Estimates (billing quotes)
Review the quote attached to a visit, send it to the patient, track whether it was accepted or declined, and turn an accepted quote into a draft invoice.
Billing quotes are visit-based estimates built from services. On a visit's billing page, the Quote card shows the quote's status, number, total, and created date when the visit has one.
How do I open a quote on a visit?
In the left sidebar, click Visits, then click the visit you want. In the visit sidebar, click Billing. In Quote, select View quote when you need to review the estimate before sending it, converting it, or voiding it.
Use Billing (1) in the visit sidebar to open the visit's billing page, and View quote (2) in Quote to open the estimate details.
- Select View quote.
- Review the status badge, total, dates, services, and notes.
- Select Quote PDF to open a PDF copy in a new tab.
The quote opens in a detail sheet you can swipe to dismiss, where the actions available depend on its current status.
How do I see whether the patient accepted or declined a quote?
On the same page, select View quote in Quote to check the patient's response.
The Status badge (1) shows the current status, such as Sent, Accepted, or Declined. Quote lifecycle (2) shows the stages a quote can move through: Draft, Sent, Accepted/Declined, and Converted. Sent (3) shows when the quote went to the patient.
- Check the status badge at the top of the quote.
- Review Quote lifecycle to match the quote's status to the overall workflow.
- Check Sent to see when the quote went to the patient. If the patient accepted it, the details also show Accepted.
The patient accepts or declines the quote in the portal. The staff view only shows the result.
How do I send a billing quote to a patient?
On the same page, select View quote in Quote after you review the draft and are ready for the patient to see it.
Quote details (1) shows the quote's status, total, dates, and notes. Services (2) shows the line items on the quote. Send to patient (3) starts the send action for a draft quote.
- Open a quote with Draft status.
- Review the services, total, Expires, and Notes.
- Select Send to patient.
Ona marks the quote Sent and notifies the patient.
How do I create a draft invoice from an accepted quote?
On the same page, select View quote in Quote when the patient has agreed to the estimate and you are ready to bill from it.
- Open a quote with Accepted status.
- Review the services and total.
- Select Create invoice draft.
The quote closes and the visit now has a draft invoice in the Invoice card on the same billing page. For next steps, see Invoicing patients and collecting payments.
How do I void a billing quote?
On the same page, select View quote in Quote when the quote is no longer valid and should not be used for billing.
Void (1) is the action that marks the quote void. Quote lifecycle (2) shows the quote's workflow so you can check its state before acting. Expired / converted guard (3) marks the part of the sheet that helps you confirm the quote has already reached an end state before you void it.
- Review the quote's status and Quote lifecycle.
- Select Void. When void is the main action for that quote, the button reads Void quote.
The quote is marked Void. If it was already converted or already voided, you cannot void it again.
Billing quote statuses
In a visit's billing page, billing quotes move through these statuses from creation through invoice drafting.
| Status | What it means |
|---|---|
| Draft | The quote has been created but not sent. You can send it to the patient or void it. |
| Sent | The quote has been sent to the patient. The patient can accept or decline it in the portal. |
| Accepted | The patient accepted the quote. You can create a draft invoice from it. |
| Declined | The patient declined the quote. |
| Expired | The quote has expired. |
| Converted | A draft invoice has been created from the accepted quote. |
| Void | The quote is no longer valid. |
What can't I do here?
In a visit's billing page, quote actions are limited in these ways:
- Clinicians do not use billing quotes unless they also have the Owner, Admin, or Staff role.
- On an archived patient's chart or visit, the quote is view-only.
- You cannot send a quote unless it is Draft.
- You cannot create a draft invoice unless the quote is Accepted.
- You cannot void a quote that is Converted or already Void.
- You cannot accept or decline a quote from the staff view. The patient does that from the portal.
Common questions
Does accepting a quote charge the patient?
No. Accepting a quote does not create an invoice or charge the patient. It marks the quote so your practice can use it when drafting an invoice.
Where do quote services come from?
Quotes are built from services selected for the visit. To add or update your services, see Setting up services and packages.
Why is the quote read-only?
If you are viewing an archived patient's chart or visit, staff actions are not available. You can still review the quote and open its PDF.
What if the PDF does not open?
If your browser blocks the new tab, allow pop-ups and try again. If the PDF cannot be generated, Ona shows PDF unavailable.
Where can I see what the patient saw?
The staff view shows the quote's status and dates after the patient responds. For a broader view of the portal experience, see What patients see in the portal.
Related guides