The verdict in three sentences
A custom clinic platform in Toronto costs between 25,000 and 65,000 CAD in 2026 depending on modules and insurance integrations. The line item that reassures owners most is not the purchase price but the maintenance at 800-1,800 CAD/month and the phased payment plan. With 6 hours saved per week on collections, the investment pays back in under 24 months for a mid-size clinic.
Per-module quotes in 2026
The core covers admissions, patient record and billing. The following modules are priced separately, enabling a phased rollout matched to cash flow.
| Module | 2026 estimate (CAD) | Timeline |
|---|---|---|
| Core (admissions + record + billing) | 17,000-30,000 | 10-14 weeks |
| Patient portal module | 9,000 | +3-4 weeks |
| Insurance / benefits tracking | 6,500-13,000 | +3-5 weeks |
| Pharmacy / stock management | 5,500-11,000 | +2-4 weeks |
| Dashboards and reporting | 4,500-9,000 | +2-3 weeks |
| Practitioner mobile app | 11,000-20,000 | +4-6 weeks |
A complete project combining core, patient portal and insurance tracking sits between 32,000 and 52,000 CAD, with an overall timeline of 14 to 20 weeks.
Payment plan and maintenance
Private clinics in Toronto favour a schedule aligned to project milestones. Here is a typical 2026 plan.
| Milestone | Budget share | Amount on 45,000 CAD |
|---|---|---|
| Signature / discovery | 30% | 13,500 CAD |
| Core delivery | 30% | 13,500 CAD |
| Modules delivery | 25% | 11,250 CAD |
| Acceptance and go-live | 15% | 6,750 CAD |
| Monthly maintenance | — | 800-1,800 CAD/month |
Maintenance covers fixes, regulatory updates, secure hosting and support. It is the continuity guarantee for a tool that handles daily financial flows.
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Mini case study
Mr. Chen, owner of a 9-practitioner private clinic in Toronto (North York). His staff spend on average 6 hours/week manually reconciling collections and insurance approvals. At a loaded cost of ~35 CAD/h, that is ~910 CAD/month of unproductive time, plus billing errors. A custom build at 45,000 CAD + maintenance at 1,200 CAD/month automates insurance tracking and cuts reimbursement disputes by 40% (~7,000 CAD recovered/year). With time saved and rejections avoided, ROI is reached in about 20 months.
FAQ
Can we pay in instalments? Yes, the typical plan spreads payment across 4 milestones tied to deliveries, plus monthly maintenance. This smooths the cash-flow effort across the whole project.
Does the software handle insurance approvals? Yes, the insurance/benefits module (6,500-13,000 CAD) automates approval forms, caps and reconciliation of reimbursements with the main insurers.
How long for the first version? The admissions + record + billing core ships in 10 to 14 weeks. Additional modules are then added in phases without interrupting operations.
Is the patient portal worth its 9,000 CAD? It sharply reduces front-desk call volume and streamlines bookings. For a high-traffic clinic, it pays back within a year in admin time saved.
Is patient data secure? Yes, secure hosting, encryption and automated backups are included in maintenance. Health-data protection rules are built in from the design stage.
Let's scope your project. Tell us your priority modules (patient portal, insurance tracking, pharmacy), practitioner count and indicative budget, and we'll build a phased quote. 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.