Invoicing is one of the most time-consuming administrative tasks in a dental laboratory and, paradoxically, one that adds the least value to the business. Every month, the administrative manager must compile all work completed for each clinic, apply the correct rates, generate invoices, send them and track payments. In a lab with 30 or 40 associated clinics, this process can occupy several full working days.
In this article we explain the specific challenges of dental lab invoicing, how dental lab invoicing software can automate most of the process and what concrete features DoYourLab offers to manage your laboratory's billing efficiently.
Dental laboratory invoicing has particularities that make it especially complex compared to other sectors:
Many labs still manage invoicing with spreadsheets or generic accounting software that is not connected to the order system. This means that every month someone has to:
In a lab with 30 clinics and 600 cases per month, this process can consume between 15 and 25 hours monthly. At a cost of €20/hour for administrative staff, we are talking about €300 to €500 per month just for the invoicing process, not counting errors that generate complaints and damage the relationship with clinics.
The key to automation is that the management software already has all the information needed to generate invoices: it knows which cases have been delivered, which clinic they belong to, what products they include and what rate applies. It only needs one click to convert that information into invoices.
DoYourLab offers the following features for dental lab invoicing software:
Every delivered case in DoYourLab has associated products with their prices. When it is time to invoice, the system automatically groups all cases delivered per clinic during the selected period and generates a draft invoice with all detailed lines. The manager only needs to review and confirm.
This process that previously took hours is reduced to minutes. There is no risk of forgetting a case, no transcription errors and prices are always correct because they are applied automatically from the rate configured for each clinic.
DoYourLab allows you to configure specific rates for each clinic. You can have a base rate and create variations for clinics with special agreements. When an invoice is generated, the system automatically applies the correct rate without manual intervention. If a clinic changes rate, you only need to update it once and all future cases will be invoiced at the new price.
The batch invoicing function allows you to generate all invoices for the month in a single process. You select the period, review the summary per clinic and confirm generation. In seconds you have all monthly invoices ready to send. You can send them individually or in bulk directly from the platform.
For labs that collect via direct debit, DoYourLab generates the XML file in SEPA format ready to upload to the bank. The system includes each clinic's banking details (IBAN, BIC), calculates the amounts and generates the file in the exact format your bank requires. You just need to download it and upload it to your online banking.
DoYourLab integrates Stripe Connect so clinics can pay their invoices online by credit or debit card. When you generate an invoice, the clinic receives a notification with a payment link. The charge is processed automatically and the invoice status updates in real time. This is especially useful for clinics that prefer to pay immediately or for labs that want to reduce collection times.
DoYourLab's invoicing panel shows at all times how much each clinic owes you, which invoices are within terms, which are overdue and since when. Ageing reports allow you to quickly identify clinics with late payments and take action before debt accumulates.
You can configure automatic reminders that are sent to clinics when an invoice approaches its due date or when it is already overdue. This eliminates the uncomfortable task of chasing payments manually and maintains a professional tone in collection communications.
Let us look at a concrete example. A lab with 35 clinics and 700 monthly cases currently spends:
With DoYourLab, the same process is reduced to:
The saving is 19 hours per month, which at €20/hour represents €380 per month. Over a year, that is €4,560 in savings just from the invoicing process, not counting error reduction and improved collection times.
With DoYourLab you generate invoices from cases with one click, export SEPA remittances and offer online payment to your clinics. Try free for one month, no credit card required. See plans
European regulations are moving towards mandatory electronic invoicing between businesses. Spain's Crea y Crece Law establishes deadlines for all companies to issue and receive invoices in structured electronic format. Dental management software prepared for this change saves you the future investment in adaptation.
DoYourLab is designed to comply with electronic invoicing requirements, generating invoices with mandatory fields and in required formats. When regulations come fully into force, your lab will already be prepared without needing additional changes.
Managing dental lab invoices does not have to be a tedious process that consumes days of work each month. With dental lab invoicing software like DoYourLab, billing becomes an almost automatic process that is resolved in a couple of hours, with fewer errors, better payment tracking and guaranteed regulatory compliance.
If you want to learn more about improving communication with your clinics or explore the benefits of a digital laboratory, we invite you to keep reading our blog. And if you are ready to stop wasting time on manual invoicing, try the DoYourLab demo and see how easy it can be.