Rolling out QuoteCloud in a practice or care provider
Fee schedules loaded, estimate and agreement templates converted, consent wording locked, integrations connected and your team trained.
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A QuoteCloud implementation for a health provider loads the fee schedule into the product catalogue, converts the current estimate and agreement templates, locks consent and terms wording, sets roles and teams, connects payments and Zapier, and trains coordinators and practitioners. One template conversion is free during the trial, and paid plans include a 45-minute training session.
The documents list of a fictional provider, Kinfield Health, after its QuoteCloud rollout, filtered on Expiring soon: four estimates and agreements awaiting signature or opened, expiring in 3 to 13 days.
A four-week sample rollout for a care provider
A sample plan for a fictional provider with in-home care, physiotherapy and psychology. Each phase says what you bring, what you get and how you know it's done.
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Phase 1, Week 1
Convert your main agreement
- You bring
- Your current care agreement or estimate, consent wording and terms.
- QuoteCloud gives you
- One template converted free during the trial (Essentials, Business, Enterprise); more conversions are a paid add-on, per template.
- Done when
- A coordinator can send a branded care agreement from QuoteCloud.
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Phase 2, Weeks 1–2
Load the fee schedule
- You bring
- Your fees as a spreadsheet: once-off, per visit and per week, with costs if you track margin.
- QuoteCloud gives you
- The product catalogue, a CSV import with column mapping and validation, and costs hidden from clients.
- Done when
- Every service is a catalogue item with its rate and billing term.
Product catalogue: Essentials and up
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Phase 3, Weeks 2–3
Lock consent and terms
- You bring
- Your approved consent, privacy and cancellation wording.
- QuoteCloud gives you
- Content-library blocks, locked so they stay non-editable in every document.
- Done when
- Every template uses the same approved wording.
Content locking: Business
Consent & signers -
Phase 4, Weeks 2–3
Roles, teams and payments
- You bring
- Who creates, sends and approves documents; your Stripe or PayPal account.
- QuoteCloud gives you
- Custom user roles and teams; a payment on signing as a percentage or a fixed amount.
- Done when
- A test agreement is signed and its first week paid.
Essentials and up
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Phase 5, Weeks 3–4
Connect your systems
- You bring
- Your practice, booking and accounting systems, and whether each has a Zapier or Make connector or an API.
- QuoteCloud gives you
- Zapier, Make and the API (per-document fee for API and Zapier documents); Xero or QuickBooks native on Business.
- Done when
- A signed test agreement reaches your practice and accounting systems.
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Phase 6, Week 4
Train the team and go live
- You bring
- The coordinators and practitioners who send estimates and agreements.
- QuoteCloud gives you
- A 45-minute training session on paid plans; extra 60-minute sessions are a paid add-on.
- Done when
- Every new estimate and agreement goes out from QuoteCloud.
Sample planning for a fictional provider, not a promise. Your timings depend on how many templates, services and systems you bring.
Help when you want it
From a free template conversion to having your integrations set up with you.
Free template conversion
One of your existing templates converted during the trial, on Essentials, Business and Enterprise. More conversions are a paid add-on, per template.
45-minute training
A virtual Q&A session for your coordinators on paid plans. Extra 60-minute sessions are a paid add-on.
Onboarding services
Onboarding packages for teams that want a guided start.
Professional services
Consultancy and integration set-up for Zapier, custom APIs and other platforms: contact sales.
Premium support
Premium 24×7 support with guaranteed SLAs is a paid add-on; Enterprise adds an account manager and implementation support.
The user guide
Step-by-step guides for every part of QuoteCloud, for coordinators to look things up as they go.
One library behind every template
Approved wording is saved once in the content library and used in every template, locked where it matters.
- Consent and acknowledgementConsent · in-home care Locked
- Your informationTerms clause Locked
- Cancelling a visitTerms clause Locked
- About youForms block · intake
- A welcome from your coordinatorText
- Home care feesPrice table
- Physiotherapy program optionsSingle choice
- 1CoverFrom the template
- 2Welcome From library
- 3About you From library
- 4Care plan and estimated fees From library
- 5Your weekWritten by the coordinator
- 6Consent and acknowledgement Locked block
- 7Agreement terms Locked block
- 8Your information Locked block
- 9Signatures and payment on signingRosalind and Claire
Saved once
Blocks are saved in the content library and added to any template or document.
Content library: Essentials and up
Locked where it matters
Locked blocks stay non-editable in documents; only admins or users with permission unlock them.
Content locking: Business
By role
Role permissions decide who can create, change or delete library content.
Start the rollout on the free trial
14 days free, no credit card required. Send us your current care agreement and we'll convert it into your first template.
