How Small Labs Benefit From Using Dental Lab Software

What to Look for in Dental Laboratory Management Software (Small Lab Edition)

If you’re a small team wearing multiple hats, dental laboratory management software should make your day easier, not add steps. The best software for dental labs gives managers clear visibility and simple controls to keep production on track.

Look for these manager-friendly essentials:

• Scheduling and production load balancing. A clean way to assign work, prioritize rush cases, and distribute cases across technicians or workstations without guesswork.
• Case-status visibility (at a glance). A real-time view of where every case is: intake, design, print/mill, finish, QC, and ship, plus due dates and priority flags.
• Bottleneck alerts and “needs attention” queues. Automatic flags for late cases, missing Rx details, stalled steps, or approvals that haven’t come back, so problems get handled before they become emergencies.
• Billing and aging (A/R) tracking. Tools to keep invoicing consistent and cash flow predictable: fee schedules, statements, and aging reports that show what’s due and what’s overdue.
• Shipping, delivery, and route logging. Easy shipping label workflows, tracking numbers tied to cases, and delivery/route records so your team can answer “where is it?” without digging.

Manager tip: During demos, ask to see how the system handles a “real day” scenario: a rush case comes in, a case is missing info, one case is ready to ship, and one is overdue. Good tools make this easy to manage in minutes.

Small Labs Checklist

✓ Case visibility by due date and stage

✓ Single customer record (notes, calls, alerts)

✓ Digital Rx & attachments

✓ Batch shipping/labels

✓ Invoice + collections tracking

✓ Technician scheduling

✓ Integrations (DDX, carriers)

Core Lab Management System Features

• Case Tracking: Track every case from intake to delivery, with status, due date, and technician steps at a glance.
• CRM and Communications: Log calls, notes, and automated alerts so no doctor question falls through the cracks.
• Scheduling and Production: Assign work, balance loads, and view bottlenecks on a live dashboard.
• Billing and Collections: Auto-generate invoices, track aging, and trigger follow-ups at 30/60/90 days.
• Shipping and Route Management: Bundle shipments and manage local pickups with scan-to-ship.
• Integrations: Connect software integrations, carriers, and email to cut double entry.

Common Dental Lab Workflow for Orders

1. Rx intake (scan work order, attach files) →
2. Plan (assign tasks; due date auto-calc) →
3. Produce (bench tasks + time clock) →
4. QC (capture notes/photos) →
5. Ship/Deliver (labels, routes, notifications) →
6. Invoice and Collect (post charges; automate reminders in Magic Touch Lite).

Pricing and Implementation: What Small Labs Should Expect

Before you commit to dental laboratory software, make sure you understand the full picture: cost, timeline, and what it takes to switch without disruption.

Typical Cost Ranges

Pricing depends on the platform type (cloud vs on-prem), the number of users, and whether billing, portal access, or advanced reporting is included.

When comparing options, ask for:

• Base subscription or license cost
• Per-user fees, if applicable
• Optional add-ons (client portal, integrations, payments, advanced reporting)
• Support and upgrade costs (ongoing)

A helpful way to compare vendors is to evaluate the total cost of ownership over 12–24 months, not just the first invoice.

Time-to-Implement

Small labs can often get started quickly if the system supports clean intake, straightforward setup, and guided onboarding.Ask:

• How long to configure workflows, stages, and permissions?
• What’s the typical timeline to go live?
• Is support included during rollout?

Data Migration

Switching tools is easier when you plan the migration up front. Clarify:

• Can you import clients, case history, fee schedules, and open invoices?
• What formats are supported (CSV exports, integrations, etc.)?
• How are files and attachments handled?

Training Time

The best dental lab management software is intuitive enough that staff can learn the essentials quickly. Ask:

• Do you offer role-based training (front office vs production vs manager)?
• Are there videos, guides, or live sessions?
• What does ongoing support look like after go-live?

Customer Relationship Management

Customer Relationship Management (CRM) is an essential element of any business and the same is true in the dental lab industry.

There are several CRM software options available, focusing on improving customer relations and acquisition while increasing retention rates as well. In the dental lab industry, this software offers exceptional organization, helping you better assist your clients without the hassle of sifting through files.

Use Lab Software to Learn What Clients Want

Dental lab software helps improve customer service in the dental industry. Each client has unique needs, and lab management systems can show you which methods work best. You can then adjust your training to better assist clients and attract more business.

Plan for Growth

Not using lab management software can hinder your dental lab's growth. Dental lab software simplifies client management, helping you boost your business.

To achieve your lab’s ambitions, it's wise to plan ahead with this software and utilize its integration features. Labs of any size can transition smoothly to dental lab software with the customer support available during implementation.

Case Management Problems for Small Labs

Managing a small lab can be challenging, especially regarding case management. Too much information can lead to confusion, making dental lab software essential. 

When your lab experiences an increase in business, this can boost growth. However, you risk losing clients if you cannot track information efficiently.

Dental lab software makes it easy to input and retrieve information, allowing you to stay organized and prepare for future expansion. It also connects customer management with real-time production data.

Magic Touch Lite for All Small Labs

Dental lab software like Magic Touch Lite enhances customer acquisition and retention while reducing labs’ workload globally. It enables your lab to grow and compete with larger labs in your area, and industry experts consider it the future of the industry. Schedule a demo to see it in action.

Do you have questions about how dental lab software can improve your lab? Our resources page has more articles on the subject.

"Magic Touch Software is like having a crystal ball—you can see the future because you have all the data. You know exactly how much time you need per case."
– Frédéric Rapp, Crown Ceram Dental Labs

Magic Touch Software’s products have emerged as the leading software solutions for dental laboratories worldwide. The unique features and powerful designs have often set the bar for all dental lab software.

FAQs 

• Is Magic Touch Lite a fit for a 1–to 10-person lab? Yes, start with core modules and add more as you grow.
• Can I attach Rx images and STL files? Yes, scan and attach files to each case.
• Do you integrate with other software and shipment carriers? Yes, check out Magic Touch’s partners here.
• What integrations matter most for small labs? Start with the integrations that reduce repetitive work: digital file intake/attachments, client communication/portal access, billing/invoicing workflows, and shipping/tracking tools. If you use accounting software or specific production systems, confirm compatibility early.

‍

^{Updated 01/30/2025}