Start with the products you buy again and again
Look at the last twelve weeks of orders. Sort spending into clinical supplies, infection control, lab, office, building, and large equipment. You do not need a large report. You need to find the repeat products and suppliers that use most of the budget.
- One clear name and manufacturer code for each repeat product
- The amount and unit inside the package
- The last package price and price for one unit
- Your usual supplier and a safe backup
- The person who can approve a replacement
- The reorder point and normal delivery time
Keep prices made for your practice inside the private workspace. The public DSP catalogue is a market guide. Your connected account prices stay private.
Do not trust the box price by itself
A lower box price or a large discount can look better than it is. The box may be smaller, the sale may end soon, or you may need to buy more than you can use. Compare the cost of one usable item, millilitre, gram, or roll.
| What looks good | What it may hide | What to check |
|---|---|---|
| Lower package price | A smaller count or size | Price for one unit |
| Large bulk discount | Cash on the shelf and expiry risk | How much you will use before expiry |
| Free shipping | Buying extra to reach a minimum | Full order cost and extra stock |
| Brand rebate | Higher prices on other products | The full group of products |
| Sale price | A short sale or strict rules | Regular price, dates, and order amount |
Review only the changes once a month
Asking staff to recheck every item every week is not a saving. It is another job. Once a month, focus on changes: a higher price, a missed reorder, a replacement product, a new fee, an item out of stock, or spending that looks too high.
- 1Prepare
Collect recent orders and flag changes in unit price, stock, shipping, or package size.
- 2Review
Spend 20 to 30 minutes on those changes with the person who orders and someone who can make a clinical choice.
- 3Decide
Keep the item, switch, test another option, or look into it. Write down why.
- 4Monitor
Watch repeat products that cost the most. Leave small items alone until the next review.
Use more than habit when choosing a supplier
Buying from fewer suppliers can save time and help with free-shipping rules. But buying everything from one place can make prices harder to judge and create a problem when something is out of stock.
Use the supplier list to see current public products and categories to find other choices.
A bulk deal is only useful if you use the stock
Buying a large amount can save money, but it also locks cash on the shelf. Include storage, expiry, damage, product changes, and how fast the team really uses the item.
- Compare the deal with a real regular price
- Make sure the team will use the exact product
- Estimate how many months the order will last
- Check expiry dates and storage rules
- Keep enough cash for normal practice costs
- Pause normal reorders so another person does not buy it again
Protect supplier accounts and private prices
Use separate staff accounts when the supplier allows it. Remove access when someone leaves. Do not send passwords by email. Give each person only the access needed for the job. Canadian privacy rules also require businesses to protect personal information and avoid keeping more than they need.
DSP’s public catalogue shows only market prices that are not tied to an account. Your practice prices do not appear on public pages or in Google.
Use one page to see if the process is working
| What to watch | Question | When to act |
|---|---|---|
| Unit price | Did a repeat product change a lot? | Compare again or find the reason |
| Rush orders | Why did the practice run out? | Fix the stock level, delivery plan, or owner |
| Unused stock | Will it be used before expiry? | Lower the stock level or return it |
| Shipping and fees | Did poor timing create extra cost? | Change the order schedule |
| One-supplier risk | Do we have a safe backup? | Test another choice for important items |
| Staff time | Is this work saving more than it costs? | Automate it or review fewer items |
A good review leads to a few clear choices. It should not become another large staff project.
Sources and further reading
We use primary regulators and established Canadian business guidance where possible. Links were reviewed on August 3, 2026.
- Business expensesCanada Revenue Agency
- The Personal Information Protection and Electronic Documents ActOffice of the Privacy Commissioner of Canada
- Survey of Oral Health Care Providers, 2023Statistics Canada
- Dentists in CanadaCanadian Institute for Health Information
- Ordinary selling price claimsCompetition Bureau Canada