Getting started with QuoteCloud

Treatment estimates and care agreements, signed with consent

Set out the plan, every fee and the weekly charges in one branded document, then collect the acknowledgements, every signer and the first fees on signing.

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QuoteCloud is quoting, agreement and eSignature software for private clinics, allied health, in-home care and support providers and equipment suppliers. Build a treatment estimate or care agreement from your template, show once-off fees and weekly or fortnightly charges, add consent wording and an intake form, then the patient and their guardian or representative sign online and pay the first fees.

A sample in-home care agreement from a fictional provider, Kinfield Health, for Rosalind Avery: personal care three times a week, a weekly physiotherapy home visit, a nurse visit and weekday lunches, $676 a week and an estimated $4,296 over six weeks. In front, Rosalind's week with each visit on its day, and the consent card where Rosalind and her daughter Claire, her representative, both sign, then $916.00 is paid on signing.

Where a care plan usually comes apart

The care is planned well. The paperwork around it is spread across a Word estimate, a consent form, an email and a phone call. Here is what moves into one QuoteCloud document.

The jobTodayWith QuoteCloud
Intake A paper or PDF form, filled in at reception and retyped into your system. An intake form inside the document, answered before the plan is written (Forms block, Business plan).
The estimate Fees typed into a Word template, with totals worked out on a calculator. Every fee as a line in a treatment estimate, with options the patient ticks and an expiry date.
Weekly charges "Approximately $650 a week" in a paragraph nobody can check. Each service as a repeating charge per week or fortnight, beside the once-off fees, in the care agreement.
Consent A separate consent form, signed on paper and scanned back. Your consent wording in a locked block in the same document, acknowledged and signed there (consent & signers).
Guardians & representatives A second appointment, or a printed copy posted to the family. The patient and their guardian or representative each sign online, on their own device, with no account.
First fees A card number read out over the phone after the agreement comes back. A deposit or the first week paid by card or PayPal on signing, from the Essentials plan.

Try it: build a care plan, then sign it as the patient

Choose the service, the sessions per week and the program length, and the estimate, weekly charges and schedule follow. Then tick the acknowledgements and sign as the patient and their representative.

app.quote.cloud · new document from templateDemo · fictional data

Build the plan

The choices your coordinator makes in QuoteCloud. The document on the right follows them.

Service type the template
Visits per week
3
Personal care visit · 1.5 h · $102 each
Program length
Show repeating charges
Who signs
Payment on signing

In QuoteCloud: a template per service, the quantity on a repeating price item, its period label, the recipients and the document's payment settings. Your rules stay with your team.

Signed by 2 of 2 · paid on signing

Kinfield HealthIn-home care agreement KH-2611 Demo · fictional
A care worker helps an older woman stand with her walking frame in a sitting room

From template · In-home care agreement

Rosalind's recovery care at home

Prepared for Rosalind Avery · Valid until Mon 9 Nov 2026

Your plan and estimated fees

6 weeks from Mon 2 Nov 2026

ItemQtyRateAmount
Once-off
Initial home assessmentOccupational therapist, home safety and equipment
 1 visit $240 $240.00
1 lot $320 $320.00
Each week Repeating
Personal care visit · 1.5 hShowering, dressing and a meal set-up
 3 visits $102 $306.00/wk
Physiotherapy home visitWith Marcus Tan, falls-prevention exercises
 1 visit $135 $135.00/wk
5 meals $18 $90.00/wk
1 visit $145 $145.00/wk
1 trip $55 $55.00/wk
Once-off
$240.00
Each week
$676.00/wk
Over 6 weeks (estimate)
$4,056.00
Estimated total
$4,296.00
Paid on signing · once-off fees and first week
$916.00

Provider's wordingThese are estimated fees. Any insurance or other funding benefit you may be entitled to is not calculated here: please check with your insurer or funder.

Later weeks are invoiced by Kinfield Health.

Your week

ServiceMonTueWedThuFriSatSun
Personal care visitYesYesYes
Physiotherapy home visitYes
Meal preparationYesYesYesYesYes
Nurse visitYes

Consent and acknowledgement

Locked wording · your team can't edit it

  • I have read this plan and cost estimate, and my questions have been answered.
  • I understand these are estimated fees. A change to the plan is sent to me as a revised agreement to sign.
  • I agree that Kinfield Health may share this plan with my referring practitioner.
  • I understand I can ask to change or end the plan at any time.

