Treatment quotes in a clinic: what to include

A treatment quote in a clinic has to make clear what is going to be done, how many sessions or units, what it costs in total and under what conditions. And then it has to follow its course: it is handed to the patient, you find out whether they accept or reject it and, once the treatment is done, it is turned into an invoice without retyping every line.

What to include in a treatment quote

A useful quote answers five questions: who it is for, what it includes, what it costs in total, how long it is valid and under what conditions it is paid. If one is missing, the patient comes back with doubts or, worse, something unexpected appears on the invoice.

Element	What to put	What it is for
Clinic and patient	Name of the clinic, name and details of the patient, and date	So the document is identified without doubt.
Items	Each treatment or product on its own line, with the number of sessions or units	The patient sees what they are paying for and you invoice the same thing.
Price	Price of each line and total price	So there are no surprises at payment.
Validity	Until when the price holds	To tidy up the quotes that go unanswered.
Conditions	Payment method, whether it is paid upfront or per session, what happens if the treatment is interrupted	What is not written down gets argued about later.
Professional	Who has assessed the case or will treat it	The patient knows who they discussed it with.

There are two things best left out. The first is the clinical information about the treatment: it is given to the patient separately and, where applicable, recorded in the informed consent; mixing it with the price helps neither document. How that document is signed in the consulting room is covered in signing consents on a tablet. The second is promises of results: a quote says what is done and what it costs, not what will be achieved.

What consumer law requires about price

When the patient contracts as a consumer, they must know the financial terms before committing. The general rule in Spain is the consolidated text of the General Law for the Defence of Consumers and Users (Real Decreto Legislativo 1/2007), which applies to relations between consumers or users and businesses. A consumer, for that law, is a natural person who acts for a purpose outside their commercial or business activity, trade or profession: the usual case of the private patient.

Its Article 60 says that, before the consumer is bound by a contract, the business must provide them, in a clear, comprehensible and accessible way, with the relevant information on the main characteristics of the contract, in particular its legal and financial terms. Among that information it lists the total price, including all taxes and charges. And it adds that, if the price cannot reasonably be calculated in advance or depends on a quote being drawn up, the way the price is determined must be explained.

A written quote, with its total price and its conditions, is the orderly way to give that information and to be able to show afterwards what was handed over. Article 60 itself adds that other applicable information obligations also count, so if you have doubts about your activity or your autonomous community (region), check with your adviser.

Validity, acceptance and rejection

A quote with no validity and no recorded answer is left hanging: the patient returns months later expecting the old price and nobody remembers whether they said yes. Three habits prevent this:

• A written validity. Let the patient know until when the price holds.
• A status for each quote. In preparation, handed over, accepted or rejected. That way you know how many are waiting for an answer and whom to call.
• A record of acceptance. If you want to be able to prove the patient accepted, keep their signature on the copy or their reply in writing.

In Mi Clínica each quote goes through those statuses: Borrador (draft), Enviado (sent), Aceptado (accepted) or Rechazado (rejected). A rejected quote can be reopened as a draft if the patient changes their mind. The printed quote carries its date; you write the validity yourself in its conditions, which are printed too.

From accepted quote to invoice

What has been accepted has to end up as an invoice with the same lines, without copying them by hand. This is where most errors creep in: an item that changes name, an extra session or an old price.

In Mi Clínica, an accepted quote is turned into an invoice from the quote itself: the software issues an invoice with its lines, and that invoice's numbering is final. Invoices come out with gap-free serial numbers. In addition:

• A quote is invoiced only once; if it has already been invoiced, the software says so and does not allow a second invoice.
• A rejected quote is not invoiced: it has to be reopened first.
• Once invoiced, the quote can no longer change status.
• If the patient's record lacks their DNI/NIE (Spanish ID number), the invoice stays as a draft and the software explains what is missing to issue it.

The quote itself is not a tax document: it carries no legal numbering, and its number is its order within the year in your clinic. From the patient's record, an accepted quote has two buttons to hand: one to schedule the treatment appointment and another to invoice it.

How quotes work in Mi Clínica

In Mi Clínica the quote is prepared from “Facturación” (Invoicing), in the “Presupuestos” (Quotes) tab, or from the patient's record, without leaving it. The steps are these:

1. Lines. You add treatments from the catalogue, which come in with their name and price and can be changed, or free-text items. Each line carries its quantity, with a maximum of 30 lines per quote.
2. Conditions and notes. A field for the conditions, which is saved with the quote, shown in the software and included in the printed quote.
3. Draft or sent. You save it as a draft or save it and mark it as sent.
4. Handing over. It is printed or saved as a PDF from the browser's print window. Sending by email from the software is not set up: you hand it over printed or through your usual channel and mark it as sent.
5. Answer. You mark it as accepted or rejected and, once accepted, turn it into an invoice.

On the record, the billing tab lists the patient's quotes with their status, and each one can be viewed or duplicated. Duplicating is the quick way to prepare a new version when the patient asks for a change. The activity log records who created each quote and who changed its status.

Who does them? By default, the clinic's billing is handled by “Dirección” (Management), “Administración” (Administration) and “Recepción” (Reception), and the healthcare professional does not invoice. If in your clinic it is the professional who prepares the quotes, “Dirección” can adjust each role's permissions.

What to check in the trial

If you are evaluating software for your quotes, try it with a real case from your clinic:

1. Prepare a quote with two treatments from the catalogue and one free-text item.
2. Print it and look at it as the patient will: items, prices, total and, if you wrote them, conditions and validity.
3. Mark it as sent and then as accepted.
4. Turn it into an invoice and check that the same lines come out.
5. Make another, mark it as rejected and reopen it.

What it does not do today: Mi Clínica does not send quotes by email from the software and has no online payment; payments by cash, card, Bizum (a Spanish mobile payment app) or bank transfer are recorded in the software. The rest of the features, from the diary to payments, are on the Mi Clínica page (in Spanish). If you work with aesthetic treatments, software for aesthetic medicine clinics shows how the quote fits in with the rest of the record.

Sources consulted

Checked on 11 October 2026. We link to the original source so that you can consult the current text.

• Real Decreto Legislativo 1/2007, texto refundido de la Ley General para la Defensa de los Consumidores y Usuarios y otras leyes complementarias (texto consolidado). BOE.