A Dentist’s Guide To Managing Inventory: How To Automate Reordering Of High-Use Items Like Burs & Hand Instruments

Operating a successful dental practice takes more than clinical expertise. It also requires efficient systems behind the scenes. One of the most overlooked yet critical aspects of daily operations is dental inventory management.  

Automating the reordering process is one of the most effective ways to streamline your inventory. In this guide, we’ll show you how to make the shift to automation, minimise manual errors and keep your clinic running flawlessly.

The problem with manual reordering

Manual reordering of dental supplies is still a common approach in many clinics. While it may seem like a simple method, it can quickly become unreliable, especially when managing high-use items like burs, restorative instruments and disposables.

Some of the most common issues caused by manual reordering include:

• Lost time spent chasing suppliers or navigating multiple websites to place orders
• Duplicate or missed orders caused by miscommunication or lack of real-time visibility
• Increased risk of errors, leading to unnecessary costs and added pressure on staff
• Poor stock rotation, resulting in expired, unused or forgotten items

By contrast, automated systems help eliminate guesswork and support smoother workflows, ultimately contributing to better patient experiences.

How to automate reordering

Ready to say goodbye to stock headaches and last-minute orders? Follow these steps to automate your reordering process:

1. Use inventory management software
   Start by implementing a digital inventory management system that can track stock levels and generate real-time alerts when items are running low. Look for software that integrates easily with your existing practice workflow, supplier network and purchasing habits.
2. Set par levels for high-use items
   Determine the ideal minimum and maximum stock levels for essential, high-turnover items. Setting these par levels ensures you're never under- or overstocked. When inventory drops below the minimum threshold, your system can automatically send a restock alert or generate a purchase order, keeping your shelves replenished without constant manual checks.
3. Keep an eye on stock movement and adjust accordingly
   Over time, your system will track which items move quickly and which don’t. Use these insights to fine-tune your order frequency, adjust stock levels and avoid waste from over-ordering or expired supplies.

How to manage dental inventory better

Smart dental inventory management goes beyond reordering. It’s about building a system that reduces operational friction, supports clinical flow and protects your bottom line. Below are tips to help you optimise your strategy:

1. Assign a dedicated point person
   Inventory often fails when it’s treated as a “whoever’s free” responsibility. Assign a dedicated team member to be responsible for the inventory process. This ensures someone is actively monitoring usage and identifying inefficiencies. When someone is accountable, things stop falling through the cracks.
2. Treat your stockroom like a clinical space
   Your inventory area should be as organised and intentional as your treatment rooms. Group products by category or procedure type, clearly label everything and make high-turnover items easily accessible. The goal isn’t just tidiness. It’s about reducing time wasted searching, over-ordering or misplacing supplies.
3. Rethink stock rotation as a cost-control method
   First-in, first-out (FIFO) is a built-in cost saver. By using older stock first, you prevent expiration-related waste and improve return on investment for every item you purchase. If you're seeing expired stock monthly, you're already losing money that automation and smarter rotation could prevent.
4. Swap annual stocktakes for ongoing micro-audits
   Instead of relying on one massive inventory count, conduct smaller, regular audits on high-use categories. This approach is faster, more accurate and helps catch trends (or mistakes) early like a product being used more rapidly than usual or a recurring stock discrepancy.
5. Choose suppliers that help you stay ahead
   Good suppliers fulfil orders. Great suppliers help you anticipate them. Look for vendors that offer reliable lead times, transparent pricing and systems that integrate with your inventory platform. Long-term partnerships with the right suppliers can unlock better deals, smarter restocking and fewer supply chain problems.

Take the hassle out of inventory with Erskine Dental

Knowing how to manage dental inventory better gives your practice an edge. It means less disruptions, smoother appointments and more time to focus on your patients. It’s not just about stock control. It’s about building a practice that runs smarter every day.

At Erskine Dental, we’re here to make inventory easier. Our range of clinical equipment, instruments and oral care supplies is designed to help practices like yours stay stocked, prepared and performing at their best.

Get all your essentials through our easy-to-use online ordering platform. Simply create an account, place orders at your convenience and manage payments securely — all in one place. Contact us today to learn more about our product selection.