The verdict in three sentences
For an operator running two care homes in Berlin with 160 residents and 125 staff, the best foundation in 2026 is a specialist care suite that already handles Pflegedokumentation, electronic billing with the Pflegekassen and the Telematikinfrastruktur connection. Custom software earns its place around that core, mainly as a family portal or group dashboards, and only if it stays clear of health data. Rank options on compliance first, then three year cost and how easily you can take your resident records with you.
How the solution types rank in 2026
We rank categories of solutions using stable criteria. Figures are 2026 estimates for the German market.
| Rank | Solution type | Indicative cost | Time to go live | Data portability | Best fit |
|---|---|---|---|---|---|
| 1 | Specialist care suite (documentation, rostering, billing) | EUR 4 to 10 per bed per month | 3 to 6 months | Medium, export must be contracted | Homes of 50 to 300 beds |
| 2 | Care suite plus custom family portal | Suite plus EUR 12,000 to 35,000 | Plus 2 to 4 months | High for the portal | Operators competing on family experience |
| 3 | Group health and social care ERP | EUR 25,000 to 90,000 plus maintenance | 6 to 12 months | Medium | Groups of 5 homes or more |
| 4 | Standalone rostering SaaS (Dienstplan) | Per employee subscription, public pricing varies by plan | 1 to 2 months | High | Homes struggling with agency staff costs |
| 5 | Fully custom care software | EUR 100,000 and up | 12 months or more | High | Rarely sensible given TI and billing rules |
German care homes have had to connect to the Telematikinfrastruktur since July 2025, and billing with the long term care insurers follows strict electronic formats. Specialist suites carry that compliance burden for you, which is why a fully custom build ranks last.
Three year cost for 160 beds
| Cost line | Care suite only | Suite plus family portal | Group ERP |
|---|---|---|---|
| Setup and staff training | EUR 9,000 | EUR 9,000 | EUR 55,000 |
| Subscription at EUR 7 per bed, 36 months | EUR 40,320 | EUR 40,320 | EUR 0 |
| Resident record migration | EUR 5,000 | EUR 5,000 | EUR 7,000 |
| Family portal build | EUR 0 | EUR 22,000 | EUR 9,000 configuration |
| Maintenance and hosting, 36 months | Included | EUR 12,600 for the portal | EUR 54,000 |
| Three year total | EUR 54,320 | EUR 88,920 | EUR 125,000 |
| Cost per resident per month | EUR 9.43 | EUR 15.44 | EUR 21.70 |
A portal limited to news, menus, visit booking, invoices and consented event photos holds no health data, which keeps hosting simple. A remote team can build it for far less than a Berlin agency: Kolonell, for example, delivers medium complexity web apps for 2,500,000 to 4,000,000 FCFA (about EUR 3,800 to 6,100) in 2 to 3 months, with maintenance from EUR 38 to 115 a month.
What separates vendors
| Criterion | What to check | Acceptable threshold |
|---|---|---|
| Health data hosting | GDPR Article 9 safeguards, German or EU data centre | Hosting location and certifications written into the contract |
| TI connection | Secure messaging and electronic records support | Live in production, not on the roadmap |
| Care documentation | Bedside entry on tablets | Under 1 minute per entry |
| Pflegekassen billing | Electronic billing formats | Monthly run completed in under a day |
| Rostering | Shift patterns, absences, agency staff | Replacement proposed in under 10 minutes |
| Portability | Export of resident records | Full export in a standard format, tested |
Mini case study
Illustrative example: Stefan, managing director of two care homes in Pankow and Steglitz, 160 residents, 125 staff. Reception handles about 22 family calls a day averaging 5 minutes, close to 670 hours a year.
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A family portal with news, visit booking and online invoices targets 40% fewer calls, about 268 hours a year. At EUR 34 an hour, that is roughly EUR 9,100 a year. Over three years the EUR 34,600 portal cost in the table is not fully recovered by time alone, so Stefan keeps the scope tight and counts on occupancy: one extra resident a year, at around EUR 3,000 of monthly fees, outweighs the whole portal.
FAQ
What is the best care home software in Berlin?
For most homes, a specialist care suite at roughly EUR 4 to 10 per bed per month. It covers documentation, rostering and insurer billing from day one, with a 3 to 6 month rollout.
Is the Telematikinfrastruktur connection mandatory?
Yes, care facilities in Germany have been required to connect since July 2025. Choose a suite that already runs TI services in production rather than promising them.
How much does a custom family portal cost?
Berlin agencies typically quote EUR 12,000 to 35,000. A version with news, visit booking and invoices often lands around EUR 18,000.
Do two homes need a group ERP?
Rarely: an ERP at EUR 25,000 to 90,000 usually pays off from about 5 homes. Below that, a suite plus simple group dashboards is enough.
How do we switch software without losing records?
Contract a full export, test it before cancelling, and budget EUR 5,000 to 7,000 for migration. Two to four weeks of parallel running protects care continuity.
Let's scope your project. Tell us about your homes, your current suite and what families ask for most, and we will price a portal scope that stays clear of health data, with a 2 to 3 month timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
