One clear system, one responsible person, and a ready-to-use Excel template. Here's everything you need to get your practice ordering organised once and for all.
Information sheet + ready-to-use Excel template
Most dental practices are reactive when it comes to ordering — and it costs them money, time, and a lot of unnecessary stress.
These are the problems we hear from practices all the time. Every single one of them is fixable.
Products that are rarely used — like RC prep — sit at the back of the shelf and go out of date before anyone notices. That's money straight in the bin.
When you run out of something in the middle of the month, you're paying express delivery fees on top of everything else. It adds up fast.
Instead of one consolidated order with one delivery, you're placing three, four, five separate orders — each one with its own freight cost.
Clinician preferences are completely valid — but without a managed approach, you end up with a stockroom full of half-used products that never get properly rotated.
Nothing derails a clinical day quite like hunting for something that should be in the cupboard and isn't. It's avoidable with the right system in place.
Having a team member on a $35-an-hour wage spend 20 minutes on hold for a $5 saving makes no economic sense. There's a smarter way to manage supplier relationships.
Two practical resources you can use straight away — all built around the same clear system.
A clear, readable guide your whole team can refer back to. Covers the full system in plain language — no jargon, no fluff.
A fully built, ready-to-customise spreadsheet with everything your ordering person needs right there in one place.
| Product | Supplier | On hand | Reorder at | Unit cost | Total | Status |
|---|---|---|---|---|---|---|
| Disposable cups (box 500) | Dentavision | 2 | 2 | $12.50 | $37.50 | Order |
| Prophy brushes (box 144) | Dentavision | 1 | 1 | $28.00 | $56.00 | Order |
| Prophy cups — soft (box 144) | Dentavision | 3 | 2 | $22.00 | — | OK |
| Patient bibs (box 500) | Adam Dental | 1 | 2 | $18.00 | $54.00 | Low |
| Patient cups — mouthwash | Dentavision | 0 | 2 | $8.50 | $34.00 | Out of stock |
Clear lines of authority mean nothing falls through the cracks — and nothing gets ordered without the right approvals.
Your designated ordering person handles everything within the monthly budget. No approvals needed — they have full authority to order what the practice needs, when it needs it.
When the budget is reached, non-urgent items go on the wish list. They're not forgotten — they just get ordered when the timing is right. This protects the budget without losing the request.
Anything above your set amount needs approval from the practice manager or owner before it goes ahead. The number is yours to set. The process keeps everyone on the same page.
The physical sticker system — print and stick on your containers
You don't need to be struggling. Even well-run practices can tighten up their ordering and save real time and money.
You want the ordering to run smoothly without your constant involvement — and without nasty surprises on the supply bill.
You want a clear, documented system you can hand to your team — one that doesn't depend on any one person's memory.
Getting your systems right from day one means you're not retrofitting everything six months in when things start getting messy.
Handing someone a clear guide and a ready-to-use template is a much better handover than a stockroom tour and a "you'll work it out".
Dental Business Mastery was founded by Julie Parker and Ameena Basile, who between them bring 69 years of real-world dental industry experience. Not theory — actual time in practices, working through exactly the kinds of problems this system is designed to solve.
Everything we build for our academy members comes from that hands-on experience. If it's not practical and immediately usable, it doesn't make the cut.
Everything you need to set up a proper ordering system — for less than the cost of one express delivery fee.
Instant download after purchase. No subscription. Yours to keep and use in your practice.