Dentist A A1
- Revenue
- 37,600 €
- Materials
- 2,650 €
- Laboratory
- 4,100 €
- Pay
- 13,160 €
- Contribution
- 17,690 €
- Margin
- 47.0 %
Inventory software for dental clinics
Your clinic in numbers.
Every day.
You always know what you have, what was used and what it cost.
No more searching, guessing and last-minute orders.
From €69 per month with an annual subscription · setup €390–790
Your main database stays with you Phones on your clinic’s Wi-Fi Separate access for the owner
Why now
Every clinic should be able to read e-invoices.
And know where the money goes.
From 1 January 2027 the law requires it: invoices between businesses will be electronic. It is digitalisation no clinic can avoid — and those who prepare gain order in their stock and costs.
A modern clinic knows what it bought, what it used and where money is being lost. Every day, rather than an estimate at year-end. KeepDent makes this part of everyday work, without adding another task.
Invoicesimported, not retyped
Stocktracked for each treatment room
Usagewith a name and time
Costsin one place for the owner
Two chairs and everything in sight?
Even in a small practice, materials get lost between ordering, the drawer and the chair. Memory and paper work until something you thought you had is missing. KeepDent gives you precise figures even with two chairs, for €69 per month.
Invoice · EuDent
FA-2026-1184
Composite A2 · 4 unitsSeptanest · 2 packsNitrile gloves M · 10 packs+ 11 more
Loaded from PDF · EuDent
14 items
Ready for review
Check and accept
Lucia · Treatment room A3
Composite A2 −1
Recorded on a phone · 10:42
Owner’s overview · today
431 €
Material usage · A3 +€19
What you get
From chaos to a system.
Step by step.
It is not just another program. It is about no longer guessing. When everything is recorded, nobody suspects anybody — and you have peace of mind.
- 1Day one
Stock split by your treatment rooms, reception and X-ray. Nurses’ phones connected with a QR code.
- 2First week
Nurses record usage on their phones, the head nurse approves requests. You see who used what, where and at what cost.
- 3First month
Stock value, purchases, usage by room, expiry dates and losses with reasons. Your first monthly report.
- 4First quarter
Usage compared with the standard per treatment — by room and by dentist. You see where material goes faster than it should.
For the owner
Clinic management.
On one screen.
Revenue, costs and your clinic’s result. Materials, laboratory costs, contribution and margin for every dentist and hygienist. We import treatment activity from your practice software export; you enter pay and costs once a month.
Clinic managementSeptember 2026 · compared with August
Sample data Total revenue96 420 €Insurers + private · +4.8% vs August
Total costs71 300 €+1.3% vs August
Clinic result25 120 €26.1% margin
Materials from stock7 850 €8.1% of revenue
| Dentist / hygienist | Revenue | Materials | Laboratory | Pay | Contribution | Margin |
|---|---|---|---|---|---|---|
| Dentist A A1 | 37,600 € | 2,650 € | 4,100 € | 13,160 € | 17,690 € | 47.0 % |
| Dentist B A2 | 22,100 € | 1,480 € | 4,300 € | 7,735 € | 8,585 € | 38.8 % |
| Dentist C A3 | 14,000 € | 1,290 € | 1,200 € | 4,900 € | 6,610 € | 47.2 % |
| Dentist D A4 | 9,700 € | 980 € | — | 3,395 € | 5,325 € | 54.9 % |
| Hygienist E A5 | 8,900 € | 990 € | — | 4,200 € | 3,710 € | 41.7 % |
| Hygienist F A5 | 4,120 € | 460 € | — | 2,310 € | 1,350 € | 32.8 % |
| Total | 96,420 € | 7,850 € | 9,600 € | 35,700 € | 43,270 € | 44,9 % |
Dentist B A2
- Revenue
- 22,100 €
- Materials
- 1,480 €
- Laboratory
- 4,300 €
- Pay
- 7,735 €
- Contribution
- 8,585 €
- Margin
- 38.8 %
Dentist C A3
- Revenue
- 14,000 €
- Materials
- 1,290 €
- Laboratory
- 1,200 €
- Pay
- 4,900 €
- Contribution
- 6,610 €
- Margin
- 47.2 %
Dentist D A4
- Revenue
- 9,700 €
- Materials
- 980 €
- Laboratory
- 0 €
- Pay
- 3,395 €
- Contribution
- 5,325 €
- Margin
- 54.9 %
Hygienist E A5
- Revenue
- 8,900 €
- Materials
- 990 €
- Laboratory
- 0 €
- Pay
- 4,200 €
- Contribution
- 3,710 €
- Margin
- 41.7 %
Hygienist F A5
- Revenue
- 4,120 €
- Materials
- 460 €
- Laboratory
- 0 €
- Pay
- 2,310 €
- Contribution
- 1,350 €
- Margin
- 32.8 %
Total
- Revenue
- 96,420 €
- Materials
- 7,850 €
- Laboratory
- 9,600 €
- Pay
- 35,700 €
- Contribution
- 43,270 €
- Margin
- 44.9 %
Contribution = revenue − materials − laboratory − pay. Names are fictional.