Approved wording in every agreement
Sam's service agreement carries the same locked consent and terms as every other agreement Kinfield sends. A coordinator changes the supports, the rates and the schedule; the approved wording stays as it was approved.
When a plan changes, Revise Last Version creates a new version from the one the client signed, and version history keeps the earlier one.
- Locked consent and terms in every template
- A signature block for the participant and their nominee
- Revise Last Version when the plan changes
Content locking and version history: Business
Funded-plan service agreementsAgreement 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
How we work together
- Reviewing the agreementWe review the supports with you at 12 weeks, or sooner if you ask.
- ChangesA change to supports or rates is sent to you as a revised agreement to sign.
- CancellationsPlease give us 2 business days' notice to cancel a support.
- Ending the agreementEither of us can end this agreement with 14 days' notice.
What changes for coordinators and the practice manager
The jobs a care provider does for every new client, before and after the rollout.
What to gather before you start
Most of the set-up is content you already have. Bring these to the first call and the template conversion and fee schedule import can start straight away.
- Your current estimate and agreement for each service: home care, therapy programs, elective treatment, equipment
- Your fee schedule as a spreadsheet, with costs if you track margin
- Approved consent, privacy, cancellation and payment wording
- Your intake questions, and who answers them: the client, a family member or a referrer
- Who creates, sends and signs off documents in each team
- Your Stripe or PayPal account, and the practice, booking and accounting systems you want to connect
Implementation questions, answered
How long does it take to set up QuoteCloud in a practice?
It depends on how many templates, services and systems you bring. The sample plan on this page takes four weeks for a provider with three services, but it is an example, not a promise. You can start with one converted template and your fee schedule, then add locked wording, integrations and more templates as you go.
What does QuoteCloud do for us during the trial?
On Essentials, Business and Enterprise trials QuoteCloud converts one of your existing templates for free. Paid plans include a complimentary 45-minute training session. Further template conversions and 60-minute training sessions are paid add-ons, and onboarding packages are available for teams that want a guided start.
Can QuoteCloud set up our integrations?
Consultancy and integration set-up for Zapier, custom APIs and other platforms is available through professional services: contact sales. Connections to practice, booking and clinical systems run through Zapier, Make or the API where your system supports them; QuoteCloud does not have native practice management integrations.
How do we load our fee schedule?
Export your fees as a spreadsheet and import them into the product catalogue as a CSV file: map each column to a catalogue field and check the rows the import flags. Each service gets its price, an optional cost (hidden from clients) and, for weekly services, a billing term. The catalogue is on Essentials and above.
Can each clinic or service have its own set-up?
Yes. Teams group your staff, product categories can be assigned to teams so each service sees its own fees, and custom user roles decide who creates, edits and sends documents. Each service can have its own templates built from the same locked consent and terms. Roles and teams are on Essentials and above.
What support is included?
Essentials and Business include email support during business hours, Monday to Friday, with a standard response within 48 hours. Premium 24×7 support with guaranteed SLAs is a paid add-on, and Enterprise includes premium support, a dedicated account manager and implementation support.
More for health providers
The pages behind each phase of the plan.
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Healthcare templatesReal QuoteCloud templates for treatment plans, home care contracts, medical services and pharmacy agreements.Explore
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Practice management & accounting integrationsSigned agreements to your practice system through Zapier or the API, and accounting native on Business.Explore
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Privacy, access & security for health providersWhat QuoteCloud confirms about hosting, encryption, signer verification and access control, and the questions to ask before you start.Explore
- Treatment plans & cost estimatesThe plan, every fee line, what the estimate does not include and an expiry date, accepted and signed before treatment starts.
- Physio, OT & psychology programsSessions per week, the program schedule and a choice of program options, with the first fees paid on signing.
- Cosmetic & elective treatment quotesTreatment options side by side, a deposit to book, an expiry date and the patient's acknowledgements in one quote.
- Medical equipment & mobility quotesHire by the week or buy outright, delivery and set-up, product brochures as PDF pages, signed and paid online.
- In-home care & service agreementsWeekly or fortnightly services shown as repeating charges, a visit schedule, terms and an expiry date the family signs.
- Funded-plan service agreementsSupports, rates and a schedule set out for a participant and their nominee, with the agreement signed by both.
- Consent, acknowledgements & multiple signersConsent wording in a locked block, acknowledgements ticked and every signer (patient, guardian or representative) signing online.
- Intake & referral forms inside the documentThe Forms block collects intake details in the same document the client signs, and can start your next step through Zapier.
- FAQAnswers to the questions clinics, allied health, care providers and equipment suppliers ask most.
Set it up once, send every agreement from it
Free for 14 days. No credit card required.