Navigate to Billing > Quotes to manage quotes, or open a patient’s profile to manage credits.
Saved Quotes
A quote is an order you built for a patient and saved instead of collecting payment. Billing > Quotes lists every saved quote: what’s on it, who it’s for, and who built it. Search by patient name to find one. A quote stays a draft until it’s paid. Taking payment on a quote turns that same order into the charge — you don’t rebuild it, and you don’t end up with a duplicate.Build a Quote
1
Build the order in checkout
Add items, discounts, and banked items exactly as you would for a normal sale. When you apply a patient’s banked items or a category discount, the order spreads the credit across every matching line up to the number of units the credit still has — never covering more units than a line has, and never more than the credit holds. The result is the same no matter the order you add the items or click the credits.
2
Save it as a quote
Open the actions menu next to Continue to Payment and choose Save as quote. The order is saved and appears under Billing > Quotes.
3
Send it to the patient
Decoda asks for the quote details right away so you can share it without leaving checkout. See Send a Quote below.
Clinics still on the older checkout build quotes from Billing > Quotes > Create Quote instead: pick a patient, search for items or packages, adjust quantities, apply per-item or order-wide discounts, add optional internal notes, then click Create Quote. The right-side Quote Preview shows the running subtotal, discounts, and total. This builder is being retired — the checkout path above replaces it.
Quote Actions
Click a quote to open it in checkout, or use its actions menu:- Edit Quote — Reopen the order in checkout to change items, quantities, or discounts.
- Share With Patient — Send the patient a link to review and approve.
- View Sent Quotes — See every quote already sent for this order, and where each one stands.
- Take Payment — Open the order in checkout to collect payment.
- Delete Quote — Remove it.
Send a Quote
Sending turns a saved quote into a formal estimate the patient can review and approve before you charge them. Sending happens right after Save as quote in checkout, and you can send again any time from Share With Patient on the quote’s actions menu. If you only wanted to save the order for later, close the details window — the quote stays under Billing > Quotes.1
Enter Quote Details
- Title: A name for the quote (defaults to “Quote for [Patient Name]”).
- Description: A summary of what the quote covers.
- Valid Until Date: An optional expiration date. Quick-set buttons are available for 2 weeks, 1 month, or 2 months.
- Terms & Conditions: Optional terms shown to the patient.
- Internal Notes: Staff-only notes not visible to the patient.
2
Send
Click Create & Send Quote. Decoda opens a chat with the patient and writes a message containing the quote link — read it over and press send. If the chat can’t be opened, the quote is still saved and you can share it from Billing > Quotes.
Quote Statuses
- Pending: Sent to the patient, awaiting response.
- Accepted: The patient accepted the quote.
- Declined: The patient declined the quote.
When a Patient Accepts a Quote
When a patient accepts a quote, Decoda sends a When a patient accepts a quote notification so staff can follow up and turn the accepted quote into a charge. Staff choose whether to receive this notification under Settings > Notifications (in the Payment & Billing section). Anyone who can view billing can subscribe. You can also have Decoda create a follow-up task automatically whenever a quote is accepted. This is off by default — turn it on for your clinic under the task settings for that same notification. Declining a quote does not send this notification or create a task.Quote View
The quote page displays the itemized list, totals, terms, and clinic branding. Staff can view any quote from within the console — it shows exactly what the patient sees, so Accept and Decline are turned off for staff. Use the back arrow at the top of the page to return to the quote list. Patients view a public version of the quote via the shared link.Patient Credits
Patient credits are prepaid balances stored on a patient’s account that can be applied toward future charges during checkout. Some booking fees can become patient credit automatically after the booking-fee payment succeeds. When this happens, the credit appears in Patient Credits with the booking-fee description, and the original booking-fee payment stays in the patient’s billing records.Issue a Credit
Credits are managed from the patient’s profile. Open Patient Credits to:- Click Add Credit.
- Enter the Amount in dollars.
- Optionally add a Comment explaining the reason for the credit.
- Optionally set an Expiry Date (leave empty for credits that never expire).
- Click Add Credit to save.
Credit Details
The credits table shows:- Amount: The original credit value.
- Remaining: How much is still available (with the used amount shown below).
- Comment: The reason or note attached to the credit.
- Status: Active, Used, or Expired.
- Dates: When the credit was added and when it expires (if applicable).
- Created By: The staff member who issued the credit.
Edit or Delete Credits
- Edit: Change the amount, remaining balance, comment, or expiry date.
- Delete: Remove an unused credit (only available if no portion has been applied).