Insurer revenue (reported)72 500 €
+ Private and prosthetics23 920 €
− Materials from stock−7 850 €
− Laboratory−9 600 €
− Dentist and hygienist pay−35 700 €
= Treatment room contribution43 270 €
− Nurses and reception−11 200 €
− Rent, utilities, software, accountant−6 950 €
= Clinic result25 120 €
Break-even: approximately €40,400 in monthly revenue, with the same cost ratios.
Treatment room A3: materials 22% above target
€1,290 against a target of €1,058. Mainly composite and bonding agent.
Dentist B: laboratory costs at 19.5% of revenue
Clinic average is 10.0%. Nine prosthetic cases.
Hygienist F: 64% patient return rate
Target: 75%. 18 patients have not returned yet.
Dentist D: revenue down 8.2%
14 working days instead of 17. Fewer days, not poorer work.
Return to hygiene
Hygienist E96 of 13074 %
Hygienist F32 of 5064 %
Total128 of 18071 %
Patients — changes in the patient base
Active patients (visit in the last 12 months)4 812
+ New patients+64
+ Returned after over a year+21
− Left the patient base−58
= Net growth+27
Totals only, without patient names.
Monthly PDF report · 3 pages: result, clinicians, patients and stock
FROM MATERIALS TO INSIGHT
One entry.
Less searching.
Nurses record usage, request materials and take stock on their phones. Each record in the software includes the nurse’s name.
A place for every material.
Main stockroom and stock for each treatment room. Batches, expiry dates, minimum stock levels and QR location labels.
The nurse records what was used.
On a phone connected to the clinic’s Wi-Fi. Nurses select their name; each entry also saves the time. They can request materials and take stock on their phones too.
Material · −1 pack · €19You see what has changed.
Who, what, where and when. Values use the recorded prices. Losses also include a reason.
Usage today · €412 → €431Sample data. Background illustrations created with AI.
INVOICES AND SUPPLIERS
The software reads the invoice.
You check and confirm.
The software reads items and prices from PDFs or e-invoices. Recognition of photos and scans is approximate. Check the details before saving.
You can also import your supplier’s Excel files and e-invoices in ISDOC and UBL formats — including those you received through Peppol.
The software knows invoices from suppliers such as EuDent, Dentamed or Hu-Fa. You choose your suppliers and prepare orders in the software.
Invoice · PDF
Sample dataLocal recognition
Gloves · 4 × €624 €
Saliva ejectors · 2 × €816 €
Material · 1 × €1919 €
Total59 €
Example of checking before saving. This is not a real invoice.
AT YOUR PRACTICE
Main databaseWindows computer
Clinic Wi-Fi
Nurse’s phoneTreatment roomOwner
YOUR DATA
Your figures
belong to you.
Your data stays at the clinic — on the computer in your practice. Only an encrypted backup goes to the cloud.
Nobody outside sees what you buy, how much you use or how your clinic performs. No supplier, head office or competitor.
Nurses work through the clinic’s Wi-Fi. Only the owner sees reports and results, with a separate password.
For us, this is a principle, not a feature. Your purchases, usage and results are your clinic’s commercial information. That is why the software runs at your practice, only an encrypted backup goes to the cloud, and we do not send your figures to anyone.
What about backups and remote support?
Off-site backup is an optional service at €5 per month — an encrypted copy of your data outside the clinic. We provide remote support only with your consent for a specific issue.
[TO COMPLETE: backup provider, location and scope; support access terms]
Security
Security is not an add-on.
It is built into the software.
Data on your computer
The database runs at your practice. Only an encrypted backup goes to the cloud.