2 of 2 signed

  • Rosalind AveryClient SignedWed 28 Oct
  • Claire AveryDaughter and representative SignedWed 28 Oct

Paid on signing$916.00Paid via Stripe

Certificate of authenticity and audit trail attached

Activity

  1. Signed by Rosalind and ClaireCertificate of authenticity attached
  2. Paid on signing$916.00 via Stripe
  3. Client record updatedIn the practice system, through Zapier

A demo with a fictional provider: nothing is sent, stored or charged. In QuoteCloud your team creates the document from the template for that service, sets the quantity on the repeating price item and its period label, adds the recipients and sets the payment on signing (payments, Essentials and up). The patient ticks optional items and signs. Weekly or fortnightly charges are shown in the agreement; later periods are invoiced by you, not billed by QuoteCloud. No insurance or funding benefit is calculated: write that wording yourself. The acknowledgements use the Forms block (Business plan).

How care agreements work in QuoteCloud

From referral to the first visit in five steps

What happens between a referral arriving and your team seeing a signed agreement with the first fees paid.

  1. Intake

    Send the intake form as a document, or let your website or booking system create it through the API or Zapier.

  2. Plan and price

    Start from your template for that service. Add the once-off fees and the weekly or fortnightly services from your fee schedule.

  3. Options and expiry

    Offer extras as optional rows and program choices as a single choice. Set an expiry date on the estimate.

  4. Consent and signatures

    The patient reads the plan, ticks your acknowledgements and signs; a guardian or representative signs in their own browser.

  5. First fees and hand-off

    A deposit or the first week is paid on signing. The signature can update your practice system through Zapier.

Five documents health providers send

Each from its own template, each with the blocks that kind of care needs. Sample documents from fictional providers.

Larkhaven Skin ClinicTreatment plan & cost estimate LS-E-0412 Sample · fictional provider
A gloved practitioner gives a client a facial skin treatment

Treatment plan & cost estimate

Mia's treatment plan and estimate

Prepared for Mia Kowalski · Prepared Mon 19 Oct 2026 · Valid until Wed 18 Nov 2026

Thank you for coming in, Mia. Here is the plan we discussed at your consultation, the options, what each one costs and what to expect on the day.

Choose your course

Your estimate

ItemQtyRateAmount
Consultation$150
Consultation & skin assessmentHeld Mon 19 Oct
1 visit $150 $150.00
Treatment
Course of 6Laser skin treatment, 4 weeks apart
1 course $1,890 $1,890.00
Extras Tick to add
 1 kit $120 $120.00
1 visit $90 $90.00
Subtotal
$2,160.00
Tax (10%)
$216.00
Total
$2,376.00
Deposit to book your first treatment (30%)
$712.80

Provider's wordingResults vary from person to person and are not guaranteed. No insurance or funding benefit is included in this estimate.

A gloved practitioner gives a client a facial skin treatment

A treatment plan and cost estimate

Two course options as a single choice, the consultation and an aftercare kit as lines, tax, the deposit to book and an expiry date. The clinic's own wording says results vary and that no benefit is included.

  • Options the patient chooses between
  • A deposit to book, by card or PayPal
  • Valid for 30 days, then it expires

Price tables and payments: Essentials and up

Treatment plans & cost estimates
Kinfield HealthIn-home care agreement KH-2611 Sample · fictional provider

Your care plan and estimated fees

6 weeks from Mon 2 Nov 2026

ItemQtyRateAmount
Once-off
Initial home assessmentOccupational therapist, home safety and equipment
1 visit $240 $240.00
Each week Repeating
Personal care visit · 1.5 hShowering, dressing and a meal set-up
3 visits $102 $306.00/wk
Physiotherapy home visitWith Marcus Tan, falls-prevention exercises
1 visit $135 $135.00/wk
Nurse visit · wound careRegistered nurse
1 visit $145 $145.00/wk
5 meals $18 $90.00/wk
1 trip $55 $55.00/wk
Once-off
$240.00
Each week
$676.00/wk
Over 6 weeks (estimate)
$4,056.00
Estimated total
$4,296.00
Paid on signing · assessment and first week
$916.00

Provider's wordingThese are estimated fees. Any insurance or other funding benefit you may be entitled to is not calculated here: please check with your insurer or funder.

