Financial Management for Dental Practices
DPP is a cloud-based payroll and financial management platform built exclusively for UK dental practices. One of the best back office management portal. It automates NHS UDA-based dentist payments, hygienist income tracking, and staff wages, eliminating spreadsheets and reducing payroll errors to zero.
100%
NHS UDA Payment
Accuracy
3–5 hrs
Admin Time Saved Per
Week
UK-only
Built for NHS & Private
Dental
Dental practices often face challenges when managing their finances and ensuring accurate tracking of income and expenses. Many rely on separate systems or manual methods to record their costs, deductions, and payments.
which can lead to errors, delays, and inefficiencies. Additionally, managing payments for different roles, like dentists, hygienists, and staff, can be challenging without an integrated financial management system. For dentists and hygienists, managing NHS payments based on UDA targets and private treatments can be complicated and time-consuming.
Dentists may face challenges with the accurate input of UDA codes, and hygienists’ pay can often be inconsistent, especially when treatment type categories (NHS vs private) change frequently. Furthermore, staff payments for hours worked need to be properly tracked and calculated based on predefined rates, leading to administrative burden and risk of errors.
Our Key Benefits
Customisable Pay Rates
Configure distinct pay structures for dentists, associates, hygienists, and support staff.
Payment Approval Process
Before payment, practice managers or admins review and approve each clinician’s session report.
Automatic payment calculations
Each cycle, the system automatically generates ready-to-approve staff payment reports.
Accurate Tracking Reports
DPP reports handle staff earnings, attendance, holidays, and private income by service type.
Every step of the payroll process, handled
Setting User Rates
User rates are initially set based on the role of each employee in the practice. These rates are customised to reflect the specific responsibilities and work hours of each position, ensuring that payment calculations are accurate from the outset.
- Role-based rate templates for dentists, hygienists, therapists, and staff
- NHS UDA target and private rate configuration per dentist
- Instant rate updates with no disruption to in-progress sessions
- Rate history log for audit and compliance purposes
Payment Calculation for Non-Dental Staff
Payments for non-dental staff are based on their roles and work hours. The practice manager or admin enters the relevant information, such as hourly rates, shift allowances, and any applicable bonuses or commissions. Payment reports are created and payments are processed accordingly.
- Hourly, sessional, and salaried staff all supported
- Shift allowance and bonus calculations included
- Per-employee payment reports with full breakdown
- Approve individually or in bulk for efficiency
Real-time payment tracking and full audit trail
Once payments are approved for all staff, they are recorded in the system under “Approved Payments.” This feature allows your practice to track the status of payments in real time, offering full transparency. You can access financial records easily, from anywhere, ensuring that payment information is always available when needed.
This system simplifies the payment process for both dental and non-dental staff, ensuring accuracy, reducing errors, and providing easy access to payment information at any time.
- Real-time status for pending, approved, and processed payments
- Approver name and timestamp on every record
- Accessible from desktop, tablet, and mobile
- Export-ready for accountants and payroll bureaus
NHS UDA payment calculation and approval for dental professionals
For dental professionals, such as dentists and hygienists, sessions are created for each workday. Financial details, including adjustments, allowances, deductions, and income (such as emergency, private, or other income), are entered by the practice manager or admin. The system automatically calculates these details and generates a report for each professional.
- NHS UDA code entry with automatic total calculation
- Private income categorised by treatment type
- Adjustments, allowances, and deductions tracked per session
- Hygienist NHS/private split calculated automatically
Comprehensive Reporting For Your Practice
Our system delivers a suite of detailed reports designed to give you a clear and complete overview of your practice’s financial and operational performance. These reports provide valuable insights into key areas, including:
- Earnings and payments for dental professionals and staff
- Staff attendance and holiday tracking
- Breakdown of private income and services
- Total private revenue generated by the practice
These reports offer full transparency, helping you efficiently manage payroll, monitor staff activity, and assess the financial performance of your practice. With easy access to up-to-date, accurate data, you can make informed decisions and ensure the smooth running of your practice.
