The dentist taps procedures on a tablet before the patient stands up; Make assembles a branded PDF quote with itemized pricing and financing options, sends it by WhatsApp within four minutes, and follows up automatically until the patient books or declines.
Typical results
41%
Quote acceptance rate
100%
Quotes followed up
6 hrs/wk
Front-desk time saved
Figures reflect typical results for this kind of automation.
The challenge
Treatment quotes were written up at the front desk from the dentist's handwritten notes, often a day or two after the visit. By the time the email arrived, the patient's motivation had cooled, questions went unanswered, and nobody tracked which quotes were still open — so expensive treatment plans quietly died in inboxes.
Before and after
Quote turnaround
−99%Quote acceptance rate
+41%Open quotes followed up
2.5×The automation
We built a tablet form the dentist completes chairside in under a minute — ticking procedures, teeth, and any discount. A Make scenario prices each line from the clinic's fee schedule, adds matching financing options, and assembles a branded PDF quote that reaches the patient on WhatsApp before they leave the chair. A follow-up sequence nudges them at three, seven, and fourteen days until they book or decline, logging every response in the CRM.
How it works
- 01
Chairside selection
The dentist taps procedures and any discount on a tablet form while the patient is still in the chair.
- 02
Quote assembled
Make prices each line from the clinic's fee schedule and adds matching financing options.
- 03
Branded PDF built
An itemized, branded quote PDF is generated with the clinic's terms and validity date.
- 04
WhatsApp delivery
The quote reaches the patient's phone within four minutes — before they reach reception.
- 05
Smart follow-ups
Automatic nudges at three, seven, and fourteen days run until the patient books or declines.
Starts from
- Tablet procedure form
- Clinic fee schedule
Delivers
- Branded PDF quote
- WhatsApp delivery
- Auto follow-ups
The impact
Quotes that used to take two days now go out in four minutes, and acceptance climbed from 29% to 41%. Every open quote is followed up automatically — nothing slips — and the front desk won back about six hours a week previously spent on paperwork and chasing patients.
Questions about this automation
Where do the prices on the quote come from?
Each procedure the dentist ticks is priced from the clinic's own fee schedule, which the office keeps up to date in one place. Discounts entered on the form apply to the right lines, and matching financing options are added based on the total. The dentist never types a price by hand.
How do the follow-ups know when to stop?
Each quote is logged in the CRM as open. Follow-ups go out on WhatsApp at three, seven and fourteen days, and the sequence stops as soon as the patient books, replies to decline, or a staff member closes the quote. The front desk sees every open quote and its status in one list.
What is needed to set it up?
The clinic's fee schedule, a quote template with its branding and terms, a tablet in the treatment room, and a WhatsApp number for the clinic. The flow runs in Make and logs responses in the clinic's CRM or practice system. Simple automations like this are usually live within days.