Weeks 2 to 6 are invoiced each week by Kinfield Health.

Your week

6 weeks · Mon 2 Nov to Sun 13 Dec 2026

ServiceMonTueWedThuFriSatSun
Personal care8:00 amYesYesYes
Physiotherapy10:30 amYes
Nurse visit9:00 amYes
Lunch prepared12:00 pmYesYesYesYesYes
  1. Week 1
  2. Week 2
  3. Week 3
  4. Week 4
  5. Week 5
  6. Week 6

Visit times are confirmed by your care coordinator, Leah Whitford.

A care worker in green scrubs leans in to talk with an older woman in an armchair

An in-home care agreement with weekly charges

Personal care three times a week, a physiotherapy home visit and a nurse visit as repeating charges per week, the initial home assessment once-off, and Rosalind's week laid out day by day.

  • Repeating charges per week or fortnight
  • Optional services the family ticks
  • First week paid on signing
In-home care & service agreements
Kinfield HealthPhysiotherapy program KH-P-3318 Sample · fictional provider

Choose your program

Your program fees

ItemQtyRateAmount
Assessment$160
Initial assessment & program planHeld Tue 20 Oct, 60 minutes
1 session $160 $160.00
Your program
Twice a week8 weeks, at our clinic
1 program $1,840 $1,840.00
Extras Tick to add
 1 letter $85 $85.00
1 pack $95 $95.00
Subtotal
$2,085.00
Tax (0%)
$0.00
Total
$2,085.00
Paid on signing to book your sessions (25%)
$521.25

Your sessions

8 weeks · from Tue 3 Nov 2026

ServiceMonTueWedThuFriSatSun
Physiotherapy7:30 amYesYes
Hydrotherapy (pool option)6:00 pmYes
  1. Week 1
  2. Week 2
  3. Week 3
  4. Week 4
  5. Week 5
  6. Week 6
  7. Week 7
  8. Week 8

Session times are booked by our reception team after you sign.

A physiotherapist assesses a client's knee on a treatment table

A physiotherapy program the patient chooses

Once a week, twice a week, or twice a week with hydrotherapy, as discussed at the assessment. Choose a program and the fees follow; the sessions are set out on their days.

  • Program options as a single choice
  • A doctor's letter as an optional extra
  • Sessions per week on a schedule
Physio, OT & psychology programs
Kinfield HealthService agreement · funded support plan KH-S-4102 Sample · fictional provider

Your supports and our rates

24 weeks from Mon 9 Nov 2026

ItemQtyRateAmount
Once-off
Functional assessment & reportOccupational therapist
1 report $580 $580.00
Each fortnight Repeating
Community access supportSupport worker, per hour
8 hours $67 $536.00/fortnight
Occupational therapy session60 minutes
1 session $193 $193.00/fortnight
Social skills groupThursdays, 90 minutes
2 sessions $45 $90.00/fortnight
Once-off
$580.00
Each fortnight
$819.00/fortnight
Over 12 fortnights (estimate)
$9,828.00
Estimated total
$10,408.00

Provider's wordingThese are our own rates, set out for your plan. Please check them against your plan budget: this agreement does not claim or calculate any funding.

We invoice each fortnight for the supports delivered.

Agreement and consent

Locked wording · your team can't edit it

Sam signs as the participant and Jenny as his plan nominee.

  • We have read the supports, rates and schedule, and agree to them.
  • We understand either of us can ask to review this agreement at any time.
  • We agree Kinfield Health may share progress notes with Sam's support coordinator.

2 of 2 signed

  • Sam WhitlockParticipant SignedThu 29 Oct, 4:02 pm
  • Jenny WhitlockPlan nominee SignedThu 29 Oct, 4:09 pm

Certificate of authenticity and audit trail attached

A support worker sits with two older women knitting at a table

A service agreement for a funded support plan

Supports and the provider's own rates per fortnight, an assessment once-off, and the agreement signed by the participant and their plan nominee. The wording says plainly that no funding is claimed or calculated.

