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 the same structure we recommend to every practice that works with us — adapted for paper or digital use, depending on your workflow.
This page provides a free dental scrap inventory log in Excel and PDF 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. The PDF is printer-ready for paper-based workflows.
Download the Templates
↑ 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 Use a jewelry scale or lab scale accurate to 0.01 grams. Record the weight 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; the assay determines the authoritative figure. 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, use the prepaid shipping kit and update each included row's submission date.
- Record payout and file the completed log Once you receive payment, enter the payout in the Payout Received ($) column. 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 fifteen years of buying dental scrap, 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 helps you accumulate enough weight per submission to get a meaningful check rather than a small one. Practices that accumulate larger batches often see more meaningful payouts than those submitting a single crown or small amount of scrap.
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; aids sorting at assay |
| Alloy (if known) | High-Noble, Noble, or Predominantly Base Metal — from alloy sheet or crown box | High-Noble contains ≥60% gold; Noble ≥25%; knowing this helps forecast payout |
| Weight (g) | Grams to two decimal places from your practice scale | For your reference and rough value estimate — assay weight is authoritative |
| 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 ($) | Dollar amount received after assay; auto-totals in Excel | Gives your practice a running annual precious metals recovery figure |
Most practices generate between 8 and 30 grams of recoverable dental gold per year, depending on patient demographics and procedure volume. At today's gold prices, that represents $200–$800 in annual recoverable value that the majority of practices leave uncollected. 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 (Typical) | Identifiable By | Log It? |
|---|---|---|---|
| Full-Cast Gold Crown | 60–80% gold (High-Noble) | Yellow, metallic, no porcelain | Yes |
| PFM Crown (Porcelain-Fused-to-Metal) | 15–30% gold in substructure | White/tooth-colored exterior, gold collar or interior visible | Yes |
| Gold Bridge (multi-unit) | Varies; typically High-Noble or Noble | Multiple connected units; may be full-cast or PFM | Yes |
| Gold Inlay / Onlay | 60–75% gold | Small, yellow, fits within or over a tooth surface | Yes |
| Palladium Crown (white metal) | 0% gold | Silver-white, often older restorations | Yes |
| 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 (contact mercury recyclers for amalgam) |
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 the gold is. A PFM crown typically runs 15–30% gold by weight. It's not as rich as a full-cast crown, but it's real gold and it adds up fast when you're accumulating a batch over several months. 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. Most practices benefit from submitting once or twice a year, when the batch is substantial enough to be worth the shipping and handling. 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 $250 per referral