Current stock workflow
How your team records stock, usage, movement, expiry dates, locations and reorder levels.
Dental Assist demo recap
Your Dental Assist demo recap
A practical summary of how Dental Assist helps dental practices manage stock, ordering, supplier quotes, audits and reporting in one connected workflow.
This page is designed to help owners, managers and dental teams recap what was discussed during a demo call and decide what a sensible first pilot could look like.
See what needs attention Act on low or expiring stock Create an RFQ or purchase order Compare supplier responses where useful Process deliveries and update stock Review spend, value, savings and usage
What we explore
Every useful demo starts with your workflow
A good demo starts with your current workflow. We usually begin by understanding how stock is checked, who places orders, how suppliers are contacted, where approvals happen, and what owners or managers struggle to see today.
Ordering and suppliers
How purchase requests are created, approved, sent to suppliers and followed up.
Cost and waste visibility
Where stockouts, over-ordering, expired items, emergency orders or unclear supplier pricing create avoidable cost.
Management reporting
What owners, managers or finance teams need to know about stock value, spend, usage and supplier performance.
Mobile and stock-room usage
Where stock work actually happens: at a desk, in the stock room, chairside or while processing deliveries.
Pilot fit
Which workflow should be proven first before rolling the system out more widely.
Problems solved
Where dental practices lose time, money and control
Most practices already have a process. The problem is that the process is often spread across spreadsheets, supplier portals, emails, WhatsApp messages, paper lists and one or two people’s memory.
Low stock discovered too late
Expired items found after value has already been lost
Over-ordering because nobody fully trusts the stock count
Supplier prices compared manually or not compared at all
Orders chased across emails and phone calls
Managers unsure what has been ordered, delivered or cancelled
Owners unable to see stock value, spend trends or supplier concentration
Audits taking too long because data is not clean or current
Dental Assist is strongest where stock, ordering, supplier communication and reporting cross multiple people.
Connected workflow
One workflow from stock risk to management visibility
Dashboard
See alerts, budget position, stock value and priority actions.
Low and expiring stock
Identify items that need attention before they interrupt clinical work.
Stock item details
Review quantity, location, buying details, price history and activity history.
RFQs
Request quotes from suppliers when price comparison is worth the effort.
Orders
Track order status, process deliveries and connect purchasing back to stock updates.
Reports
Review stock value, spend trends, supplier activity, usage and savings.
Not every purchase needs an RFQ. Some items can go straight to regular ordering. The aim is to make the right workflow easy, not to add unnecessary steps.
Who gets value
Designed for the people involved in daily stock control
Owner
- Sees stock value, spend, budget position and supplier activity.
- Gets clearer visibility without chasing every daily task.
- Can review whether purchasing routines are improving over time.
Practice manager
- Keeps low stock, orders, supplier replies and follow-ups organised.
- Can delegate daily stock tasks with more confidence.
- Has a clearer view of what needs action today.
Dental assistant or nurse
- Can search stock, check item details and support stock-room tasks.
- Can help keep stock data current during daily routines.
- Can use mobile-friendly workflows where stock work actually happens.
What you may have seen
Demo screens and workflows
These are the product areas usually discussed during a call. The demo should stay focused on the workflows that matter most to your practice.
Dashboard
A management and action view showing stock value, spend, alerts and quick links into the work that needs attention.
Low stock
A focused list of items below their minimum level so the team can act before a stockout happens.
Expiring stock
A view for near-expiry items, helping the team reduce waste and improve visibility.
Stock item details
The item record, including quantities, locations, buying/tracking details, price history and activity history.
RFQs
A workflow for requesting quotes from multiple suppliers and comparing responses before creating an order.
Orders
A purchase order workflow with statuses, delivery processing and stock updates.
Vendors
Supplier records, contact details and purchase history.
Reports
Owner and manager visibility across stock value, spend, trends, supplier activity, RFQ savings and usage.
