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What needs to be ready before you quote?
A quote is the outcome of an assessment, not a substitute for one. A price written before the patient's concern, medical history and any photos or test results are in, and before the doctor has seen them, will have to change when the patient arrives. That costs trust and leads to last-minute cancellations.
Before writing the quote, be clear on the treatment the doctor recommends and any alternatives, how many days and sessions it will take, whether the patient is travelling, and which currency they will pay in. Write in a language the patient understands; for patients from abroad that is often English.
What should a treatment quote contain?
- Heading
- What goes in itThe clinic's name and address, the patient's name, the quote number and date
- ExampleDK-0042-Q1, 19 October 2026
- Short message
- What goes in itA plain-language summary of the doctor's assessment
- Example‘Our doctor has reviewed your photos and suggests two options.’
- Options
- What goes in itOne to three options, each with a title, a description and the responsible doctor
- ExampleOption A and Option B
- Line items
- What goes in itService, quantity, unit price, discount and VAT; the option's total
- ExampleTreatment, follow-up examination, medication
- Included
- What goes in itEverything the price covers, with quantities
- ExampleTwo nights' accommodation, airport transfer, first check-up
- Not included
- What goes in itEverything the patient pays for separately or arranges themselves
- ExampleFlights, extra tests, a companion's costs
- Payment
- What goes in itDeposit amount or percentage and due date, when the balance is due, the bank account
- Example20 per cent deposit within 7 days of acceptance, balance on the day of treatment
- Validity
- What goes in itThe last date the quote can be accepted
- ExampleValid until 2 November 2026
- Cancellation and refunds
- What goes in itWhen and how much of the deposit is refunded; rules for changing dates
- ExampleDeposit refunded if cancelled up to 14 days before treatment
How should you present the options?
A single price pushes the patient towards a yes-or-no decision; two or three options turn the question into ‘which one?’. Build the options around real alternatives the doctor suggests, such as a different material, a different scope or a different sequence of stages, rather than artificial price tiers. Under each option, say in a sentence or two why it is suggested.
Keep the number of options small. Five similar options make the decision harder and send the patient back to you with more questions. Make clear which option the doctor recommends, while showing that the patient can choose another.
Which items should say ‘included’ or ‘not included’?
Every extra charge that appears later costs the patient's trust. Make sure the quote says ‘included’ or ‘not included’ for each of these.
- Consultation and initial assessment
- Tests and imaging
- Medication during and after treatment
- Aftercare kit
- Follow-up examinations and how many
- Interpreter
- Accommodation and number of nights
- Airport and local transfers
- Flights
- A companion's costs
- Additional procedures that the assessment could not foresee
How do you set out the deposit and balance?
State the deposit as an amount or a percentage with a due date: ‘20 per cent of the total within 7 days of accepting the quote.’ Say whether the balance is due on the day of treatment or on a set date. Give the bank account, the payee's name and the reference to quote, and tell the patient how to send their transfer receipt.
Give every quote an expiry date that leaves the patient time to decide and does not outlast your fixed prices. If the price or scope changes, send a new version and keep the old one on record, so the patient can always see which version they accepted.
What do you do after the quote is sent?
Send one link
Instead of PDFs that get lost in e-mail, give the patient one link that always shows the current version. You can share the link on WhatsApp too.
Check whether it was opened
If the patient opened the quote but has not replied, call to answer their questions. If they never opened it, make sure the link reached them.
Make changes as a new version
Answer the patient's questions; if the price or scope changes, send a new version rather than promising it over the phone.
Move to the payment schedule
On acceptance, the chosen option's deposit and balance become a dated payment schedule. Check and approve the transfer receipts, then confirm the appointment.
Remind before it expires
Send a short reminder a few days before the expiry date. If it has expired, send a new version with a new date.
How do you do it in Klinikbook?
Klinikbook never touches the patient's money: payments go straight from the patient to the clinic's own bank account.
Prepare the quote in the case
Start from a price list or a ready-made package and add the options, line items, inclusions and exclusions. Internal costs are visible only to team members with permission.
Set the deposit and due dates
Set the deposit as a percentage or an amount, and the balance on the day of treatment or some days after acceptance. Validity and cancellation terms come from your quote settings.
Send it by secure link
Every send is a new version that never changes. The first time the patient opens the link, you see it on the case timeline.
Acceptance creates the payment schedule
The patient compares the options in the patient portal and accepts one; the schedule for the deposit and balance is created automatically. They upload their transfer receipt, and you approve or reject it.
Use this structure as a template
The treatment quote template turns the parts in this guide into a ready-made Word document.
Frequently asked questions
Should a quote give a price range or a firm price?
Give a firm price after the doctor's assessment. If you have to share a range before then, say clearly that it is not a firm quote and what it depends on.
How long should a quote be valid?
Long enough for the patient to decide, and no longer than your prices can stay fixed. Klinikbook's default is 14 days, changeable in the quote settings.
How large should the deposit be?
There is no single rule. It should cover the time the clinic sets aside and the preparation it makes, and the quote should say clearly when it is refunded; have a lawyer check the refund terms.
Can I change the price after the patient has accepted?
The accepted version should stay on record unchanged. If the scope changes, talk to the patient and prepare a new quote; in Klinikbook an accepted or withdrawn quote can no longer be edited.
Which currency should the quote be in?
The currency the patient will pay in, and one currency per quote. Klinikbook never converts a quote's amounts into other currencies.
Can a quote include hotel and transfers?
A quote can show accommodation and transfers as included or not included, so the patient knows exactly what they are paying for. If you provide these services yourself for a fee, ask a lawyer whether the travel-agency rules apply to you.
Sources
- Regulation on International Health Tourism and the Health of Tourists, Articles 11 and 12 (in Turkish) — Resmî Gazete, 26 April 2025
- Travel Agencies Regulation, Article 5, consolidated text (in Turkish) — Mevzuat Bilgi Sistemi
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