What's really going on

Orders arrive from Medit. That's already a lead pipeline — closed-won on arrival. You're not chasing deals; you're chasing work-in-progress across 50 jobs a week with 2-3 people. OneDrive holds files. Power Automate moves them. Neither shows you, at a glance, that order #4471's model is printed but the splint isn't milled yet. That's where things slip — a tray gets re-printed, a dentist calls asking where their case is, a splint ships a day late.

What to do instead

1. A Kanban board in your existing Microsoft 365 (free — you already pay for it) — one card per order, columns: Received → Model Printing → Model Done → Milling → QC → Shipped. Planner or a Loop board works. Two parallel sub-checklists on the card (Print / Mill) so both processes tick independently.
2. Power Automate flow from Medit → new card (free — you have it) — auto-create the card the moment the scan lands in OneDrive, with patient ref and due date pre-filled. You're halfway there already.
3. A daily 5-minute stand-up at the board. Boring. Works. Catches the one job that's been stuck in "Model Done" for two days.

First action, 30 min: open Planner, make the six columns above, drag this week's open orders onto it by hand. You'll see your bottleneck by Friday.

What you're being oversold

Anyone pointing you at Pipedrive, HubSpot, or Salesforce for this is selling you a sales pipeline you don't need — your sales close themselves when Medit pings. None of them track a two-track manufacturing process well. Buying one would cost you AUD a month and still leave you with the real problem: no shared view of which splint is at which station. Doing nothing costs you re-prints, late shipments, and the occasional remake — small per case, painful across 50 a week.

When to revisit this

When you start taking direct enquiries from dentists (not via Medit) and someone has to follow up to win the case — then you have a sales pipeline worth tracking.

The part worth getting right

The one call: is your bottleneck visibility (you have the capacity, you just lose track) or capacity (the printer or mill is genuinely full)? If it's visibility, the Planner board fixes it this week and you're done. If it's capacity, a board just shows you the queue growing — and the real fix is a second printer, a night run, or turning work away. Same symptom, very different month ahead. Worth knowing which before you build anything.