Separate owner password
Only the owner sees reports and results. Access locks automatically after 10 minutes of inactivity.
Encrypted connections within the clinic
Phones and computers communicate over the clinic’s Wi-Fi using encryption (HTTPS with a dedicated certificate).
Every change has an author
Every stock movement shows who recorded it and when. Reversals require a reason.
Automatic backups
The software backs up automatically to the clinic’s computer and a second drive or USB device.
Computer-bound licence
A copy of the software will not work on another computer, and the owner’s reports are password-protected.
SETUP AND SUPPORT
Configured for
your clinic.
During setup, we configure treatment rooms, stockrooms and access for your team.
01
We look at your working day.
We review the number of chairs, the flow of materials and what you need to see as the owner.
02
We prepare the setup.
You provide a Windows computer and clinic Wi-Fi. Together, we agree on stockroom organisation and access.
03
We stay in touch.
We monitor the software around the clock, 24/7. We accept requests Monday–Saturday, 08:00–20:00, and address them within 24 hours by email, phone or remote access.
Included in your subscription: software and e-invoice format updates, software maintenance, support, transfer to a new computer and video guides.
Work charged at €50/hour: migration of old data, custom reports and problems with the clinic’s computer or network. On-site visits: €50/hour plus travel.
[TO COMPLETE: scope of setup and training, Windows requirements and travel costs]
OPEN PRICING
The same software.
Priced by chair count.
The same features in every plan. All prices are final. We are not VAT registered. No automatic renewal — we will contact you before your subscription ends.
Paid annually. The monthly amount is only an equivalent.
No online purchaseSwipe to see more plans →
Ambulancia
1–2 chairs
69 €
/ month with an annual subscription
- Annual subscription
- 828 €
- One-time setup
- 390 €
- First-year total
- 1,218 €
For 2 years: 62 € / monthSubscription 1,488 € / 24 monthsSave 168 € compared with two annual subscriptions.Total including setup 1,878 €.
Studio
3–6 chairs
119 €
/ month with an annual subscription
- Annual subscription
- 1,428 €
- One-time setup
- 590 €
- First-year total
- 2,018 €
For 2 years: 107 € / monthSubscription 2,568 € / 24 monthsSave 288 € compared with two annual subscriptions.Total including setup 3,158 €.
Klinika
7–12 chairs
189 €
/ month with an annual subscription
- Annual subscription
- 2,268 €
- One-time setup
- 790 €
- First-year total
- 3,058 €
For 2 years: 170 € / monthSubscription 4,080 € / 24 monthsSave 456 € compared with two annual subscriptions.Total including setup 4,870 €.
Sieť
13–20 chairs · over 20 chairs +€10 / month per chair
299 €
/ month with an annual subscription
- Annual subscription
- 3,588 €
- One-time setup / location
- 790 €
- First-year total
- 4,378 €
For 2 years: 269 € / monthSubscription 6,456 € / 24 monthsSave 720 € compared with two annual subscriptions.Total including setup 7,246 €.
Sieť is for one clinic with 13+ chairs. Multiple locations: Individual quote. Optional extras are not included in these totals.
Optional extras
Off-site backup €5 / month€60 / year
Additional barcode reader 190 €
On-site visit €50 / hour+ travel
Before you decide.
What happens after I book a demo?
We’ll contact you to arrange a time. We’ll look at how your clinic works and which plan fits. The form does not purchase the software. Nothing is sent in this prototype.
Do I pay every month?
The monthly price shown is the equivalent of a one- or two-year subscription. The two-year subscription is paid in advance. Setup is a one-time charge. [TO COMPLETE: payment date and method for the annual subscription]
What if I replace my computer?
Transferring the software to a new computer is included in your subscription. Work on problems with the clinic’s computer or network costs €50/hour.
How do renewal and cancellation work?
There is no repeat setup charge in subsequent years. [TO COMPLETE: legal review — renewal, plan and price changes, cancellation, data export and access after the subscription ends]
Do I need internet or an app from an app store?
The software runs on a Windows computer at your practice. Nurses connect their phones through the clinic’s Wi-Fi. Core tasks work within the clinic without internet; remote support and off-site backups require internet.
LET’S LOOK AT YOUR CLINIC
See a demo first.
Then decide.
Tell us how you work.
We’ll show you where KeepDent can help.
I will call you back the same day to agree a date for the demo.
The form will be launched soon.
Nothing is sent yet.