A dental scrap inventory log is something most dental practices have never set up — and the gap shows. There is no formal record of the gold crowns and bridges that leave the building each year. A piece comes off during an extraction, gets placed in a paper envelope, and ends up in a drawer — or disappears entirely. By the time the office manager considers selling the scrap, nobody can say with certainty what was collected, when, or how much weight it represents.
A dental scrap inventory log closes that gap. It takes about 60 seconds per entry and gives your practice a defensible, audit-ready record of every item from removal through payout. The template below is a suggested structure for your own records — adapted for paper or digital use, depending on your workflow. We recommend keeping a log, taking photos, and recording weight if practical; Dental Gold Experts does not currently require these before you ship.
This page provides a free dental scrap inventory log in Excel format. Download the template, log each item at the point of removal (date, procedure, material type, weight, and submission status), and retain the completed log for at least three years. The Excel version auto-totals weight and payout. You can also print it for paper-based workflows.
Download the Template
↑ Preview: Main log, Instructions tab, and Sample Data tab
Want to know what your accumulated scrap may be worth?
Use our Dental Gold Calculator to estimate your payout before you submit a batch.
How to Use the Log: 5 Steps
The dental scrap inventory log is designed to require minimal time per entry — the goal is consistency, not complexity. Here is the complete workflow from item removal through payout recording.
- Download and save the template Save the Excel file to your practice management folder — somewhere the office manager or designated staff member can access it from any computer. If you use Google Sheets, make a copy to your Drive and share it with relevant staff. Rename the file with your practice name and year: DentalScrapInvLog_YourPracticeName_2026.xlsx
- Log each item at point of removal — not later The moment a gold crown, bridge, or inlay comes off, enter the date, patient initials or procedure code, and material type. Do not rely on memory at the end of the week. Items disappear from paper envelopes; entries disappear from memory. A 60-second log entry at the operatory or front desk is the entire discipline required.
- Weigh and note material type We recommend recording the weight if practical: use a jewelry or lab scale and record the weight in grams in the Weight (g) column. If you know the alloy from the crown box or alloy sheet, note it in the Alloy column — High-Noble, Noble, or Predominantly Base Metal. Leave it blank if unknown. Your offer from Dental Gold Experts is based on the weight and gold percentage shown in your written report. Add anything relevant in Notes: porcelain present, unusual appearance, presence of a base metal post.
- Store and mark as Pending until submission Place logged items in a labeled envelope or small container in a locked drawer or safe. Use the Submitted? dropdown to mark the item Pending. When you are ready to ship a batch to us, request a free prepaid USPS shipping label and update each included row's submission date.
- Record payout and file the completed log Once you receive payment, enter the payout for that submission in the Payout Received ($) column — once per submission, because Dental Gold Experts melts everything you submit together as one lot. The Excel template calculates your running total automatically. Print the completed year's log and file it in your annual precious metals audit binder. Retain for a minimum of three years.
In more than fifteen years in precious metals, the number-one issue I see with practices that are unhappy with their payout isn't the buyer — it's missing weight. Items collected over months get commingled, procedures get forgotten, and by the time the batch ships nobody can say with certainty what went in the envelope. A log doesn't just protect you in a dispute; it also shows you exactly what you have accumulated before you ship.
Column Reference Guide
Each column in the log has a specific purpose. Here is what to enter and why it matters.
| Column | What to Enter | Why It Matters |
|---|---|---|
| Date | MM/DD/YYYY format, date of removal | Establishes chain of custody timeline; essential for audit documentation |
| Patient / Procedure | Initials or procedure code only — never full name | Links item to a clinical event without creating a HIPAA-visible PHI record |
| Material Type | Gold Crown, PFM Crown, Bridge, Inlay/Onlay, Full-Cast, Mixed Scrap | Helps estimate batch value before submission |
| Alloy (if known) | High-Noble, Noble, or Predominantly Base Metal — from alloy sheet or crown box | High-Noble alloys contain at least 60% noble metal, including at least 40% gold; Noble alloys contain at least 25% noble metal; knowing this helps you estimate value |
| Weight (g) | Grams, recommended if practical | For your reference and rough value estimate — your written report shows the weight used for your offer |
| Notes | Porcelain present, base metal post, condition, tracking number on submission | Critical context if there is ever a weight or payout question |
| Submitted? | Yes / No / Pending (dropdown in Excel) | Instantly shows which items are awaiting submission vs. already shipped |
| Submission Date | Date batch was mailed to Dental Gold Experts | Ties specific items to a specific shipment for tracking purposes |
| Payout Received ($) | Amount received for the submission, entered once per submission; auto-totals in Excel | Gives your practice a running annual precious metals recovery figure |
How much recoverable dental gold a practice generates each year depends on patient demographics and procedure volume, and much of it is easy to lose without a system. A log makes it impossible to miss.
