The best way is a two step process: a written estimate that the patient signs, then an invoice for the deposit or balance. GoHighLevel's Documents and Contracts handles the estimate, and an invoice template sends the pay link. The bottom line: cosmetic work is usually paid out of pocket, so the estimate is the agreement, and the invoice is only the payment.
Why the estimate matters more than the invoice
Dental plans often cover little cosmetic work, and original Medicare covers most dental work not at all, as Fortune Well reports, so the patient is often the full payer. A written estimate prevents the most common dispute, a patient who expected a different number. The ADA Code bars advertising and communications that are false or misleading in a material respect, and a clear fee statement is the opposite of that.
What the estimate should say
| Item | Why |
|---|---|
| The recommended treatment, in plain words, and the fee for each part | The patient sees exactly what is priced |
| Whether insurance is expected to pay any part | Avoids a surprise |
| How long the estimate is valid, for example 90 days | Fees and materials change |
| Deposit amount, when it is due, and how it is applied | Sets the payment path |
| Cancellation and refund terms for unperformed work | A common dispute, and some states regulate it |
| Payment options, such as a payment plan or outside financing | Shows the options |
| The dentist's signature line and the patient's signature line | The agreement |
Have counsel review the cancellation and refund wording against your state's rules, since states differ on deposits and refunds for unperformed dental work.
Document, invoice, and recurring invoice compared
| Tool | Use for |
|---|---|
| Document with signature | The estimate and the agreement |
| Invoice with a pay link | The deposit or a final balance |
| Recurring invoice | A payment plan, covered in our orthodontic payment guide |
Build it in GoHighLevel
GoHighLevel's help pages describe Documents and Contracts, under Payments, for creating and sending estimates with a signature field and payment options, and a workflow trigger for statuses such as sent, viewed, and signed. A changelog entry says customers can sign on a mobile browser.
GoHighLevel's help portal says accounts are not HIPAA compliant by default, and that HIPAA Compliance is a paid upgrade, $297 a month as an account wide add on, that must be enabled for the agency and then configured for the sub accounts that need it. Third party guides add that the add on provides a business associate agreement, encryption, audit logging, and multi factor authentication, that the practice also needs its own agreement with the agency, and that GoHighLevel itself recommends avoiding protected health information in SMS and email even with the add on. Whether the AI features are covered by the agreement is a question to put to HighLevel in writing before any patient data reaches them.
- Create an estimate template with the items in the table, with fields for the treatment, fees, deposit, and validity date.
- After the consultation, the coordinator fills the template and sends it by email or link.
- Build a workflow with the Documents and Contracts trigger set to signed that sends an invoice for the deposit and tags the patient Estimate signed.
- Build a workflow with the Payment Received trigger that sends a receipt and a one time booking link for the treatment visit.
- Add reminders for unsigned estimates at 2, 7, and 14 days, and a call task at 14 days.
- Add a reminder 10 days before the estimate expires.
Worked example
For example, a practice sends 30 cosmetic estimates a month averaging $4,000 and 12 are signed. That is $48,000 in signed work (12 times 4,000). A 25 percent deposit is $12,000 (48,000 times 0.25) collected before treatment starts.
Mistakes to avoid
- An invoice with no estimate. The agreement is the estimate.
- No validity date. Prices change.
- Vague refund terms. Put them in writing and check state rules.
- Naming the procedure in the text. Keep messages generic.
How this was handled before
Coordinators printed a treatment estimate, the patient signed it at the desk, and the front desk took a deposit. E signature and invoice links move both steps to the patient's phone, while the written estimate stays the agreement.
What to measure after launch
Track estimates sent, signed, deposits paid, and days from estimate to treatment. Follow up on estimates that expire unsigned.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Have counsel review the estimate, deposit, and refund terms against your state's rules. This is general information, not legal advice.
Questions people ask
Should cosmetic work have a written estimate?
Yes. Insurance often covers little cosmetic work, so the estimate is the agreement on the number.
Can GoHighLevel send an estimate for signature?
Yes. Its Documents and Contracts feature supports estimates with signatures and payment options.
When should the deposit be collected?
After the estimate is signed, as the practice's policy and state law allow.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.