How to Create & Send Quotes in Aesthetix CRM

This article walks you through the two primary ways to deliver quotes:

• Estimates (Invoices & Estimates)

• Documents & Contracts (with optional e-signatures)

Demo Video

Option 1: Create & Send a Quote Using Estimates

Estimates are the most common and streamlined way to send quotes to patients.

Step 1: Navigate to Estimates

1. Go to Payments in the left-hand menu.

2. Click Estimates.

From this page, you’ll see all existing estimates and have the option to create a new one.

Step 2: Create a New Estimate

1. Click Create New Estimate.

2. Add products or services:

   • Select Add Product.

   • Choose from your pre-built product catalog.

   • The description and price will automatically pre-populate.

   • Make any edits needed to customize the quote for the individual patient.

Tip: Once your product catalog is set up, building quotes becomes extremely fast and consistent.

Step 3: Assign the Estimate to a Contact

1. Select the contact the estimate is associated with.

2. Confirm the details of the quote.

Step 4: Send the Estimate

You have multiple delivery options:

• Email

• Text message

• Copy & share the direct link

When you click Send, the estimate will be delivered using the email or SMS template you’ve preconfigured in Aesthetix CRM.

Step 5: Track Estimate Status

From the Estimates dashboard, you can easily see:

• Sent – awaiting patient action

• Accepted – approved by the patient

• Declined

• Pending

This visibility helps your team follow up at exactly the right time.

Step 6: Automate Follow-Ups (Optional)

You can create workflows tied to estimates to automatically send reminder messages if a quote hasn’t been accepted. This ensures no opportunity slips through the cracks.

Option 2: Send Quotes via Documents & Contracts (with E-Signatures)

If you prefer a more formal quote or require patient authorization, Documents & Contracts may be a better fit.

How It Works:

1. Navigate to Documents & Contracts.

2. Create a new document.

3. Add products and services (similar to Estimates).

4. Insert an electronic signature field if needed.

5. Send the document via email, text, or shareable link.

This option is ideal when a quote needs:

• A signed agreement

• Additional terms or disclosures

• A more contract-style format

Where Quotes Live in the Contact Record

All estimates, documents, and contracts sent to a patient are stored directly in their Contact Record.

To view them:

1. Open the contact.

2. Navigate to the Documents section on the right-hand side.

This gives your team a complete history of what’s been sent, viewed, accepted, or signed — all in one place.

Summary

With Aesthetix CRM, quoting is:

• Fast to create

• Easy to send

• Simple to track

• Fully accessible from the contact record

Whether you use Estimates for quick quotes or Documents & Contracts for signed agreements, you have flexible options to match your practice’s workflow.

If you have questions or want help setting up templates, products, or workflows, our team is happy to help.