How do I build a dental equipment proposal?
On this page
- Key facts
- Why tie the proposal to the floor plan?
- What does a dental equipment proposal template look like?
- What should each column contain?
- How do I size the mechanical equipment in the proposal?
- Should the proposal include IT?
- How do taxes and financing fit?
- Which free tools help with this?
- How FloorStack helps
- Free tools for this step
- Frequently asked questions
- Sources
Organize it room by room on the floor plan, not as a price list. For each item, list the model, quantity, utility requirements, lead time, warranty, installer and software compatibility. In 2026 the tax side matters too: the Section 179 limit is $2,560,000, and 100% bonus depreciation is now permanent for property acquired after January 19, 2025 (IRS).
Key facts
| Proposal element | Why it matters | Source |
|---|---|---|
| Model-specific dimensions | A-dec dealers can issue a quote packet with key dimensions for the products being delivered | A-dec Inspire 397 guide (PDF) |
| Utility specs | Chair example: air 80–125 psi, water 60 ± 20 psi | A-dec 511 guide (PDF) |
| Lead time in writing | Belmont advises getting a realistic timeline in writing | Belmont |
| Example manufacturer lead time | Boyd standard: ships 6 weeks after signed acknowledgment and deposit | Boyd |
| Warranty terms vary | Midmark: operatory 5 years, labor 1 year, registration within 30 days | Midmark |
| Compatibility | Patterson can't guarantee devices not on its Eaglesoft list | Patterson (PDF) |
| Section 179 (2026) | $2,560,000 limit; phase-out above $4,090,000 | IRS Pub 946 (PDF) |
Why tie the proposal to the floor plan?
Because equipment and construction have to agree. A price list tells the doctor what they're buying; a room-by-room proposal tells the architect and contractor what to build for. Corporeal Visions recommends finalizing equipment 4–6 weeks before permit submission, because late mismatches turn into change orders that can cost 200–400% more after drywall (Corporeal Visions). When every line item carries a room number, the architect can check it against the plan.
What does a dental equipment proposal template look like?
Here's a template you can copy. A downloadable version will come with the free equipment inventory & appraisal report (coming soon).
| Room | Item | Make/model | Qty | Utilities (air, water, vacuum, drain, power, data) | Installer | Lead time (written) | Warranty and registration | PMS/imaging compatibility | Price |
|---|---|---|---|---|---|---|---|---|---|
| Op 1 | Chair and delivery | 1 | Per pre-install guide | Dealer | — | ||||
| Op 1 | Operating light | 1 | Power; ceiling or chair mount | Dealer | — | ||||
| Op 1 | Intraoral sensor | 1 | USB or network | Dealer/IT | Confirm bridge | ||||
| Op 1 | Monitors and computer | 2 | Power, data | IT | — | ||||
| Imaging | Pano or CBCT | 1 | Dedicated circuit, data, shielding | Dealer + physicist | Confirm bridge | ||||
| Sterilization | Sterilizers, cleaner | Power, water, drain, data | Dealer | — | |||||
| Mechanical | Compressor, vacuum, amalgam separator | Power, piping | Dealer + plumber | — | |||||
| IT closet | Rack, switch, firewall, server or NAS | Power, cooling | IT | — |
Use one row per item per room. Totals by room help the doctor see where the money goes.
What should each column contain?
- Make/model: exact model and configuration. "Chair package" is not enough. For A-dec, attach the dealer's OrderNet quote packet (A-dec).
- Utilities: pulled from each manufacturer's pre-installation guide. A-dec's 511 chair, for example, needs 80–125 psi air at 2.5 scfm, water at 60 ± 20 psi, a 1" vacuum line, a 1-1/2" drain and a hospital-grade receptacle (A-dec). See chair utility requirements.
- Installer: dealer, contractor, IT provider or a specialist. See contractor vs dealer.
- Lead time: in writing, with variables that could push it (Belmont). Boyd, for example, ships standard configurations 6 weeks after a signed acknowledgment and deposit, and custom products 8 weeks after drawing approval (Boyd). See equipment lead times.
- Warranty: term, start date and registration rule. Midmark requires registration information within 30 days and covers the operatory line for 5 years with 1 year of labor (Midmark); A-dec measures warranty from the A-dec invoice date (A-dec). See warranty registration.
