Offers & Quotes

What is an Offer?

An offer (also called a quote or proforma invoice) is a formal treatment plan with pricing that you send to a patient before starting treatment. It shows the patient exactly what procedures are planned and how much they will cost.

Important: An offer is NOT an invoice. It is a quote. The patient is not charged until they accept and you perform the treatment.

Quick Overview

Creating an Offer

Step by Step

1. Open the patient's profile
2. Click "New Offer"
3. Fill in the details:
   • Title (optional): e.g., "Implant Treatment Plan"
   • Doctor: select the treating doctor
   • Valid until: how long the offer is valid (default: 30 days)
4. Add line items by clicking "Add Item":
   • Description: what procedure (e.g., "Porcelain Crown")
   • Teeth: which teeth (e.g., 14, 15)
   • Quantity: how many
   • Unit Price: price per unit
   • Discount %: per-item discount (optional)
5. Set an overall discount if needed (in the totals section)
6. Add notes:
   • Internal notes: only you and staff see these
   • Patient notes: printed on the PDF the patient receives
7. Click "Save as Draft"

The form calculates totals automatically as you type.

Sending an Offer

Once saved, click "Send to Patient". This will:

• Generate a professional PDF (proforma invoice)
• Email it to the patient as an attachment
• Change the offer status to Sent

If the patient does not have an email address, you can:

• Click "PDF" to download and print the proforma
• Hand it to the patient in the clinic

Patient Response

Full Accept

The patient agrees to everything. Status becomes Accepted.

Partial Accept

The patient wants some procedures but not others. You mark which items they accepted. Status becomes Partially Accepted. Only the accepted items count toward the total.

Reject

The patient declines. Status becomes Rejected. You can Duplicate the offer, adjust prices, and send again.

After Acceptance

Convert to Visit: Creates a visit with the accepted amount. The visit appears on the patient timeline and enters the normal treatment and payment flow.

Record Prepayment: The patient pays upfront (deposit). The payment is stored as credit. When treatment happens later, the credit is applied to the visit.

Offer Statuses

Automatic Expiry

If a patient does not respond within the validity period (default: 30 days), the offer automatically expires overnight. You will see it marked as "Expired" on the timeline.

To follow up: click Duplicate, adjust if needed, and send again.

The PDF (Proforma Invoice)

The PDF includes:

• Your clinic's name, address, and contact information
• Patient information
• Offer number and date
• All line items with quantities, prices, and discounts
• Subtotal, discount, and total
• Your notes to the patient
• Doctor name and signature line
• A disclaimer stating this is not a fiscal document

The PDF is available in 3 languages (English, Albanian, Macedonian) based on the patient's language preference.

Discounts

Per-Item Discount

Each item can have its own discount percentage.

Example: "Porcelain Crown" at 15,000 MKD with 10% off = 13,500 MKD.

Overall Discount

Applied to the entire offer subtotal after item discounts.

Example: Subtotal 72,500 MKD with 5% off = 68,875 MKD.

Both can be combined. Item discounts are applied first, then the overall discount applies to the resulting subtotal.

Discount on Partial Acceptance

If you offer a 10% overall discount and the patient only accepts some items, the discount is applied proportionally - they still get a fair discount on the items they accepted.

Where Offers Appear

Offers appear on the patient's timeline alongside visits and payments. You can view them in three formats:

• Card view: full details with line items and action buttons
• List view: compact accordion that expands to show details
• Table view: spreadsheet-style row with key information

Tips

• Always save as draft first - review everything before sending
• Use patient notes for important information the patient should read (treatment timeline, preparation instructions, etc.)
• Use internal notes for staff-only information (insurance details, special considerations)
• Duplicate rejected offers instead of creating from scratch - it saves time and preserves the original for reference
• Check the timeline - offers appear alongside visits and payments, giving you the full history

Legal Note

The offer / proforma invoice is not a fiscal document. No tax obligation is created until the patient actually pays. When payment is received, a proper receipt or invoice is issued through the normal payment system.

This applies to both Macedonia and Albania:

• MK: "Ова е профатура. Не е фискален документ."
• AL: "Kjo eshte fature proforme. Nuk eshte dokument fiskal."