  • Supports per fortnight
  • Participant and nominee both sign
  • Locked agreement wording (Business)
Funded-plan service agreements
Brightmoor MobilityEquipment hire quote BM-Q-2290 Sample · fictional provider

The equipment

  • An adjustable care bed with side rails in a clean room
    Electric hi-lo care bed with rails
  • A wheeled walking frame by a large window indoors
    Wheeled walking frame (on request)

Hire and purchase

6 weeks' hire from Fri 30 Oct 2026

ItemQtyRateAmount
Once-off
Delivery, set-up and collectionMetro area, two technicians
1 lot $180 $180.00
1 each $149 $149.00
Each week Repeating
Electric hi-lo care bed · hireWith side rails and handset
1 bed $65 $65.00/wk
Pressure-care mattress · hireAlternating air
1 each $38 $38.00/wk
1 each $9 $9.00/wk
Once-off
$329.00
Each week
$112.00/wk
Over 6 weeks (estimate)
$672.00
Estimated total
$1,001.00
Paid on signing · delivery, chair and first week
$441.00

Provider's wordingPrices include tax. Any funding you may receive for equipment is not included or calculated here.

Hire after the first week is invoiced each week by Brightmoor until the equipment is collected.

An adjustable care bed with side rails in a clean room

A care bed on weekly hire, a chair to buy

Hire per week beside a once-off delivery and a shower chair to buy, product photos in the quote, and delivery plus the first week paid by PayPal on signing.

  • Hire as a repeating charge
  • Products to buy as once-off lines
  • Brochures as PDF pages in the quote
Medical equipment & mobility quotes

Send your next care agreement from QuoteCloud

Free for 14 days, no credit card required. Send us your current estimate or agreement and we'll convert one template for you during the trial.

Start free 14-day trial Book a demo

One care agreement, from intake to signature

Rosalind's six weeks of recovery care at home, read top to bottom. Every part is a QuoteCloud content block from the provider's care agreement template.

  1. Open on the person, not the paperwork

    A cover with Rosalind's name, the date it was prepared and the date the offer expires, from the provider's own care agreement template.

    Healthcare templates
    Kinfield HealthIn-home care agreement KH-2611 Sample · fictional provider
    A care worker helps an older woman stand with her walking frame in a sitting room

    In-home care agreement

    Rosalind's recovery care at home

    Prepared for Rosalind Avery, with Claire Avery · Prepared Mon 26 Oct 2026 · Valid until Mon 9 Nov 2026

    Your care plan after your hospital stay, set out visit by visit: personal care, a weekly physiotherapy visit and the fees, so you and Claire know what to expect before the first visit.

  2. Family fills in

    Intake answers, in the same document

    Claire answered the intake questions in a Forms block before the plan was written: visit times, access and who else to talk to.

    Forms block: Business plan

    Intake & referral forms

    About you

    FormForms block · completed before the plan was written

    Preferred visit times Mornings, from 8:00 am
    Getting around at home Walks with a frame indoors
    Home access Key safe by the side door
    Who else should we talk to? Claire Avery (daughter), 555 0100
    Anything we should know before the first visit? Mum has a small dog, Biscuit, who is friendly.

    Completed by Claire Avery · Tue 27 Oct, 6:10 pm

  3. Family chooses

    Once-off fees and weekly charges, side by side

    The home assessment once, then each service per week as a repeating charge. Claire ticked meal preparation; the weekly amount, the estimate over six weeks and the payment on signing follow.

    Price tables and payments: Essentials and up

    In-home care & service agreements

    Your care plan and estimated fees

    6 weeks from Mon 2 Nov 2026

    ItemQtyRateAmount
    Once-off
    Initial home assessmentOccupational therapist, home safety and equipment
    		1 visit $240 $240.00
    Each week Repeating
    Personal care visit · 1.5 hShowering, dressing and a meal set-up
    		3 visits $102 $306.00/wk
    Physiotherapy home visitWith Marcus Tan, falls-prevention exercises
    		1 visit $135 $135.00/wk
    Nurse visit · wound careRegistered nurse
    		1 visit $145 $145.00/wk
    		5 meals $18 $90.00/wk
    		1 trip $55 $55.00/wk
    Once-off
    $240.00
    Each week
    $676.00/wk
    Over 6 weeks (estimate)
    $4,056.00
    Estimated total
    $4,296.00
    Paid on signing · assessment and first week
    $916.00

    Provider's wordingThese are estimated fees. Any insurance or other funding benefit you may be entitled to is not calculated here: please check with your insurer or funder.

