteCloud doesn't track recall dates, send recalls on a schedule or book appointments. Your practice decides who is due, for example from your practice software, and sends the offer when it chooses. QuoteCloud sends the copies, tracks them and takes the amount to book when a patient accepts.
Can patients add whitening and pay to book from the offer?
Yes. Whitening or other extras are optional rows in the offer's price table, so each patient can tick or untick them and the total updates. When they accept and sign, they pay the amount to book, a percentage or a fixed amount, by card through Stripe or with PayPal, on Essentials and up.
Which email address do the offers come from?
From your own connected email service. QuoteCloud connects to Gmail, Outlook 365 or an SMTP server, and you can set which one is the default for documents and campaigns. Patients see the offer come from your practice's own address, not a generic one.
Do we need patients' consent to send offers?
That's your practice's obligation, not something QuoteCloud checks. Send offers only to patients who have agreed to hear from you, under the privacy and marketing rules that apply to your practice. QuoteCloud sends to the recipients you choose and records what each one did with their copy.
How do we know who to follow up?
Each copy shows its status: sent, opened, accepted or paid, and you're notified as patients open and accept. An end date on the offer puts copies close to lapsing in the Expiring Soon filter. QuoteCloud doesn't chase patients for you: the follow-up is a call or a message from your team, when you choose.
More for dental practices
Every page of the QuoteCloud dental microsite.
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Cosmetic dentistry quotesVeneers, bonding and whitening options side by side, smile photos in the plan, and a deposit to book the first appointment.Explore
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Periodontal & hygiene treatment plansDeep cleaning by quadrant, review visits and an ongoing maintenance plan, set out as stages the patient signs.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
- 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.
- 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.
- FAQAnswers to the questions general, cosmetic, orthodontic, implant and periodontal practices ask most.
Your next offer, accepted and booked
Free for 14 days. No credit card required.