Estimates and billing quotes

Estimates are managed from Billing Quotes: in the left sidebar, under Billing, click Invoices, then click Billing Quotes. You can also work with one patient's quotes: in the left sidebar, click Patients, click the patient's name, then click Invoices in the patient sidebar.

How do I view billing quotes?

In the left sidebar, under Billing, click Invoices, then click Billing Quotes to see estimates across the practice. Quotes are grouped by status, so drafts, sent quotes and accepted quotes stay separate.

Each row shows the patient, quote number, provider, total, line count and created date. Select a row to open the quote details.

The details panel shows the status, total, lifecycle, key dates, services and notes. Select Quote PDF to open a PDF copy in a new tab.

How do I create a billing quote?

In the left sidebar, under Billing, click Invoices, then click Billing Quotes when you want to give a patient an estimate before billing. A quote starts as Draft, so you can review it before sending it.

1. Select New Quote.
2. Choose the Patient.
3. Choose one or more Services.
4. Set Expires if the quote should expire on a specific date. Past dates are not available.
5. Add Notes if the patient needs extra context.
6. Select Create quote.

Ona creates the quote as a draft and closes the panel. Open the quote from the list to review it and send it to the patient.

If you create a quote from a patient's record, the patient is already selected: in the left sidebar, click Patients, click the patient's name, then click Invoices in the patient sidebar.

How do I send a billing quote to a patient?

In the left sidebar, under Billing, click Invoices, then click Billing Quotes after you review the draft and are ready for the patient to see it.

1. Open a quote in the Draft group.
2. Review the services, total, expiry date and notes.
3. Select Send to patient.

The quote is sent, and the patient is notified.

How does a patient accept or decline a billing quote?

Patients respond to sent quotes from their portal. In the staff billing view, open it by clicking Invoices in the left sidebar, then Billing Quotes; you can see the quote status, but you do not accept or decline the quote for the patient.

When the patient opens a Sent quote, they can select Accept quote or Decline. Accepting a quote does not create an invoice or charge the patient. It marks the quote so your practice can use it when drafting the invoice.

How do I create an invoice from an accepted quote?

In the left sidebar, under Billing, click Invoices, then click Billing Quotes when the patient has agreed to the estimate and you are ready to start the invoice.

1. Open a quote in the Accepted group.
2. Review the services and total.
3. Select Create invoice draft.

Ona creates a draft invoice from the accepted quote and closes the quote panel. You can then finish and send the invoice from Billing. See Invoicing patients and collecting payments.

How do I void a billing quote?

In the left sidebar, under Billing, click Invoices, then click Billing Quotes when a quote is no longer valid and should not be used for an invoice.

1. Open the quote.
2. Select Void.

The quote is marked Void. Converted quotes and quotes that are already Void cannot be voided.

How do I filter billing quotes?

In the left sidebar, under Billing, click Invoices, then click Billing Quotes when the quote list is long.

1. In Filters, choose one or more Status chips.
2. Use Patient to show quotes for one patient.
3. Select Clear filters to return to the unfiltered list.

If no quotes match your filters, adjust the status or patient filter.

Billing quote statuses

Billing quotes use 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 is 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 the left sidebar, under Billing, click Invoices, then click Billing Quotes. Billing quote actions are limited in these ways:

• Clinicians do not use the billing quote workspace unless they also have the Owner, Admin or Staff role.
• You cannot create a quote without a Patient and at least one Service.
• You cannot choose an expiry date before today.
• You cannot send a quote unless it is Draft.
• You cannot create an invoice draft 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 billing 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.

Can I open a PDF copy of a quote?

Yes. In the left sidebar, under Billing, click Invoices, then click Billing Quotes. Open the quote and select Quote PDF. If your browser blocks the new tab, allow pop-ups and try again.

Why can't I select Create quote?

Create quote is disabled until the quote has a Patient and at least one Service.

Why can't I create an invoice draft from a quote?

The quote must be Accepted before you can select Create invoice draft.

Where do quote services come from?

Quotes are built from Services. To add or update services, see Setting up services and packages.