    Weeks 2 to 6 are invoiced each week by Kinfield Health.

  4. Her week, and the terms

    Every visit on its day, then the agreement's start and expiry and the provider's terms. A change to the plan goes out as a revised agreement to sign; nothing renews by itself.

    Your week

    6 weeks · Mon 2 Nov to Sun 13 Dec 2026

    ServiceMonTueWedThuFriSatSun
    Personal care8:00 amYesYesYes
    Physiotherapy10:30 amYes
    Nurse visit9:00 amYes
    Lunch prepared12:00 pmYesYesYesYesYes
    1. Week 1
    2. Week 2
    3. Week 3
    4. Week 4
    5. Week 5
    6. Week 6

    Visit times are confirmed by your care coordinator, Leah Whitford.

    Agreement terms

    StartsMon 2 Nov 2026
    ExpiresSun 13 Dec 2026
    1. Changes to your planIf your needs change, we send a revised agreement for you to read and sign before the change starts.
    2. Cancelling a visitPlease give us 24 hours' notice. Visits cancelled with less notice are charged at the visit rate.
    3. InvoicesYour first week is paid when you sign. Each later week is invoiced by Kinfield Health.
    4. Your informationHow we collect, use and store your information is set out in our privacy policy, which we gave you at intake.
    5. Ending the agreementEither of us can end this agreement with 7 days' notice. It ends on its expiry date unless we agree a new one.

  5. Questions answered in the document

    Claire asked for a later physio visit in a comment, and the coordinator replied in the same thread.

    Notes from your care coordinator

    • Leah Whitford is your care coordinator and first point of contact.
    • Your first visit is the home assessment on Mon 2 Nov at 9:00 am.
    • Please keep the walking frame by the bed for the first two weeks.

    Claire AveryCould the Tuesday physio visit be after 10 am? Mum has a standing appointment first thing.

    Leah, Kinfield HealthYes, Marcus will come at 10:30 on Tuesdays. I've updated your week.

  6. Locked block

    Consent, two signers and the first week

    The provider's consent wording sits in a locked block. Rosalind and Claire each confirm and sign in their own browser, and the first week is paid through Stripe.

    Content locking and the Forms block: Business plan

    Consent, acknowledgements & multiple signers

    Consent and acknowledgement

    Locked wording · your team can't edit it

    Please read and confirm before signing. Rosalind signs as the client; Claire signs as her representative.

    • I have read this plan and cost estimate, and my questions have been answered.
    • I understand these are estimated fees. A change to the plan is sent to me as a revised agreement to sign.
    • I agree that Kinfield Health may share this plan with my referring practitioner.
    • I understand I can ask to change or end the plan at any time.

    2 of 2 signed

    • Rosalind AveryClient SignedWed 28 Oct, 10:12 am
    • Claire AveryDaughter and representative SignedWed 28 Oct, 10:15 am

    Paid on signing$916.00Paid via Stripe

    Certificate of authenticity and audit trail attached

  7. What your coordinator sees

    Opened, an option added, signed by both, paid, and the client record updated in the practice system through Zapier.

    Practice management & accounting integrations

    Activity

    1. Intake form completedClaire Avery, in the document
    2. Agreement openedClaire Avery, from the email link
    3. Meal preparation added+$90.00 a week
    4. Signed by Rosalind and ClaireCertificate of authenticity attached
    5. First week paid$916.00 via Stripe
    6. Client record updatedIn the practice system, through Zapier

Rated, secure and in business since 2013

  • eIDAS compliant eSignatures
  • 256-bit encryption
  • Hosted on AWS
  • GDPR compliant

Sensitive information: what QuoteCloud confirms

Health providers handle personal and health information. These are the security facts QuoteCloud states; check them against your own privacy obligations before you start.

