Apexo

Apexo is a dental practice manager for clinics that want clinical records and scheduling alongside reporting and offline work. It is best suited to practices willing to run their own server. The free, open-source app offers meaningful control over clinic data, at the cost of taking on hosting and maintenance.

Overview

Apexo brings appointment scheduling, patient records, and clinic reporting into one application. Its calendar is designed for high-traffic clinics, and provider calendars support organizing appointments across practitioners. That breadth makes it more useful as a practice-management system than a booking calendar alone.

Its local-first approach is a practical advantage where internet access is unreliable: the app works offline and syncs across endpoints. But this is not a hosted service that removes infrastructure work. Clinics must provide a PocketBase server; Apexo creates the required collections and values at first login. The maker says clinic data stays on users’ own servers, which offers control but leaves hosting and security responsibility with the clinic. The manual advises HTTPS and supports scheduled or manual backups, with optional S3 storage.

Key features

Clinical and administrative work

The combination of comprehensive medical and dental records, appointment scheduling, automated financial reports, and clinic health statistics covers several everyday practice needs. Clinics looking for records and operational reporting in the same system may value that scope; a practice that only needs appointment booking may find the self-hosted setup disproportionate.

Additional workflows

On Windows, Apexo can monitor folders for DICOM X-ray files from RVG sensors and sync imported images to other devices through PocketBase. That is a targeted benefit for clinics using this imaging workflow, rather than a general integration with every imaging system.

The manual also describes AI voice transcription and receipt scanning. Its privacy notice says submitted data is not used for training. SMTP supports email, while S3-compatible storage can hold backups and uploaded photos. The homepage lists English, Arabic, Spanish, Polish, and Kurdish, a useful range for clinics working in those languages.

Pricing

Apexo’s Free plan costs nothing. It is a free dental practice-management system under the GNU GPLv3 open-source license, with no paid tier described. The important qualification is that the clinic must host its own PocketBase server, so free software does not mean a managed service without infrastructure work.

Platforms

Apexo runs on Android, iOS, macOS, web, and Windows. The Windows folder-watching feature for DICOM imports is platform-specific; the other listed platforms broaden access to the core application.

Who it's for

Apexo makes most sense for dental clinics that want offline-capable scheduling, records, and reporting, and have the capacity to manage a PocketBase server, HTTPS, and backups. Its maker says it was built in Mosul, Iraq, and that development happens in free time at the maker’s own clinic; clinics should weigh that context when considering how they want to obtain support. The project points users to GitHub to report bugs or contribute.

It is a weaker fit for practices seeking a turnkey hosted system or an upgrade path from the earlier Apexo application. The maker says data cannot be migrated from that earlier app because the current version is a rewrite, so existing users face a particularly significant barrier.

Pros and cons

Pros: Free and open-source, with scheduling, provider calendars, patient records, and reports in one system.

Pros: Offline operation and cross-endpoint syncing can preserve workflow through internet outages.

Pros: Clinic-controlled hosting, backup options, and focused DICOM import support offer useful operational control for suitable practices.

Cons: Clinics must host and maintain PocketBase, adding technical work that a managed product avoids.

Cons: Migration from the earlier Apexo application is unavailable, making replacement or upgrade harder for its existing users.

Alternatives

For a wider shortlist, see Dental Appointment Scheduling Software. Open Dental is worth comparing for teams seeking a freemium option with a free plan and a free option for qualifying dental, hygiene, and dental-assisting schools. Oryx Dental is a paid alternative whose startup offer has a stated trigger for regular pricing: 200 patients or 12 months after signup, whichever comes first.

Denteasy may suit clinics looking for a paid product with a free trial and a free first-three-month plan that includes appointments, digital records, and an analytics dashboard. Dentobees is another paid option with a free trial. MolarPlus starts its Plus plan at $4 a month, billed $48/year billed annually, for one clinic and five staff logins, with monthly caps on new patients and appointments.

Dentella offers a free plan for one chair with a public clinic page and online bookings, so it may fit a smaller clinic prioritizing those functions. Practice-Web is a paid alternative with a free trial. DentinCloud has a free web plan capped at two users, 250 patients, and 500 MB of storage, including appointment and patient management plus basic reports; that cap-based hosted option may appeal to clinics that prefer a web service over self-hosting.

Verdict

Choose Apexo if your clinic wants a free, open-source dental manager with offline work, records, reporting, and control of its own data—and can responsibly run PocketBase. Look elsewhere if you need managed hosting or a migration route from the earlier Apexo: those are the clearest costs of its otherwise compelling free plan.