Medical equipment quotes: hire by the week or buy outright
Weekly hire as a repeating charge beside the items to buy, product brochures as PDF pages and delivery paid on signing.
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Medical and mobility equipment suppliers use QuoteCloud to quote hire and sales in one document: weekly hire as repeating charges, items to buy and delivery as once-off lines, product photos and brochures in the quote, and the client or their representative signing and paying on signing by card or PayPal.
A sample quote from a fictional supplier, Brightmoor Mobility & Medical, for Rosalind Avery: a care bed, pressure mattress and over-bed table on weekly hire at $112 a week for six weeks, delivery, set-up and collection and a shower chair to buy, an estimated $1,001 in total. In front, the hire acknowledgement signed by Claire Avery as Rosalind's representative, with $441.00 paid on signing via PayPal.
Hire by the week and buy outright, in one quote
Brightmoor's quote for Rosalind puts the weekly hire of a care bed and a pressure mattress beside what Claire is buying outright: a shower chair, and delivery, set-up and collection. Untick the over-bed table or the shower chair and the weekly charge, the estimate over six weeks and the amount paid on signing follow.
Hire is a repeating price item with a weekly period label. It is shown in the quote and agreed when Claire signs; the weeks after the first are invoiced by the supplier until the equipment is collected.
- Weekly hire beside once-off items to buy
- Optional rows the client or their family ticks
- Paid on signing: the once-off items and the first week
Price tables and payments: Essentials and up
Price tables with repeating items
Equipment hire quote
Care bed and mattress for Rosalind
As requested by Kinfield Health's occupational therapist: a care bed and pressure-care mattress on weekly hire, delivered and set up before Rosalind comes home.
The equipment
Electric hi-lo care bed with rails Wheeled walking frame (on request)
Hire and purchase
6 weeks' hire from Fri 30 Oct 2026
| Item | Qty | Rate | Amount |
|---|---|---|---|
| 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.
Your hire and sales range, ready for every quote
Each bed, mattress, aid and service is set up once with its price, cost and photos, and the brochures and hire terms are saved beside them. A quote is put together from what is already there.
- Electric hi-lo care bedHire · per week · BED-HL1
- Pressure-care mattressHire · per week · MAT-AA2
- Over-bed tableHire · per week · TBL-OB1
- Shower chair with armsSale · each · SHC-AR1
- Delivery, set-up and collectionService · metro area
- Care bed brochurePDF
- Hire termsSaved block Locked
- Wheeled walking frameHire or sale · on request
- 1Cover: referred by Kinfield Health's OTFrom the quote template
- 2Care bed · weekly hire From library
- 3Pressure-care mattress · weekly hire From library
- 4Over-bed table · optional From library
- 5Shower chair · to buy, optional From library
- 6Delivery, set-up and collection From library
- 7Product brochure From library
- 8Hire terms Locked block
- 9Hire acknowledgement and signatureClaire signs for Rosalind
Cost and margin stay with you
Each product carries its cost; the margin is worked out for your team and never shown to the client.
Product catalogue: Essentials and up
Hire rates with a billing term
Recurring products carry their billing term, so a hire item comes into the quote as a repeating weekly row.
Hire terms that don't drift
Save the hire terms as a content-library block and lock it, so every quote carries the current wording.
Content locking: Business
Quotes for whoever is arranging the equipment
The person who asks for the quote is often not the person who signs it. One quote works for each of them.
Occupational therapists
An OT recommends the equipment. Your quote names the referral and goes to the client, or their family, to sign.
Hospital discharges
When a patient is coming home on a set date, the quote sets out delivery and set-up before that day and is signed online.
Care providers
Send the quote to the care coordinator and the client together: each signer gets their own signature block.
Care agreementsFamilies and representatives
A daughter, son or guardian signs as the client's representative and pays on signing by card or PayPal.
Consent & signers
Quote your next hire from QuoteCloud
Free for 14 days, no credit card required. Send us your current hire quote and we'll convert one template for you during the trial.
Before Rosalind comes home
Signed and paid before the bed is delivered
Claire signed the hire acknowledgement online and paid the delivery, the shower chair and the first week through PayPal. Brightmoor invoices each later week until the bed is collected.
From referral to delivery in five steps
What happens between an OT's recommendation and a signed, paid quote.
Take the referral
Note the recommendation and who will sign: the client, or a family member as their representative.
Build from the catalogue
Add the hire items with their weekly rates, the items to buy and delivery from your product catalogue.
Offer the extras
Make the over-bed table or shower chair optional rows, and add photos and the product brochure.
Set the payment
Ask for the once-off items and the first week on signing, by card through Stripe or by PayPal.
Sign, pay, deliver
The representative reads, ticks, signs and pays. You see it in the document's activity and book the delivery.
Equipment quote questions, answered
Can one quote include equipment hire and items to buy?
Yes. Hire items are repeating price items with a weekly period label, shown beside once-off lines for items to buy and for delivery, set-up and collection. The quote shows the charge each week, the once-off total and the estimate over the hire period. Price tables are on the Essentials plan and above.
Does QuoteCloud bill the weekly hire?
No. The weekly hire is shown in the quote and the client agrees to it when they sign. You can take the once-off items and the first week on signing through Stripe or PayPal; every later week is invoiced by you, for example from your accounting system. QuoteCloud does not set up recurring billing, instalments or payment reminders.
Can a family member sign for the client?
A family member or representative can be a recipient with their own signature block; whether they may sign on the client's behalf is for you to confirm. Nobody needs an account to sign, and you can add an optional one-time passcode sent by email. Each signed quote carries a certificate of authenticity and an audit trail.
Can we keep our equipment range and prices in QuoteCloud?
Yes. The product catalogue holds each product with its SKU, category, images, price and cost, with the margin worked out for your team and hidden from clients. Recurring items carry a billing term, products can be Active, Draft or Inactive, and you can import your range from a CSV file with column mapping. The catalogue is on Essentials and above.
Does the quote calculate funding for equipment?
No. QuoteCloud does not calculate any funding, subsidy or benefit. If the client may receive funding for equipment, write your own wording in the quote, for example that funding is not included and they should check with their insurer or funderer. The price table calculates your prices, options, totals, tax and the payment on signing.
Can product photos and brochures go in the quote?
Yes. Products bring their images into the price table, and you can add an image gallery and the product brochure as a PDF in the same document, so the client sees the bed, the mattress and the shower chair they are agreeing to. Image and gallery blocks are on the Starter plan and above.
More for health providers
The agreements, consent and integrations around an equipment quote.
-
In-home care & service agreementsWeekly or fortnightly services shown as repeating charges, a visit schedule, terms and an expiry date the family signs.Explore
-
Consent, acknowledgements & multiple signersConsent wording in a locked block, acknowledgements ticked and every signer (patient, guardian or representative) signing online.Explore
-
Practice management & accounting integrationsSigned agreements to your practice system through Zapier or the API, and accounting native on Business.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.
- Funded-plan service agreementsSupports, rates and a schedule set out for a participant and their nominee, with the agreement signed by both.
- 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.
- Privacy, access & security for health providersWhat QuoteCloud confirms about hosting, encryption, signer verification and access control, and the questions to ask before you start.
- Healthcare templatesReal QuoteCloud templates for treatment plans, home care contracts, medical services and pharmacy agreements.
- QuoteCloud implementation for health providersFee schedules loaded, estimate and agreement templates converted, consent wording locked and the team trained.
- FAQAnswers to the questions clinics, allied health, care providers and equipment suppliers ask most.
Your next hire quote, signed before delivery
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