- Compatibility: confirmation that each imaging device works with the practice's PMS. Patterson states it can't guarantee equipment not on its Eaglesoft compatibility list (Patterson). The free device compatibility checker (coming soon) is planned for this check, and our imaging compatibility reference lists vendor-confirmed pairings.
How do I size the mechanical equipment in the proposal?
Compressor and vacuum capacity depends on chair count and procedures. Corporeal Visions notes the system's sizing is driven by the number of chairs and procedures, and lead times run 8–14 weeks (Corporeal Visions). The free compressor & vacuum sizing calculator (coming soon) is planned for a first estimate to confirm with the dealer. See the dental mechanical room.
Should the proposal include IT?
Yes, at least as allowances. Imaging, monitors, cameras, phones and the network are part of the equipment budget, and they need drops, power and rack space. FloorStack Studio (live, free plan) produces a device schedule with rooms, ports and cable lengths and a network rack layout (FloorStack FAQ), which can be attached to the proposal as the IT section.
How do taxes and financing fit?
The proposal should break out depreciable equipment cleanly for the doctor's accountant. For 2026, IRS Publication 946 lists a Section 179 deduction limit of $2,560,000, reduced once qualifying property placed in service exceeds $4,090,000 (IRS Pub 946). The IRS also issued Notice 2026-11 on the permanent 100% bonus depreciation for property acquired after January 19, 2025 (IRS). The doctor's CPA decides how to use them. For the full budget, the free build-out cost & timeline calculator (coming soon) is planned to combine equipment with construction.
Which free tools help with this?
The dream-practice builder (free tool, coming soon) is planned to let you lay out rooms and operatories before anything is drawn.
How FloorStack helps
FloorStack is a dental build-out platform that ties equipment to the plan. FloorStack Studio (live, free plan) produces the IT device schedule. The device compatibility checker, equipment inventory & appraisal report, compressor & vacuum sizing calculator and build-out cost & timeline calculator are free tools coming soon. Back to the Dental Equipment Planning hub. Also use the Dream-practice builder (free tool, coming soon).
Free tools for this step
- FloorStack Studio (live, free plan): a 3D IT plan of your office with every device placed.
- Device compatibility checker (free tool, coming soon): check sensors, CBCT, pano and PMS bridges before you buy.
- Equipment inventory & appraisal report (free tool, coming soon): build an equipment inventory with warranties and an appraisal-ready report.
- Compressor & vacuum sizing calculator (free tool, coming soon): size the compressor and vacuum to your chair count; confirm with your dealer.
- Build-out cost & timeline calculator (free tool, coming soon): estimate budget and schedule from your square footage, operatory count and region.
- Dream-practice builder (free tool, coming soon): lay out rooms and operatories.
Frequently asked questions
What should a dental equipment proposal include?
For each item: room, model, quantity, utilities, installer, written lead time, warranty and registration terms, PMS compatibility and price.
Why organize an equipment proposal by room?
So the architect and contractor can check every item against the plan before construction documents are final (Corporeal Visions).
Should lead times be in the proposal?
Yes, in writing (Belmont).
What is the Section 179 limit for 2026?
$2,560,000, phasing out above $4,090,000 (IRS Pub 946). Ask your CPA.
Do equipment warranties need registration?
Some do. Midmark requires registration information within 30 days (Midmark).
How do I confirm a sensor works with my software?
Check the PMS vendor's published list. Patterson won't guarantee devices not on its Eaglesoft list (Patterson).
Sources
- A-dec Inspire 397 Specialty Cabinet Pre-Installation Guide (PDF)
- A-dec 511 Dental Chair Pre-Installation Guide (PDF)
- A-dec: Warranty
- Midmark: Dental Warranty Information
- Takara Belmont: Questions to ask before buying operatory equipment
- Boyd Industries: FAQ
- Patterson: Eaglesoft compatible equipment list, Answer 2647 (PDF)
- Corporeal Visions: Dental Equipment Coordination and Construction (June 2026)
- IRS Publication 946 (PDF)
- IRS: Guidance on the additional first-year depreciation deduction (Notice 2026-11)
- FloorStack FAQ
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