Apexo

Apexo is a free, open-source dental practice manager for clinics that want scheduling, clinical records, reporting, and offline-capable work under their own infrastructure. It fits practices able to host a PocketBase backend and take responsibility for backups and security. The trade-off is that the current rewrite cannot import data from the earlier Apexo application.

Overview

Apexo combines a calendar designed for high-traffic clinics with provider calendars, comprehensive medical and dental records, automated financial reports, and clinic-health statistics. That breadth makes it a practice-management system rather than a booking calendar, especially for teams that want clinical and operational information together.

Its local-first approach allows work to continue without an internet connection and synchronizes data across endpoints when connectivity returns. This is valuable for clinics with unreliable internet, although the model requires more technical ownership than a hosted service. Users host the PocketBase backend themselves; on first login, Apexo creates the collections and values it needs. Clinic-controlled servers can strengthen data ownership, but the clinic must configure HTTPS, maintain the server, manage permissions, and protect its backups.

Key features

Scheduling and records

The busy-clinic calendar and provider calendars support coordination across practitioners. Comprehensive medical and dental records keep patient information with appointments, making Apexo a better fit for ongoing clinical workflows than a scheduling-only product.

Reporting and backups

Automated financial reports and clinic-health statistics provide recurring visibility into practice operations. The manual also supports scheduled automatic backups and on-demand manual backups. Backup files can optionally be stored with an S3 provider, giving administrators a route to separate backup storage rather than keeping every copy on the main server.

Privacy-oriented tools

AI voice transcription and receipt scanning are documented with a privacy notice saying data is not used for training. Windows users can have Apexo watch folders for DICOM X-ray files from RVG sensors; imported images then synchronize to other devices through PocketBase. PocketBase, SMTP email, and S3-compatible storage are the documented integration points.

Languages and support

The homepage lists English, Arabic, Spanish, Polish, and Kurdish. Bug reports and contributions go through GitHub. Development is done in free time at the maker's own clinic, so teams should be comfortable with community-oriented support rather than assuming a conventional enterprise support operation.

Pricing

Free — free

The sole plan is a free dental PMS released under GNU GPLv3. It includes the open-source application, but requires a PocketBase server that the clinic hosts itself. There are no paid tiers or published seat charges, so the financial advantage is clear for practices with the technical capacity to operate the backend. Hosting, maintenance, HTTPS configuration, storage, and backup administration remain part of the clinic's responsibilities.

Platforms

Apexo runs on Android, iOS, macOS, web, and Windows. Windows additionally supports folder watching for DICOM X-ray imports from RVG sensors, while synced images can be viewed across other devices through PocketBase.

Who it's for

Apexo is suited to dental clinics that need provider-aware scheduling, patient records, reporting, and offline continuity, and that want their data on servers they control. It is particularly compelling where internet reliability is a concern or where an open-source, no-license-cost system is preferable.

It is a weaker fit for practices wanting a fully managed backend, conventional vendor-operated support, or a simple appointment tool without infrastructure work. Clinics moving from the earlier Apexo application should also plan for a fresh start because that data cannot be migrated to this rewrite.

Pros and cons

Pros

• Free and open source: GNU GPLv3 licensing avoids a software subscription and permits an independently hosted deployment.
• Offline-first workflow: Staff can continue working without internet and synchronize across endpoints later.
• Broad dental workflow coverage: Scheduling, provider calendars, records, financial reporting, and clinic statistics are combined.
• Clinic-controlled data: Self-hosting, HTTPS guidance, permissions, and flexible backup options support direct infrastructure control.
• Useful automation: AI transcription, receipt scanning, and DICOM folder monitoring address documentation and imaging tasks.

Cons

• Self-hosting is mandatory: Every clinic must provide and maintain a PocketBase server rather than relying on a managed service.
• Operational responsibility stays with the clinic: Security configuration, backups, storage, and uptime require internal ownership.
• No migration from the earlier Apexo: Existing users of that application cannot carry its data into the rewrite.
• Community-led support: The stated support route is GitHub, with development performed in free time at the maker's clinic.

Alternatives

Open Dental is the stronger alternative for practices wanting a freemium product with a free trial and a wider platform range that includes self-hosted deployment.

Oryx Dental suits clinics prepared for a paid system whose startup offer begins at 200 patients or 12 months after signup.

Dentella is worth choosing for Android, iOS, or web clinics seeking a free one-chair plan and separately priced AI check-in and self-screening options.

Denteasy fits practices wanting a free first three months with appointments, digital records, and analytics before moving to a paid clinic plan.

ExACT Medical & Oral is a Windows-only alternative with a freemium structure and a free Locum plan.

DentinCloud is preferable when a web service with a free tier capped at two users, 250 patients, and 500 MB is sufficient.

ABELDent offers a Windows freemium option for practices willing to pay separately for support, training, updates, migration, and premium options.

Curve Dental is an alternative for clinics seeking a paid product across desktop and mobile platforms with specially priced implementation and licenses.

Verdict

Choose Apexo if your dental clinic wants a genuinely free, open-source manager with offline operation, records, reporting, and control of its own data. Look elsewhere if self-hosting is unacceptable, you need conventional vendor support, or you are migrating from the earlier Apexo application.