Creating an Estimate
Estimates can be created through the client record, the patient record, the clinical record, and the Estimate tab itself under the Financial module. However, the best practice would be to create the estimate under the clinical record.
On any clinical record, you will have a "NEW ESTIMATE" button near the top. This will open an estimate on a new tab, and will have the client, patient, clinical record and department fields filled out.
A name will need to be assigned to the estimate under "EstimateName".
The estimate can also be assigned to a user by selecting a name under "Assigned To".
Make sure to save as you go - the estimate will be saved under the financial tab (on the clinical record, patient, and client record).
Adding Items to an Estimate
Items can be added manually or by using a sales template.
To add items manually, search a product under "Item" and select the green plus icon at the end of the line to create a new line.
To add a sales template, select the "ADD SALES TEMPLATE" button near the top. This will prompt you to choose an existing template that you will have stored under your Sales Templates. Choose your template and select "ADD TEMPLATE". This will bring in all the items on that sales template.
Make sure to save as you go.
The estimate should have a "Qty. Low" and a "Qty. High" column. These reflect your item ranges. To change a Low or High value, simply click on the existing value and replace it with a new value. When the Low and High values are different (e.g. 1-3) the total($) will reflect this range in the price by showing the low price and the high price.
The check box in these columns allows you to choose whether your invoice will generate based on the low or high value.
Calcuating the Deposit
Under the EstimateName, there is a Deposit field which you can either type in a custom value, or hit "CALC DEPOSIT".
This option is based off a couple of settings found under admin > Financial Settings > Settings > Receivables. The percentage amount and whether it is calculated from the low or high value is based on the following settings:
1. Default deposit percentage
2. Default deposit calculated from: High value ; Low Value
Please refer to FD - Receivables (Financial Settings) for these settings.
The deposit can be paid straight from the estimate by selecting the "PAY DEPOSIT" button near the top. This will give you a new payment pop-up.
Presenting the Estimate to the Client
An estimate can be sent to a client via email or fax by using either of the "SEND EMAIL" or "SEND FAX" buttons near the top. Any Eamils or Fax messages sent from this estimate will create a communication record under the Communication tab.
The estimate can also be set up to sign with the client in front of you. You will need to ensure the Estimate document is using Signature Capture, and with this you can select "CREATE DOCUMENT" on the estimate screen. This will prompt you to 'SAVE AND SIGN' from which you can enter presenting mode and have the client sign the estimate. This document will be saved under the Attachment tab.
Including / Excluding items on the invoice
The column represented by a tick next to the Qty. High column is where it can be decided whether the line item is included on a generated invoice or not. Tick the line item if the item is to be included on the invoice.
Accepting an Esimate (Estimate → Invoice)
Should the customer accept the Estimate and wish to proceed – change the ‘Status’ to ‘Accepted’.
Click ‘Save’ and, immediately thereafter, an Invoice with be generated for your approval.
You may proceed to approve the invoice and process payment.
Note: This must also be set in Financial Settings → Receivables → 'When an estimate gets accepted generate a:"
- "MAKE COPY" = this will create a copy of the existing estimate
- "RESET ITEMS" = any changes / alterations made to prices, quantities etc will be reset to the default.