What to Log: Dental Materials With Recoverable Value
Not every material that comes out of a patient's mouth has gold content. This table covers what to log and what to skip.
| Material | Gold Content | What It May Look Like | Log It? |
|---|---|---|---|
| Full-Cast Gold Crown | Measured after melting | Yellow, metallic, no porcelain | Yes |
| PFM Crown (Porcelain-Fused-to-Metal) | Gold, if any, is in the metal substructure; measured after melting | White/tooth-colored exterior, gold collar or interior visible | Yes |
| Gold Bridge (multi-unit) | Varies by alloy; measured after melting | Multiple connected units; may be full-cast or PFM | Yes |
| Gold Inlay / Onlay | Measured after melting | Small, yellow, fits within or over a tooth surface | Yes |
| Silver-colored crown | Varies; measured after melting | Silver-white, often older restorations | Yes, if unsure — offers are based on the measured gold content |
| Implant Abutment (titanium) | 0% gold | Small, silver, attached to implant post | No — no precious metal |
| All-Ceramic / Zirconia Crown | 0% gold | White, glassy, tooth-colored throughout | No — no precious metal |
| Amalgam Filling | 0% gold | Dark grey, fills cavity prep | No — not accepted; leave it out (contact mercury recyclers for amalgam) |
Appearance can help you sort items for your log, but it does not establish an item's alloy or gold content; that is measured after melting.
The material that surprises practices most is the PFM crown — porcelain-fused-to-metal. Offices often assume the porcelain makes it worthless, but the metal substructure is where any gold would be. That metal may be a gold-containing alloy or a base metal, and its gold content is known only after melting and testing. Collected over several months, PFM units can add up. Don't set PFMs aside thinking they don't count. Log them, weigh them, and include them in your next submission.
Recordkeeping Best Practices
The log itself is straightforward. The discipline is in the habits around it. These are the practices we have seen work consistently across dental offices of every size.
Maintaining a dental scrap inventory log works best when the habits around it are consistent. Assign ownership to one person. The log should be the responsibility of a single named staff member — typically the office manager or a designated back-office coordinator. Shared ownership means no ownership. That person should know where the log is, where the collection container is, and when the last submission was made.
Keep the collection container in one fixed place. A labeled jar, envelope holder, or small lockbox near the sterilization area or in the front desk locked drawer works well. Rotate its contents to a secure storage area quarterly if submissions are infrequent.
Log at the operatory, not later. The record is most accurate when it is created at point of removal. A note written on a paper envelope and transferred to the log the same day is second-best. End-of-month reconstruction from memory is how items disappear from the record.
Connect the log to your dental office scrap gold SOP. If your practice has an SOP for precious metals handling, the log is the operational document that provides evidence the SOP is being followed. An SOP without a log is an intention; an SOP with a completed log is a demonstrable process.
Use the log to time your submissions. The log's running weight total tells you exactly where you stand. Our dental gold calculator can give you an estimate before you ship.
Related Resources for Dental Practices
The inventory log works best as part of a broader precious metals recovery system. These pages cover adjacent topics:
- Dental Office Scrap Gold SOP — the procedure that this log documents compliance with
- Dental Gold Calculator — estimate payout before submitting a batch
- How We Assay Dental Gold — understand exactly how your payout is calculated
- How to Get the Highest Payout for Dental Gold — what factors affect your offer
- Dental Gold Referral Program — refer other practices and earn a $250 finder's fee for each referred practice after two separate submissions, with both offers accepted and both customer payments completed