Aesthetix CRM gives you two ways to send a quote to a patient, depending on how formal you need it to be:
Estimates (under Invoices & Estimates) for quick, trackable pricing proposals.
Documents & Contracts (with optional e-signatures) for formal quotes that need a signature or additional terms.
Both options let you build a quote fast, send it in a few clicks, and keep a full record on the patient's contact profile.
Estimates are the most common and streamlined way to send quotes to patients.
Go to Payments in the left-hand menu.
Click Estimates.
From this page you can see all existing estimates and create a new one.
Click Create New Estimate.
Add products or services:
Select Add Product.
Choose from your prebuilt product catalog. The description and price prefill automatically.
Make any edits needed to customize the quote for the individual patient.
Tip: Once your product catalog is set up, building quotes becomes fast and consistent.
Select the contact the estimate is associated with.
Confirm the details of the quote.
You have multiple delivery options:
Text message
Copy and share the direct link
When you click Send, the estimate is delivered using the email or SMS template you have preconfigured in Aesthetix CRM.
From the Estimates dashboard you can see each quote's status at a glance:
Sent: awaiting patient action
Accepted: approved by the patient
Declined
Pending
This visibility helps your team follow up at exactly the right time.
You can build workflows tied to estimates that automatically send reminder messages if a quote has not been accepted, so no opportunity slips through the cracks.
If you prefer a more formal quote or need patient authorization, Documents & Contracts may be a better fit.
Navigate to Documents & Contracts.
Create a new document.
Add products and services (similar to Estimates).
Insert an electronic signature field if needed.
Send the document via email, text, or shareable link.
This option is ideal when a quote needs a signed agreement, additional terms or disclosures, or a more contract-style format.
Every estimate, document, and contract sent to a patient is stored directly in their contact record.
To view them:
Open the contact.
Go to the Documents section on the right-hand side.
This gives your team a complete history of what has been sent, viewed, accepted, or signed, all in one place.
What is the difference between using Estimates and Documents & Contracts for a quote? Estimates are best for quick, trackable pricing that a patient can accept or reject. Documents & Contracts are best when you need a signed agreement, additional terms, or a more formal contract-style layout with an e-signature.
How can a patient accept a quote sent as an estimate? The patient can accept or reject the estimate directly from the email, text, or link you send. The status then updates on your Estimates dashboard.
Can I collect a signature on a quote? Yes. Use Documents & Contracts and insert an electronic signature field before sending. This is the right choice when a quote needs formal patient authorization.
How do I make quotes faster to build? Set up your product catalog first. When you add a product to an estimate, the description and price prefill automatically, so you only adjust what is specific to that patient.
Can I automatically remind a patient who has not responded to a quote? Yes. Build a workflow tied to estimates that sends reminder messages after a set time if the estimate has not been accepted.
How do I deliver a quote to a patient? You can send it by email, by text message, or by copying and sharing the direct link. Estimates use the email and SMS templates you have preconfigured.
Where can I see every quote sent to a specific patient? Open the patient's contact record and go to the Documents section on the right-hand side, which lists every estimate, document, and contract sent, along with its status.
Can I convert an accepted estimate into an invoice? Yes. Once a patient accepts an estimate, you can convert it into an invoice in a couple of clicks. See the Create and Send Estimates guide for the full process.