| Report type | What it covers | Who it's for | Available in DPP |
|---|---|---|---|
| Dentist earnings report | NHS UDA payments, private income, allowances, deductions per session | Principal dentist, practice manager | ✓ Included |
| Hygienist payment report | NHS/private income split, session totals, approval status | Practice manager, hygienist | ✓ Included |
| Staff payroll summary | Hours worked, hourly rates, bonuses, total payable | Practice manager, accountant | ✓ Included |
| Attendance & holiday tracker | Leave taken, remaining entitlement, absence patterns by staff member | Practice manager, HR lead | ✓ Included |
| Private income breakdown | Private revenue | Practice principal, finance lead | ✓ Included |
| Total practice revenue report | Combined NHS and private income, month-on-month and year-to-date | Practice owner, accountant | ✓ Included |
How DPP compares to generic payroll software
General-purpose payroll tools are not designed for the unique financial structure of UK dental practices , NHS contracts, UDA targets, mixed NHS/private income, and GDC-regulated professionals. DPP is built specifically for this.
| Feature | DPP | Generic payroll tools |
|---|---|---|
| NHS UDA payment calculations | ✓ Built-in | ✗ Not available |
| NHS/private income split for hygienists | ✓ Automatic | ✗ Manual workaround |
| Dentist session-by-session records | ✓ Included | ✗ Not available |
| Approval workflow before payment | ✓ Included | ⚡ Basic only |
| Non-dental staff payroll | ✓ Included | ✓ Available |
| Private income reporting by treatment | ✓ Detailed | ✗ Not available |
| Built for UK dental regulation (GDC, CQC, NHS) | ✓ Designed for it | ✗ No dental context |
| HR + compliance in same platform | ✓ Included | ✗ Separate purchase |
Common Questions about DPP's Financial Management Module
General-purpose payroll tools are not designed for the unique financial structure of UK dental practices — NHS contracts, UDA targets, mixed NHS/private income, and GDC-regulated professionals. DPP is built specifically for this.
DPP automatically calculates dentist pay based on Units of Dental Activity (UDAs) completed within NHS contracts. applying your configured pay-per-UDA rate. A payment summary showing UDAs delivered, any under- or over-performance against contract, and the resulting gross payment — ready for payroll processing.
Yes. DPP supports split-payment profiles for hygienists working across both NHS and private lists. You can configure separate pay rates, session fees, or percentage-of-revenue models for each income stream. DPP then apportions earnings correctly, providing a single consolidated payment figure per hygienist while maintaining a clear audit trail of NHS versus private activity.
DPP's financial module covers the full practice team, not just clinical staff. Reception, practice management, and administrative roles can all be configured with salary, hourly, or sessional pay structures. Overtime rules, bank holiday uplifts, and absence deductions are handled automatically, and payroll outputs can be exported directly to HMRC-compatible formats or integrated with your existing payroll provider.
DPP includes a suite of ready-to-use financial reports, including:
- Monthly and year-to-date income summaries (NHS vs private)
- Clinician pay statements and UDA performance reports
- Outstanding patient balances and debt-ageing reports
- Lab fee reconciliation and supplier payment schedules
- Practice P&L overview for principal and corporate groups
All reports are exportable to PDF, Excel, or CSV for sharing with your accountant or finance team.
DPP is specifically built to scale with multi-clinician and multi-site practices. Each dentist, therapist, and hygienist has an individual financial profile with their own targets, pay rates, and contract allocations. Practice owners and managers get a consolidated dashboard across all associates, making it straightforward to compare performance, manage NHS contract risk, and ensure every clinician is paid accurately — however complex the team structure.
At the end of each pay period, DPP generates a draft payment run for review. Practice managers or principals can inspect individual pay calculations, flag any discrepancies, and make manual adjustments before approving. Once approved, DPP produces finalised pay statements for each team member and a payroll export file. A full approval audit log is maintained so you always have a record of who authorised each payment and when.
Built within the UK dental regulatory framework
NHS BSA alignment
dental contract requirements.
HMRC payroll compliance
Payment records produced by DPP are export-ready for payroll bureaus and accountants, consistent with HMRC payroll running guidance.
CQC record-keeping
Audit trails and approved payment records support the financial governance expectations of CQC-registered practices. See Compliance module →
GDPR-compliant data handling
Staff financial data is processed and stored in compliance with UK GDPR. DPP does not share payroll data with third parties. Privacy policy →
Ready to simplify your dental practice finances?
Join dental practices across the UK that use DPP to automate payroll,
eliminate errors, and get full financial visibility — all in one portal.
Or book a 30-minute demo with the DPP team