Clients and Suppliers Module

Comprehensive management of patients, clients, and suppliers in modern dental clinics

General Introduction

The Clients and Suppliers Module of Odontomy centralizes all commercial, administrative, and operational information related to the individuals and companies that interact with your dental clinic.

It is designed for dental clinics, offices, centers with multiple professionals, and administrations that need order, traceability, and control in every relationship: appointments, treatments, sales, purchases, payments, debts, budgets, and communications.

Odontomy transforms the traditional “contact in a notebook” into a complete digital profile, connected with online bookings, scheduling, billing, accounting, treatments, store, and reports.

👥 Unified management of clients and patients

The Clients section allows you to register and manage all individuals or companies receiving dental services or purchasing products from the clinic.

This may include:

• Private patients

• Corporate patients (companies with agreements)

• Insurers or mutuals (if applicable)

• Store clients (oral hygiene products, kits, etc.)

Each client/patient has a unique record, where their general information, care history, and economic activity within the system are centralized.

From the main list, it is possible to:

• Create clients manually or import from CSV files.

• Search, filter, and group clients according to various criteria.

• Quickly access the complete profile of each client.

🧾 Complete client record

Each client in Odontomy has a detailed view, which serves as their clinical-administrative history within the system.

The record includes:

• Contact details (name, email, phone numbers).

• Profile type (individual or company).

• Country, currency, and administrative data.

• Address and geolocation (optional).

• Tax identification (RUT/VAT or other, if applicable).

Additionally, the system displays automatic indicators:

• Total invoices issued.

• Total collected.

• Registered payments.

• Outstanding debt.

• Number of associated bookings or appointments.

• Services and treatments performed (if enabled in your settings).

All interactions with that client are documented and traceable.

📅 Bookings, appointments, and operational relationship

Odontomy allows linking each client with:

• Scheduled bookings and appointments (consultations, check-ups, treatments).

• Appointment history, confirmed, completed, or canceled.

• Associated services (by specialty, type of procedure, or plan).

This makes the module a key tool for clinical management, not just administration.

💰 Billing, budgets, and transactions

Each client can have associated:

• Issued invoices.

• Budgets/quotes sent.

• Detailed economic transactions.

• Payment history, balances, and debts.

The information integrates directly with the Billing and Accounting modules, avoiding duplications and errors.

The clinic can know in seconds:

• Who has an outstanding balance.

• Which treatments were billed.

• Which budgets are open.

• What the real value of each client is over time.

🏷️ Client groups

The module includes Client Groups to segment contacts according to clinical or commercial criteria.

Examples:

• Frequent patients

• VIP patients

• Companies with agreements

• Orthodontic patients

• Store clients

This segmentation facilitates:

• Prioritizing attention and communication

• Analyzing demand by segment

• Reports and growth strategies

🏭 Professional management of suppliers

The Suppliers section allows you to manage all companies and individuals that supply the clinic with materials, services, and equipment.

Examples of suppliers in dentistry:

• Suppliers of dental materials and supplies

• Dental laboratories (prosthetics, crowns, plates)

• Radiology/external imaging

• Equipment maintenance (autoclaves, compressors, chairs)

• General services (cleaning, security, IT)

Each supplier has its own digital record, with history and documentation.

📄 Supplier record and geolocation

The supplier record includes:

• Commercial and tax data.

• Contact information.

• Supplier category.

• Geographical location visualized on a map (optional).

• Commercial relationship history (purchases, payments, documents).

This allows:

• Quickly locating suppliers.

• Analyzing dependence on critical supplies and services.

• Improving purchasing and replenishment planning.

🗂️ Supplier categories and attributes

Odontomy allows defining:

• Supplier categories (supplies, laboratory, maintenance, services, technology, etc.).

• Custom attributes, tailored to the reality of each clinic.

This provides total flexibility to model your dental supply chain.

🔗 Integration with other modules

The Clients and Suppliers Module integrates natively with:

• Online bookings and scheduling.

• Services and treatments.

• Billing.

• Accounting.

• Inventory (consumption and purchases of supplies).

• Reports.

• Notes and tasks.

This makes Odontomy a truly integrated dental management system, where every commercial relationship impacts the clinic's real numbers.

📊 Strategic value of the module

This module allows:

• Centralizing all commercial and clinical-administrative information.

• Avoiding data loss and manual errors.

• Professionalizing the management of the dental clinic.

• Having total traceability of billing, collections, and purchases.

• Making better financial and operational decisions.

Odontomy stops being just an agenda software and becomes a complete business management tool for dental clinics.