What a Dentare Setup Includes, and What It Does Not

Software companies describe what their product does. The useful half is what it does not do, and most clinics only find that out after they have spent a weekend entering their price list.

This article is the second half. Prices are in EUR and exclude VAT.

What you get without paying

The Free plan runs one dentist at one location, and it does not expire or ask for a card.

It covers the scheduling side of the clinic: the calendar, an online booking widget for your website and social links, a reception dashboard, a waiting-room display for an Android TV, QR code patient registration for the kiosk, and email appointment reminders up to 100 a month. Appointments themselves are unlimited.

That combination runs a single-dentist practice. If your problem is patients calling to ask when their appointment is, and patients who cannot book without calling, Free solves it and costs nothing.

What Pro adds

Pro is €29 per dentist per month, or €295.80 per dentist per year, which is 15% less than paying monthly. Paid self-serve plans include a 14-day free trial.

The seat count is dentists only. Receptionists, assistants, lab staff and imaging staff use the software without adding a charge. A clinic with three dentists and five other staff pays for three.

Pro opens the clinical and financial side: visits and charting, treatment notes, patient timeline, quotes, treatment plans, clinical follow-ups, guarantee tracking, before-and-after images, and the patient portal. On the money side it adds the POS terminal, payments, invoicing for bank transfers, fiscalization, multi-currency price lists, and owner reports. It also adds patient CSV import, kiosk mode, the smart waitlist, the patient API, and the ability to send a case out to a partner lab or refer a study to a partner imaging centre.

WhatsApp and SMS reminders are included with Pro. What that means in practice is covered below, because it is one of the places clinics misread us.

The two paid modules

Two capabilities sit outside Pro and are billed per location:

These unlock the clinic's own X-ray room and its own lab as departments inside the software: the request queue, the technician workflow, image upload, and stage tracking.

The distinction that trips people up: sending work out to a partner lab or imaging centre is part of Pro and costs nothing extra. The modules are for clinics that run those departments themselves. A clinic that sends every case to an external lab never needs the Lab module.

A worked example. A three-dentist clinic on Pro pays 29 × 3 = €87 a month before VAT. Add the in-house X-ray module and it becomes €136 a month before VAT.

How billing works where you are

This is different depending on the country, and the difference matters.

In North Macedonia, Fetosoft DOOEL invoices your clinic directly. We send a proforma invoice, you pay by bank transfer, and we issue the fiscal invoice once payment arrives. 18% DDV is added on top of the listed price. There is no card checkout for Macedonian clinics. On the €87 example above, the invoice would come to €102.66 with DDV.

Everywhere else, Lemon Squeezy is the merchant of record. It adds the VAT or sales tax for your country at checkout and issues the invoice.

There are no long-term contracts. Clinics on card billing cancel renewal in their settings. Clinics in North Macedonia cancel by telling us not to issue the next proforma.

Now the part vendors leave out

1. Pro covers one location

The Pro plan is built for a single clinic at a single address. A second location is a separate arrangement, and clinic groups are handled through Network, which is sales-led with a custom proposal rather than a plan you can buy on the site.

If you are planning two locations from the start, tell us before you sign up, because the setup decision is easier to make on day one than in month six.

2. We do not merge patient data between separate accounts

Each account is an isolated data environment. Dentare does not offer a self-service merge or consolidation of patient records between separate accounts: not from a free account into a paid account belonging to another clinic, and not between independently configured locations.

This is a product and data-isolation rule designed to prevent records from being moved into the wrong clinic environment. If your organization needs several locations to share data, discuss the account structure with us before creating separate accounts.

3. We do not sell you SMS or WhatsApp messages

You connect your clinic's own Meta Business account for WhatsApp and your own CommPeak account for SMS. You pay those providers directly at their rates, and we take no cut.

The upside is that you are not paying a software company's markup on every message, and your WhatsApp Business number stays yours. The cost is a setup step: someone has to create those accounts and connect them. We guide it, but you own it.

Email reminders need no external account. Free includes up to 100 a month.

4. Staff use the software in three languages

The interface is available in English, Albanian and Macedonian. Patient-facing booking and communication run in 16 languages, so a clinic can send a German or Turkish patient a reminder in their own language while the staff work in Macedonian.

If you need the staff interface in a fourth language, we do not have it today. Say so and we will tell you honestly where it sits on our list.

5. Dentare provides the system; the clinic decides how patient data is used

Dentare provides the system and its security and privacy controls. The clinic decides which patient information it collects, why it collects it, who may access it and how patient requests are handled. Dentare provides a generated clinic privacy notice, a risk-assessment template, classification badges on the public booking page and a registry of external services that handle data.

The software can support those processes, but it cannot make the clinic's decisions for it. Before going live, assign responsibility inside the clinic for access, privacy notices and patient requests.

6. We are not an accounting system

Dentare fiscalizes, issues patient invoices, tracks payments and produces owner reports. It does not do your bookkeeping, your payroll, or your tax filing, and it does not replace your accountant. Show your accountant a sample invoice before you commit, so the two of you agree it works.

7. Setup takes your time, not only ours

Someone has to enter your service catalogue, your prices, your staff, your working hours and your rooms. We help, and the wizard makes it faster than a spreadsheet, but a clinic with 150 services and four dentists should plan for several sittings rather than an afternoon.

We would rather you budget for that now than discover it on a Saturday.

8. Some things are still being built

We ship in the open and we do not pretend the product is finished. If you ask about a workflow we do not support yet, you get a clear yes, no or current status. We would rather lose a sale than describe a plan as a feature.

How to decide

Take your worst week, not your best one. Write down the three things that cost the most time: the phone calls, the reschedules, the chasing of lab cases, the patients whose balance nobody can find.

Then ask us about those three specifically. If Free covers them, use Free and pay nothing. If they sit in the clinical or money half of the clinic, that is what Pro is for. If your X-ray room is the bottleneck, the module is €49 a location and you can add it later.

Tell us the workflow, not the feature list. Describe the part of your week that goes wrong and we will tell you whether Dentare handles it today, including when the answer is no. Request a demo from dentare.io, or write to [email protected].