Dental software with WhatsApp: plans patients approve from home
Send the plan on WhatsApp as a private link with the teeth on a chart, costs and EMI options. Patients accept, sign and pay a deposit without coming back to the clinic. Approval shows on the plan row the moment it happens; the deposit shows once your desk or your payment gateway confirms it.
Included in Clinic and Chain · sent from your clinic number through Appointment Reminder App
Why plans stall, and what changes
A ₹20,000 decision is rarely made at the front desk. It is made at home, with a spouse or a parent, often after a WhatsApp forward to a cousin who is a doctor. Dental Software India puts the plan where that conversation happens.
Tooth chart, not codes
The plan page shows the arches with the affected teeth highlighted, and each procedure with its tooth name ("lower left first molar"), dentist, phase and fee. Families understand what "RCT 36" means.
Itemised fees and EMI
Each procedure with its fee, the total, the deposit (25 % by default, rounded to ₹500, or the amount you set) and instalment options of 3, 4, 6 or 12 months on the balance.
Typed-name e-consent
The patient ticks the items they accept, reads your consent text, types their full name and ticks I agree. Name, time, IP, browser and a SHA-256 fingerprint of the consent text are stored with the plan. OTP verification is planned.
Deposit by UPI
A Pay with any UPI app button and QR pay your clinic's own UPI ID. The patient taps I have paid; your desk confirms, or a connected payment gateway confirms automatically, and the receipt posts to the ledger.
Ask a question
A question box on the page, or a WhatsApp reply, reaches your team as a notification against the plan, and the dentist replies on WhatsApp.
Every step logged
Sent, viewed, accepted, consent, deposit claimed and deposit received are each logged with time and IP. Items can be accepted separately, so phase 1 can start while phase 2 is still being discussed.
Four steps from chart to deposit
Chart the plan
Tap or speak procedures onto the FDI odontogram. Each becomes a plan row with fee and provider.
Send on WhatsApp
Press Send plan. A message with the private plan link goes from your clinic number through Appointment Reminder App.
Accept and sign
The patient ticks the items, picks full payment or EMI, reads the consent and types their name.
Deposit and confirmation
The patient pays your UPI ID and taps I have paid. Your desk marks it received (or your gateway does), the ledger updates and the patient gets a WhatsApp receipt.
What the clinic sees
On the treatment-plan tab each row carries a status pill: Awaiting reply, Approved on WhatsApp, Approved (in clinic), Declined, Lab case open or Done, and the plan shows its deposit as requested, claimed or received. Plans awaiting a reply, with their rupee value, are counted on the dashboard so the front desk can follow up with a call rather than a guess. A deposit the patient reports as paid raises a notification: verify it in your bank or UPI app and mark it received.
Acceptance, consent and deposit are written to the plan history and the audit log (kept for seven years), and the deposit to the patient's ledger, so there is a clean record if a patient later disputes what was agreed. For orthodontic and implant cases staff can set longer instalment schedules. Where a crown is involved, the approved row has a one-click link to open the lab case.
How we tested this flow
On 3 October 2026 we ran the whole flow on the demo clinic: opened a sent plan link, tried to accept without the consent tick (refused), accepted two items with the EMI option and a typed name, reported the deposit with a UTR, and then sent a payment-gateway confirmation. The plan moved from Sent to Approved, the deposit from Requested to Claimed to Received, a ₹11,500 receipt posted to the ledger, a 4-instalment schedule was created and the patient's WhatsApp confirmations were generated. The demo data was then restored.
Honest limits
WhatsApp approval does not replace the chairside conversation; it extends it. Some patients will still want to come in and talk, and the question box exists for exactly that. Consent for complex surgery should still be discussed in person and the e-consent used as the record of that discussion. The app cannot see a UPI payment made to your UPI ID by itself, so a deposit is only marked received after your desk checks it or a connected gateway confirms it; UPI AutoPay instalments likewise need your payment gateway. WhatsApp messages go out once your number is connected through Appointment Reminder App. Costs: each message is a Meta utility message at about ₹0.13, billed at cost. See pricing, and read our guides on WhatsApp recall reminders for dental clinics and EMI for dental treatment.
Frequently asked questions
What does the patient actually receive on WhatsApp?
A message from your clinic number with the plan name, the total, an EMI example, the deposit amount and a private link. The link opens a page with the affected teeth highlighted on a chart, each procedure with its tooth, dentist and fee, the EMI options, the consent text and a box to ask a question. The page is not indexed by search engines.
How is the e-consent captured and is it valid?
The patient ticks the treatments they accept, reads your clinic's consent text, types their full name and ticks I agree. Dental Software India stores the typed name, time, IP address, browser, the items accepted and a SHA-256 fingerprint of the exact consent text, and logs it in the audit log. It is an electronic record of agreement; OTP verification is planned, and complex surgery should still be consented in person.
Which deposit methods are supported?
Today the page shows a Pay with any UPI app button and a QR code that pay your clinic's own UPI ID directly. The patient then taps I have paid and can enter the UTR; your desk checks the bank or UPI app and marks the deposit received, which posts a receipt to the ledger and sends the patient a WhatsApp confirmation. If you connect a payment gateway, its signed confirmation marks the deposit received automatically. Cash or card at the counter also works.
What if the patient wants to change the plan?
They type a question on the plan page, or reply on WhatsApp; it reaches the clinic as a notification against the plan. The dentist edits the plan and resends the same link; each send, view, acceptance and deposit is logged with its time. Partial acceptance is supported: the patient ticks only the items they agree to now and can accept the rest later.
Does this need a special WhatsApp number?
It works on your existing clinic number through Appointment Reminder App, AvanceZone's WhatsApp Business platform. Messages are utility templates approved by Meta and cost about ₹0.13 each at Meta's rate, with no mark-up.
See a plan card on your own WhatsApp
Start the free trial and send yourself a sample plan in five minutes, or book a demo and we will send one during the call.