Stock audits
A structured way to run stock counts, record issues and keep an audit trail.
Setup and bulk upload
A guided way to start from existing spreadsheet-style stock data, supplier lists and locations.
Mobile stock
A mobile-friendly stock workflow for the stock room, chairside checks, audits and delivery handling.
Pilot plan
Start with one workflow, prove value, then expand
The first rollout should not try to transform every practice, item, supplier and integration at once. A strong pilot starts with one high-value workflow and proves measurable value in around 30 days.
One practice, one stock room
Start with the most active stock area and the items the team already checks regularly.
Top 100 consumables
Focus on common items where low stock, over-ordering or supplier comparison has regular impact.
Expiry-sensitive category
Start with anaesthetic, implants or another category where expiry dates and waste matter.
Low-stock to order workflow
Prove the journey from alert, to RFQ or order, to delivery, to stock update.
Stock audit workflow
Use Dental Assist to make a stock check more structured, repeatable and visible.
Reporting visibility
Help owners or managers understand stock value, supplier spend and ordering trends.
Pilot steps
How the first 30 days can work
Discovery and data review
Confirm current workflow, users, stock categories, suppliers and data sources.
Import and setup
Load initial stock items, vendors, locations and minimum levels where available.
Configure users and roles
Give the right people access based on how the practice actually works.
Run the agreed workflow
Use Dental Assist for low stock, expiry review, RFQs, orders, stock updates or audits.
Weekly feedback checkpoint
Review what is working, what is confusing and what should be adjusted.
End-of-pilot review
Compare the result against the success measures agreed before the pilot started.
Success measures
How to measure whether the pilot worked
Before starting, agree two to four simple success measures. The right measures depend on the practice’s main pain.
- Low-stock items resolved through Dental Assist
- Expired or near-expiry items identified earlier
- Time taken to complete a stock check or audit
- RFQs or orders created through the system
- Supplier price differences identified
- Reduction in manual spreadsheets, paper lists or email chasing
- Manager confidence before and after the pilot
- Owner visibility into spend, stock value and supplier activity
The value should be measured against your current workflow, not against a generic benchmark.
Common questions
Questions that often come up after a demo
Do we need to replace our existing practice management software?
No. Dental Assist is not positioned as a replacement for clinical or practice management software. It is designed as the operational layer for stock, ordering, suppliers, audits and reporting.
We already use spreadsheets. Why change?
Spreadsheets are flexible, but they often become unreliable when several people are involved. Dental Assist helps connect stock risk, supplier quotes, purchase orders, stock history and reporting in one workflow.
Does every order need to go through RFQ?
No. RFQs are useful where supplier comparison matters. Regular repeat purchases can still follow a simpler order workflow.
What if our data is messy?
Messy stock data is normal. A good pilot starts with the cleanest useful subset rather than waiting for perfect data across every item and supplier.
Can the team use it on mobile?
Dental Assist is designed to support mobile-friendly stock workflows, especially where stock work happens in the stock room, chairside, during audits or while processing deliveries.
Is barcode scanning required?
No. Barcode scanning can support search, audits, delivery processing or setup, but it should only be prioritised if it solves a real workflow problem for the team.
What if we need an integration?
The first question is what data needs to move, how often, and who depends on it. For most pilots, it is better to prove the operational workflow first unless an integration is essential for adoption.
How long should a pilot run?
A practical first pilot is usually around 30 days, focused on one workflow and a small number of agreed success measures.
Before your demo
Before your demo, it helps to know
- Who currently checks stock and places orders?
- Where is your stock list today?
- Which items cause the most stress: consumables, implants, anaesthetic, specialist items or expiry-sensitive stock?
- Do you currently compare suppliers before ordering?
- What would make a 30-day pilot worth continuing?
Ready to test this with your team?
Start with one workflow, one practice area and a clear success measure. Dental Assist can then expand once the team trusts the process.