How to choose dental software: 10 criteria.
By Andreas Hartmann, CEO of HartSystem · updated October 15, 2026
To choose dental software, check whether it runs 100% on the web, confirms appointments on WhatsApp on its own, brings schedule, records, estimates and finances together, how it protects data, how switching from your current system and support work, and whether it shows your clinic's metrics. Ask for a demo with your own routine, not a generic presentation.
The 10 criteria that matter day to day.
Take this list to the demo.
Tick each question as the vendor answers. Your ticks are saved only in this browser.
Print it or keep it open on your phone and tick as you talk.Good conversation so far. Move on to the next question.Almost there. The last questions often matter most later on.All answered. Now compare the answers with your clinic's routine.
Web or installed? What changes in practice.
| Web software | Installed software | |
|---|---|---|
| Where to use it | Anywhere with internet, on computer, tablet or phone | On the computer where it's installed |
| Updates | Arrive on their own for everyone | Must be installed on each computer |
| Without internet | Doesn't work: needs a connection | Keeps working on the computer |
| More than one location | Everyone uses the same database | Depends on your own server or network |
| Who looks after the computer | The vendor handles the infrastructure | Your clinic looks after the computer and backups |
Common switching mistakes and how to avoid them.
- Switching without knowing what can come over
Every system exports data its own way. Ask first what comes and what doesn't.
- Going live on your busiest day
Pick a calmer day and agree the time with your team.
- Training just one person
Front desk, dentists and management use different parts. Everyone needs to learn theirs.
Criterion 3 in practice: everything connected in one system.
In the demo, ask to see a client's whole journey. In Pro365 GO, the new ProDent, each step uses what was recorded in the previous one, and that is what makes running the clinic easy.
Each step feeds the next, with no spreadsheet in between.
- 1 · ScheduleEach professional's slotsFit-ins, waiting list and the whole week in view.
- 2 · ConfirmationThe client confirms on WhatsAppThrough the link, they confirm, open directions to the clinic and fill in the medical history.
- 3 · AppointmentRecords and dental chartThe appointment is recorded on the tablet, tooth by tooth.
- 4 · Treatment planA plan the client understandsElectronic signature by patient and dentist, and automatic follow-up for clients still deciding.
- 5 · FinanceInstallments and paymentsAutomatic bank reconciliation and, in Brazil, one-click service invoices (NFS-e).
- 6 · DashboardsThe clinic at a glancePayments, treatment plans and schedule in visual dashboards, compared with the previous period.
- 7 · Pro365 AIAsk and the Consultant answersOn WhatsApp, by text or voice, with no report to build.
- 8 · CampaignsLapsed clients are invited backClients overdue for a visit and pending plans get the right message.
And the loop starts again: returning clients fill a new slot in the schedule.
How Pro365 GO answers each criterion.
Pro365 GO is the new ProDent by HartSystem, which has worked with dental clinics since 1993 in Brazil, Portugal, the United States, Mozambique and Paraguay.
- 01Runs 100% on the web100% web: computer, tablet or phone, nothing to install.
- 02Confirms appointments on WhatsApp by itselfThe confirmation agent sends on WhatsApp at the time you set, and replies show on the confirmation screen.
- 03Brings everything togetherSchedule, records, tooth chart, anamnesis, estimates and finances in one system.
- 04Follows up on estimatesEvery estimate has a status and date, and campaign agents reach those still deciding.
- 05Links treatment to financesEstimate installments are linked to finances.
- 06Shows your clinic's numbersA dashboard that updates itself, and Pro365 AI answers on WhatsApp.
- 07Protects dataYour clinic's data never trains Pro365 AI.
- 08Has role-based permissionsEach person sees what their ProDent permission allows, Pro365 AI included.
- 09Handles switching and trainingWant to switch systems? Talk to the team to see how we can help your clinic.
- 10Has real people for supportThe HartSystem team since 1993, and Pro365 AI Instructor answers questions at any time.
Pro365 GO is the new ProDent
This tool grew out of more than three decades of ProDent working alongside dental clinics. Now it's 100% web, comes with Pro365 AI and keeps the same HartSystem support team. If you use ProDent, the team helps bring your data over and trains your staff.
Our story- since 1993ProDent is born in Blumenau
- 100% webin the browser on computer, tablet and phone
- Pro365 AIanswers about your clinic, no reports to build
Frequently asked questions
What is the best dental software?
The one that fits your clinic's routine. Use the 10 criteria on this page and ask for a demo with your own schedule, patients and numbers.
Dental system or dental software: is there a difference when choosing?
None: they are two names for the same program that runs the dental office. When choosing a dental system, what matters is what it does day to day, and the 10 criteria on this page help you compare.
Is cloud dental software safe?
It depends on how the vendor handles data. Ask where it's stored, who can access what and how backups work. In the cloud, your clinic doesn't depend on a single computer.
How much does dental software cost?
It varies with clinic size and what's included. Compare what comes with it (confirmations, finances, metrics, support, switching), not just the monthly fee.
How long does switching software take?
It depends on your current system and how it exports data. Ask the vendor to review your case first and agree dates while your clinic keeps working.
Do I need internet for web software?
Yes. In return, your clinic works from anywhere on any device, and updates arrive on their own.
I want to switch systems. How can you help?
Get in touch to see how we can help your clinic.
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