The verdict in three sentences
Booking platforms charge 2 to 4 EUR per appointment or a steep monthly subscription, which turns punitive beyond 800 appointments a month. Custom software between 15,000 and 45,000 EUR ex. VAT makes the practice independent, integrates SMS reminders and connects to the patient record. ROI lands between 12 and 18 months for a group practice, with a 3 to 5 month build.
Platform commission or proprietary tool
The commission model is painless at first but eats margin as volume rises. The proprietary tool flips the logic: a fixed investment, then near-zero marginal cost per appointment.
| Criterion | Commission platform | Custom tool |
|---|---|---|
| Cost per appointment | 2-4 EUR | ~0 EUR (after build) |
| Upfront cost | 0 EUR | 15,000-45,000 EUR ex. VAT |
| Monthly subscription | 100-300 EUR | 150-400 EUR (maintenance) |
| SMS reminders | Included or add-on | Integrated, ~0.05 EUR/SMS |
| Patient ownership | Platform | Practice |
| Customisation | Low | Full |
| Timeline | Immediate | 3-5 months |
What the custom budget funds
The cost covers far more than an online calendar: multi-practitioner slot management, cancellation rules, waiting lists and notifications.
| Module | 2026 range (EUR ex. VAT) | Business value |
|---|---|---|
| Multi-practitioner slot engine | 5,000-12,000 | System core |
| SMS and email reminders | 2,000-5,000 | -30 % no-shows |
| Patient portal and pre-registration | 3,000-8,000 | Front-desk time saved |
| Cancellation rules and waiting list | 2,000-6,000 | Fill rate |
| Patient record connector | 3,000-9,000 | Zero double entry |
| Dashboard and analytics | 2,000-5,000 | Activity steering |
Mini case study
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Dr Lefevre co-runs a 4-practitioner practice handling 1,200 appointments/month. On a platform at 3 EUR/appointment he pays 3,600 EUR ex. VAT a month excluding subscription, i.e. 43,200 EUR a year. A custom tool at 32,000 EUR ex. VAT, plus 300 EUR/month maintenance and 0.05 EUR/SMS, comes to roughly 9,600 EUR in year one excluding the build. The investment pays back in under 12 months and the practice regains control of its patient relationship.
FAQ
Does a custom tool really cut no-shows? Yes, automated SMS and email reminders typically lower the missed-appointment rate by 20 to 30 %, recovering several thousand euros of slots a year.
How much does sending SMS cost? About 0.05 EUR per SMS in 2026 via an aggregator. For 1,200 appointments with two reminders each, it stays under 150 EUR/month.
Can the 3 to 5 month timeline be compressed? An MVP focused on slots and reminders can ship in 8 to 10 weeks. Patient portal and analytics modules follow in later iterations.
Can I keep visibility if I leave the platforms? Yes, by pairing the tool with your website, Google listing and direct channels. Some acquisition loss is real but often offset by commission savings.
Does the tool connect to my practice software? Yes, via API. Budget 3,000 to 9,000 EUR for a reliable connector that avoids double entry between calendar and patient record.
Let's scope your project. Share your monthly appointment volume, practitioner count and reminder needs for a precise estimate. 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.
