Protect your cash before you build the supply list
Your opening money must cover construction, equipment, software, payroll, marketing, professional fees, supplies, and unexpected problems. It may take time for the patient schedule to fill. Every dollar sitting on a shelf is a dollar the practice cannot use somewhere else.
Split the list into three parts: items you buy once, supplies needed for opening day, and supplies you will order again each month. BDC recommends planning for both startup costs and the money needed to run the business until income catches up.
| Group | What goes here | What to do |
|---|---|---|
| Needed on day one | Required clinical supplies, IPAC items, emergency items | Buy enough to open safely |
| Can wait | Low-use choices, convenience stock, backup brands | Buy when booked treatment needs it |
| Bought again often | Gloves, barriers, sterilization, restorative and hygiene supplies | Set a normal stock level and reorder point |
| Large equipment | Equipment, cabinetry and instruments | Review apart from everyday supplies |
Plan the work at 90, 60, and 30 days
- 190 days before opening
Confirm services, rooms, staff, sterilization flow, supplier accounts, delivery times, storage, and provincial rules. Sort needs by category before choosing brands.
- 260 days before opening
Collect quotes in the same format. Check product codes and package sizes. Have the clinical team test important products and name safe backup choices.
- 330 days before opening
Place orders based on delivery time. Decide who receives and counts them. Record expiry dates where needed and set the normal stock level for each room.
- 4After opening
Check use after two, six, and twelve weeks. Lower stock that is sitting still and watch products that run out faster than expected.
Dates may move because construction and approvals can change. The main goal is to avoid choosing, approving, ordering, receiving, and stocking everything in one expensive week.
Compare the amount inside the package
The same supply may be sold as a box of 100, ten packs of ten, or a case with several boxes. A lower box price does not always mean a better deal. Match the manufacturer code, size, and package amount before comparing.
Use a sale price only when the dates and order size work for you. Shipping, tax, rebates, free items, and expiry risk can change the real cost. Record the price and date instead of trusting a crossed-out “regular” price by itself.
- Match the supplier SKU or manufacturer code
- Check the amount, unit, size, and product choice
- Keep the sale price separate from the regular price
- Record the quote date, end date, shipping, and minimum order
- Do not accept a replacement until the right person approves it
Put every quote into the same simple table
Give each product one row and each supplier one column. Record the product code, package size, package price, price per unit, delivery time, and important terms. Add one final column for the supplier you chose and why.
| Question | Why it matters | What to keep |
|---|---|---|
| Is it the exact same product? | Similar names can hide a different size or formula | Manufacturer code and product choice |
| Is the package the same? | A lower price may include fewer units | Package amount and unit |
| Will the sale still be active? | An opening sale may end before the next order | Sale dates and rules |
| Can the supplier deliver it? | A backorder can stop work in a room | Stock and expected delivery |
| What will the full order cost? | Shipping rules can remove a small saving | Shipping and order minimums |
Use our Canadian dental supply categories to see the market first. Create a free account when you need to search a SKU and save your shortlist.
Choose IPAC supplies for your actual workflow
Do not copy another clinic’s list without checking it. Your supplies must fit your rooms, procedures, reprocessing equipment, staff, and provincial rules. In Ontario, use the RCDSO IPAC standard and Public Health Ontario checklists. In other provinces, follow the local regulator and public health guidance.
- Map the clean and dirty flow before choosing storage
- Check that supplies work with your equipment and its instructions
- Plan PPE and hand-cleaning stock based on the work being done
- List reprocessing supplies, indicators, records, and backup stock
- Have a qualified person approve the final list
Set a normal stock level without filling every shelf
Start with the amount you expect to use before the next delivery, then add a small safety amount. Use booked treatment and supplier delivery times for your first estimate. Update it once you see real use.
Keep each item in one main refill location and decide who counts it. Extra boxes spread across several rooms are easy to lose track of. Choose a safe backup for important supplies before a shortage happens.
Check the plan after you open
After two weeks, find missing items and slow steps. After six weeks, compare real use with your first estimate. After twelve weeks, look for unused stock, rush orders, repeat purchases, and prices that changed.
- Count fast-moving supplies and fix the stock level
- Return unopened extra stock before the deadline
- Find out why rush orders keep happening
- Check shipping paid because orders were too small
- Watch important high-cost items instead of every item
- Write down why the team accepted or rejected a replacement
Sources and further reading
We use primary regulators and established Canadian business guidance where possible. Links were reviewed on August 3, 2026.
- How to start a business in CanadaBusiness Development Bank of Canada
- Determining the financial needs of a new businessBusiness Development Bank of Canada
- Infection Prevention and ControlRoyal College of Dental Surgeons of Ontario
- IPAC lapses and audit toolsPublic Health Ontario
- Ordinary selling price claimsCompetition Bureau Canada