The verdict in three sentences
For an external occupational health provider in Munich looking after 60,000 employees, the best 2026 choice is a specialist occupational health system for medical records and preventive care, extended with custom modules for client company self service and online booking. A full custom replacement rarely makes sense: medical confidentiality, German data protection rules and frequent regulatory updates are hard to carry alone. With licenses of roughly 25,000 to 120,000 EUR a year (2026 market ballpark), the real gains come from fewer missed appointments and less admin for client companies.
2026 ranking of solution categories
2026 market ballparks. No vendor or agency is ranked by name.
| Rank | Category | Indicative cost | Time to go live | Exit options | Support | Best fit |
|---|---|---|---|---|---|---|
| 1 | Specialist occupational health system plus custom modules | 25,000 to 120,000 EUR a year plus 25,000 to 70,000 EUR of custom work | 6 to 12 months | Good with an open API | Vendor and integrator | Providers above 40,000 employees covered |
| 2 | Specialist occupational health system alone | 25,000 to 120,000 EUR a year | 6 to 9 months | Medium, negotiate record export | Vendor | Standard processes |
| 3 | Broad healthcare suite adapted | License and configuration, varies by vendor | 9 to 15 months | Medium | Varies | Groups running clinics and occupational health |
| 4 | Full custom platform | 220,000 EUR and up, plus compliant hosting | 12 to 24 months | Full | Studio | Very large networks only |
| 5 | Keep the legacy system as is | Rising upkeep | Not applicable | Low | Declining | Short transition only |
Kolonell's prices for modules around the core system: medium application 6,100 to 10,670 EUR (4,000,000 to 7,000,000 FCFA), complex application 10,670 to 22,870 EUR and up (7,000,000 to 15,000,000 FCFA and up), maintenance 53 to 183 EUR a month. Medical data stays with a hosting provider that meets the standards you require.
Requirements that separate the options
| Requirement | Why it matters in Germany | Specialist system | Custom modules |
|---|---|---|---|
| Occupational medical records and preventive care | Core of the service under ArbMedVV and the ASiG framework | Native | Do not rebuild |
| Data protection under the GDPR and the BDSG | Health data is a special category | Vendor documentation | Access rules designed with your DPO |
| Hosting in Germany or the EU with recognised attestations (such as BSI C5) | Client companies and works councils ask | Depends on vendor | Required in the contract |
| Appointment scheduling for tens of thousands of visits | Missed slots waste physician time | Native, often dated interface | Online booking and SMS reminders |
| Client company portal for 3,000 employers | Headcount updates, risk assessments, certificates | Basic | Modern portal linked to the core |
| Billing per contract and per service | Mixed flat fees and per visit pricing | Native | Online payment and reminders |
| Works council and employer reporting | Aggregated, never individual medical data | Standard reports | Custom dashboards |
Employer obligations for preventive occupational medicine are set out in German law, notably the ArbMedVV. Have your legal team confirm what your software must record, and ask each vendor for its roadmap on regulatory updates.
Three year cost, worked figures
| Option | Setup | Recurring over 36 months | Three year total |
|---|---|---|---|
| Specialist system at 70,000 EUR a year | 35,000 EUR migration and training | 210,000 EUR | 245,000 EUR |
| Specialist system plus market built portal | 90,000 EUR | 210,000 EUR plus 21,600 EUR upkeep | 321,600 EUR |
| Specialist system plus Kolonell portal | 35,000 EUR plus 15,000 EUR within the complex range | 210,000 EUR plus 6,588 EUR Premium maintenance | 266,588 EUR |
| Full custom platform | 220,000 EUR and up | Hosting and upkeep on top | Above 350,000 EUR |
Mini case study
Illustrative example: Thomas, managing director of an occupational health provider in Munich, covers 60,000 employees across 3,000 client companies and schedules about 22,000 appointments a year. 12 % are missed or cancelled late, 2,640 lost slots.
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Online booking, SMS reminders and one click rescheduling should bring that to 6 %, recovering 1,320 slots. At 30 minutes per slot and a loaded 110 EUR an hour for physician time, that is about 72,600 EUR a year. A client portal at 55,000 EUR from a market studio, or 15,000 EUR at Kolonell, pays back within the first year.
FAQ
What does occupational health software cost in Munich?
As a 2026 market ballpark, 25,000 to 120,000 EUR a year in licenses depending on size. Add 25,000 to 70,000 EUR for custom modules around the core.
Where should occupational health data be hosted?
In Germany or the EU with a provider whose security attestations your DPO accepts. Ask for current certificates before signing and review them every 12 months.
Should we replace our core system with a custom build?
Rarely: a full custom platform often exceeds 220,000 EUR and 12 months. Modernizing the client portal and booking around the core usually pays back faster.
How long does a client portal take?
Plan 3 to 5 months if the core system's API is documented. Pilot it with 50 client companies for 4 weeks.
Does Kolonell work with German providers?
Yes, on modules around the core system, at Kolonell's prices: complex applications from 10,670 EUR, maintenance from 53 to 183 EUR a month, with EU hosting.
Let's scope your project. Tell us your core system, number of client companies and main pain points, and we will propose a scope, budget and rollout plan. 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.