  • Hosted on AWS, encrypted

    QuoteCloud is hosted on Amazon Web Services with 256-bit encryption. Personal information is stored on servers in the USA.

  • The right person signs

    Add an optional one-time passcode, sent by email, that a signer enters before they can sign.

  • Signed, with a record

    Every completed document carries a certificate of authenticity and an audit trail, with legally binding, eIDAS-compliant eSignatures.

  • Who can change what

    Custom user roles and teams from Essentials; content locking keeps consent wording fixed on Business.

Built for the way each provider takes on a patient

The same estimates, agreements, consent and signatures, set up around the care you give.

Connected to your practice system and accounts

Practice management, booking and intake systems connect through Zapier, Make or the QuoteCloud API from the Essentials plan. Xero, QuickBooks Online and Pipedrive are native on Business, or through Zapier.

How health providers connect QuoteCloud All integrations

Healthcare templates, ready to make your own

Real QuoteCloud templates for treatment plans, home care contracts, medical services and pharmacy agreements. Open one, add your fees, consent wording and terms, and send.

All health services templates Templates for healthcare

Everything a health provider sends

From the intake form to the signed agreement, for clinics, allied health, care providers and equipment suppliers.

Healthcare quote and agreement questions, answered

What is QuoteCloud for healthcare providers?

QuoteCloud is quoting, agreement and eSignature software for private clinics, allied health practices, in-home care and support providers and medical equipment suppliers. You send treatment plans, cost estimates and care agreements from your own templates, with fees, weekly charges, consent wording and intake questions in one branded document that patients and their representatives sign online.

Can a care agreement show weekly or fortnightly charges?

Yes. Price tables support repeating price items with a period label beside once-off fees, so each service can show its charge per week or per fortnight and the estimate over the plan. The charges are shown in the agreement: QuoteCloud does not bill later periods, so you invoice them from your practice or accounting system. Price tables are on Essentials and above.

Does QuoteCloud calculate insurance or funding rebates?

No. QuoteCloud does not calculate insurance or other funding benefits. If you want to mention them, write your own wording in the estimate, for example that no benefit is included and the patient should check with their insurer or funder. Fees, options, totals, any tax and the deposit are what the price table calculates.

Can a patient and their guardian or representative both sign?

Yes. A document can have several signers, each with their own signature block, and nobody needs an account to sign. You can add an optional one-time passcode sent by email before signing. eSignatures are legally binding and eIDAS compliant, included on every plan, and each signed document has an audit trail and a certificate.

Can we take a deposit or the first week's fees on signing?

Yes, from the Essentials plan. Set the payment as a percentage or a fixed amount, such as the once-off fees plus the first week, and the patient pays through Stripe or PayPal straight after signing; the document is marked Paid. QuoteCloud does not set up instalments, recurring billing or payment reminders.

Can intake or consent questions be part of the document?

Yes, on the Business plan. The Forms block puts questions inside the document, next to the plan, fees and signature blocks, so answers and signatures come back together. A completed form can start a Zapier automation with the Form Submitted on Document trigger. Content locking, also on Business, keeps your consent wording from being edited.

Is QuoteCloud HIPAA compliant or certified for health records?

QuoteCloud does not state HIPAA compliance or a health-record certification. It states that it is hosted on Amazon Web Services with 256-bit encryption, that personal information is stored on servers in the USA, that it is GDPR compliant and that signed documents carry an audit trail. Check your own obligations and talk to QuoteCloud before storing health information.

Does QuoteCloud connect to our practice management software?

Through Zapier, Make or the QuoteCloud API, from the Essentials plan, where your practice or booking system has a connector or API. There is no native practice management integration. Xero, QuickBooks Online and Pipedrive are native on Business, or connect through Zapier. Documents created through the API or Zapier carry a per-document fee.

Can estimates expire?

Yes. Give each estimate or agreement an expiry date, and use the Expiring Soon filter to see the ones that lapse in the next few days, so you can follow up before the offer ends. A changed plan goes out as a revised version for the patient to sign again.

Is there a free trial?

Yes. QuoteCloud has a free plan and a 14-day free trial of Essentials or Business with no credit card required. During the trial QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans, and paid plans include a 45-minute training session.

More healthcare questions

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