Complete Guide to Invadent

Click Suppliers in the left navigation menu.

Enter the supplier name — Patterson, Henry Schein, Benco, Darby, Scott's, Frontier, Net32, or any supplier you use.

This is where purchase orders will be sent. Get it from your rep's business card or their website.

Add every supplier you order from. You can always add more later.

This is under the Purchasing section.

Choose which supplier this invoice is from. Invadent will also try to auto-detect this from the invoice.

Upload a PDF, JPEG, PNG, or any image. Works with emailed invoices, scanned paper invoices, or photos taken on your phone.

Invadent shows you every item it extracted. Check names, quantities, and prices. Edit anything that needs correcting.

Click Apply — all items are added or updated in your inventory instantly. The original invoice is stored for 30 days so you can view it anytime.

See all your items with current stock levels, status, and reorder points at a glance.

Click Add Inventory Item for anything not on an invoice — scan the barcode to auto-fill, or type the details manually.

Click the edit icon on any item to update name, quantity, unit, category, reorder point, supplier, or expiration date.

Quick adjustments directly from the inventory list without needing the scanner.

Works with USB barcode scanners (plug in, works instantly), Bluetooth scanners (pair to any device), or your iPhone/Android camera.

A dark scanner panel slides open at the top of the inventory page. It stays open so you can scan multiple items in a row.

Point the scanner at any item. Stock level updates instantly. Confirmation shows on screen.

No barcode? Type the item name in the search box and click the item to check out 1 unit.

Click the edit icon next to any item in your inventory list.

Enter the quantity at which you want to be alerted. Example: if you use 2 boxes of gloves per week and it takes 3 days to get an order, set reorder at 6.

When stock drops to or below that number, the item shows as Low Stock on your dashboard and in the Alerts section. You'll also receive an email notification.

Invadent shows all items at or below their reorder point, grouped by supplier.

The suggested order quantity is pre-filled. Change any quantity or uncheck items you don't want to order.

Each supplier receives a professional PDF purchase order by email. You get a copy too.

Use AI invoice scanning to apply the received items back to inventory automatically.

When scanning an invoice or adding items manually, select the expiration month and year using the date picker.

Items expiring within 30 days show in the Expiring Soon widget on your dashboard.

FIFO — first in, first out. Check your dashboard weekly to see what needs to be used up.

When a new shipment arrives with different expiration dates, edit the item and update the date.

See total spend, year-over-year comparison, and breakdown by supplier and category.

Search "glove" to see every glove product from every supplier combined into one total. Understand your true cost per category.

Enter your monthly collections in Settings to see your supply cost percentage. Industry benchmark is 5–7%.

See if your supply costs are trending up or down compared to the same period last year.

Total items, low stock count, out of stock count, and expiring soon count at a glance.

Scan or enter items to add stock without navigating to the inventory page. Perfect for receiving deliveries.

Scan or search to check out items without navigating away. Perfect for chairside use.

All low stock and out of stock items listed with quick checkout buttons.

Items expiring within 30 days so you can use them up or plan ahead.

A popup opens with the barcode scanner focused and ready.

Known items (already in your inventory) are added instantly — no button clicks. Just scan and keep going.

If Invadent doesn't recognize the barcode, enter a name. Next time you scan that barcode it's recognized automatically.

This appears when you have more than one location set up.

Use the location switcher to view and manage each office's inventory separately.

All Locations → Transfer Stock. Move items from one office to another with full transaction history.

See low stock across all locations in one view so nothing slips through the cracks.

In the sidebar under Settings.

Enter each team member's name and assign them a 4-digit PIN.

Toggle on PIN Accountability Mode. Staff must enter their PIN before checking out any item.

Transaction history shows which staff member checked out each item and when.

Cleanest Bluetooth scanner integration; the soft keyboard works correctly once you apply the one-time settings toggle (see the Bluetooth scanner + soft keyboard workaround below). iPads are fully supported and work well chairside, but iOS has OS-level quirks with Bluetooth scanners (see workarounds below). Because the chairside flow is mostly checkout (no typing required), those quirks rarely matter here.

All major browsers supported (Chrome, Safari, Edge, Firefox). A physical keyboard means no Bluetooth-scanner soft-keyboard quirks. iPad works here too with the workarounds below. (Note: if you use a Chromebook for receiving, USB-cabled scanners work reliably; Bluetooth scanner pairing is inconsistent on Chrome OS.)

Full physical keyboard, works with any USB or Bluetooth scanner, no workarounds needed. This is the ideal setup for the front desk or office manager who handles receiving.

Recommended models: Samsung Galaxy Tab A series ($150-250) or Lenovo Tab series. Full Android with Google Play and Chrome, works cleanly with Bluetooth scanners. (Android hides the on-screen keyboard while a Bluetooth scanner is paired — see the Bluetooth scanner + soft keyboard workaround below for the one-time settings toggle that restores it.) Best balance of price and reliability for a dedicated receiving-station tablet.

Works fine — but iOS has known quirks with Bluetooth barcode scanners (see the Bluetooth scanner + soft keyboard workaround below). The built-in Take Photo of Barcode button also works as an alternative to a Bluetooth scanner — it uses the iPad/iPhone camera to capture barcode and QR code images. Useful for chairside use where typing isn't needed anyway.

Fire tablets run a modified Android (Fire OS) without Google Play or Chrome. Bluetooth scanner compatibility is unreliable, the built-in Silk browser has compatibility quirks, and the cameras are generally poor (Photo Scan won't focus well). Cheap upfront but causes ongoing problems.

Bluetooth scanner pairing is inconsistent on Chrome OS. The web app itself works, but the scanner workflow is unreliable.

Inateck BCST-21, NETUM, Tera, or Symcode brand scanners all work. Look for "Bluetooth HID mode" support — this is standard on almost all modern scanners.

Pair the scanner to your device through normal Bluetooth settings. On Windows and Android, this works out of the box. On iPad/iPhone, see the limitation above.

You don't actually need a hardware scanner. The built-in Photo Scan and Take Picture buttons let any device with a camera scan barcodes — including phones, tablets, and laptops with webcams.