Cost estimates can be used to communicate treatment costs to animal owners before beginning procedures or when additional treatments are needed over a more extended hospital stay. Cost estimates can be easily changed into actual invoice items.
You can create cost estimates in several places in Provet Cloud, including the Dashboard, client and patient page, appointment entries, the Estimates tab in the Clients & Patients view, and the consultation page. In addition, you can create estimate bundles for the most commonly used estimates so that you do not need to create the same estimate separately every time. Cost estimates can be connected to specific clients, patients and consultations, but do not have to be.
This article provides instructions for creating an estimate from a consultation page. For information about other options, see Creating Cost Estimates.
Creating a Cost Estimate for a Consultation
1. Add a new estimate on the consultation page.
Under the General info section on the consultation page, select the plus button on the Estimates row.
2. Fill in the estimate basic information.
On the estimate page, fill in the basic information for the estimate. Client, patient, veterinarian and appointment information are automatically filled in based on the consultation. In addition, you can add a title and notes. Title is optional, but useful in finding the estimate later.
3. Add the estimate items and finalise the estimate.
You can add treatment items, such as procedures, medicines, foods and supplies to the estimate. You can search for all available items using the search field or add different items separately using the + buttons (1). You can also use predefined treatment item bundles if they are available.
Before finalising the estimate, you can still edit and delete the added items if needed. To edit an item, select the blue pen button (2), modify the information in the fields and select the green checkmark button (3) to save your changes. To delete an item, select the red delete button (4).
When you are ready, select Finalise estimate (5). Note that after an estimate has been finalised, it can no longer be edited. Finalising is optional but recommended when an agreement has been reached with the client. Finalising is required when electronic signatures are used.
Using a Cost Estimate for a Consultation
When you create a cost estimate from the consultation page, the estimate is shown on the consultation page under General info. You can also connect a previously created estimate to a specific consultation of a client and patient.
To use the estimate, select the estimate link.
In the Copy estimate items dialogue, select the items you want to copy for the consultation invoice. If needed, you can change the item quantities and prices. You can adjust a price directly in the Price field or use a percentage in the Percentage change field (for example, enter -50 for a 50% price reduction).
When you are ready, select Copy. The copied items are shown on the consultation page under Treatment items and will be included on the invoice.
Viewing Cost Estimates
In addition to an estimate linked to a consultation, you can find the estimates of a specific client and patient on the client page on the Billing tab under Estimates.
You can also view all cost estimates on the Clients & Patients > Estimates tab where you can use a text search (1) to search for estimates and estimate bundles, and filters to view all, active or archived estimates or bundles (2). To save your search and selected filters so that the same filters are applied the next time you view estimates, select the wrench tool button > Save filters (3).
To open an estimate, select the blue Estimate label at the end of the row (4).
Printing and Emailing Cost Estimates
Find and open the estimate you want to print or email.
- Print a cost estimate: In the top or bottom right corner of the estimate page, select Print. The estimate opens on a separate browser tab where you can print it or download it as a file using the buttons in the top menu bar.
- Email a cost estimate: In the top or bottom right corner of the estimate page, select Email. In the Send cost estimate by email dialogue, add the email address and message and select Send. The cost estimate is automatically added as a file attachment to the email.