An inventory list in Excel works, until it stops being right. Someone forgets to subtract a box, a delivery isn't entered, and on a busy Tuesday the composite turns out to be gone. That is why more and more dental practices choose software to manage their inventory. But not every system suits a practice. In this article you will read what to look for.
Why software instead of a list?
A list on paper or in Excel shows what was there when someone last updated it. Software keeps the count while you work: what leaves the shelf, what comes in and what is almost gone. You always know where you stand, without counting first.
The biggest benefit is in ordering. When your inventory and your orders live in the same system, you know exactly what to reorder, and you don't order an extra box out of habit.
What to look for when you choose
Does it work with all your suppliers?
Most practices buy from more than one supplier. A system that only knows one supplier therefore shows only part of your stock and your spending. Choose software that is independent of any one supplier, so you see everything in one place and stay free to buy where it is cheapest.
Can you count per storage location?
Supplies are rarely in one place. There is a storeroom, each treatment room has its own cabinets and drawers, and there is the sterilization room. Good software lets you count per location, so you know where something is and not only how much there is in total.
Do you see in time what is running low?
You want to be able to set a minimum per product. When the stock drops below it, the product should land on a list by itself. That way nobody has to think about what needs ordering. Our article on calculating minimum stock explains how to set that minimum.
How do you record what you use?
The easier it is to subtract something, the more often it happens. Scanning is faster than typing. Check whether you need to buy extra devices for it, or whether the phone you already have is enough.
Do you process deliveries in the same tool?
When a delivery arrives, you want to add it to your stock in a few clicks. If that is a separate job, it gets skipped and your count is no longer right.
Can you reorder from the same place?
A low-stock list is only useful if you can turn it into an order right away. Check whether the software can split your order across your suppliers, so you don't have to open every webshop separately.
Can your team use it without training?
Inventory management is a job for the whole team: the assistant who takes something from the cabinet, the receptionist who accepts a delivery. Software that needs training doesn't get used in practice.
What happens to your data?
Your orders and prices are sensitive business information. Ask where the data is stored, whether the software is GDPR compliant and whether you can export your data if you ever switch.
Your supplier's system or independent software?
Many suppliers offer their own inventory system, often with a scanner. That seems convenient, but there is a downside. You only see the products and prices of that one supplier, and your practice becomes tied to that company. If you later want to buy elsewhere too, you end up with two systems or no overview at all.
Independent software works with all your suppliers at once. You keep the overview of your entire inventory and you stay free to compare prices.
How to roll it out without hassle
- Start with one cabinet or one treatment room, not the whole practice.
- Start with your most expensive products, the A products from the ABC method.
- Agree on who is responsible and when orders are placed.
- Keep it up for four weeks, then expand to the rest of the practice.
Inventory management with Swyp
Swyp is built around the points above:
- All your suppliers. You connect the accounts you already have and see your inventory and orders in one place.
- Per storage location. From the room down to the drawer.
- Minimum and maximum per product. Anything that drops below the minimum appears on your low-stock list.
- Scan with your phone. Swyp creates a QR label for every product. You print a sheet, stick on the labels and scan with your phone's camera. You don't need to buy a device.
- Deliveries. You count what arrived and your stock updates itself.
- One reorder. From your low-stock list you create one order, split across your suppliers for the lowest total, shipping included.
Read more about inventory management in Swyp or try it free with the suppliers you already work with today.
