The verdict in three sentences
For a Munich dental practice with 5 to 8 chairs, a custom tool for treatment plans, private cost estimates and patient follow ups realistically takes 4 to 7 months and 35,000 to 90,000 EUR. The phase most often underestimated is acceptance testing with dentists, whose time is booked by patients. The second main source of delay is the interface with your existing practice management system, which handles statutory insurance billing and should stay in place.
The phase by phase timeline
Figures are 2026 estimates for a tool that sits alongside your certified practice management system.
| Phase | Duration | Deliverables | Who must be available |
|---|---|---|---|
| Discovery | 3 to 4 weeks | Patient journey, screen list, cost estimate rules, hosting and data protection concept | Practice owner, lead dentist, practice manager |
| Design | 3 to 4 weeks | Clickable prototypes for treatment plan, Heil und Kostenplan view and reminders | Lead dentist, 2 hours a week |
| Development | 10 to 18 weeks | Releases every 2 weeks, interface to the practice system | Practice manager, 1 hour per release |
| Data protection review | 2 to 3 weeks, in parallel | Data protection impact assessment, processor agreements | Data protection officer |
| Acceptance testing | 3 to 4 weeks | 30 anonymised real cases, fixes | Two dentists, one assistant |
| Go live and training | 1 to 2 weeks | Staff training, phased switchover | Whole team, two half days |
| Total | 4 to 7 months | Tool in production |
Timeline and budget by scope
| Scope | Timeline | Indicative budget |
|---|---|---|
| Private cost estimates and automated follow ups | 4 months | 35,000 to 45,000 EUR |
| Plus multi stage treatment plans | 5 months | 45,000 to 60,000 EUR |
| Plus e-signature and instalment payments | 5 to 6 months | 55,000 to 70,000 EUR |
| Plus patient portal | 6 to 7 months | 70,000 to 90,000 EUR |
| Hosting in Germany or the EU | Setup 1 to 2 weeks | 200 to 700 EUR per month |
| Annual maintenance | Ongoing | 12 to 18 % of initial budget per year |
The most common causes of delay
The first is access to the practice management system: billing with the statutory insurance associations runs through certified software, and not every vendor exposes an interface, which can add 4 to 8 weeks. The second is German health data rules: patient data is a special category under GDPR, and the Federal Data Protection Act plus professional secrecy obligations require strict access control, encryption and German or EU hosting, so the data protection concept must be signed off before development starts. The third is cost estimate logic: statutory fixed subsidies, private fee schedule factors and supplementary insurance shares need a referent dentist who decides within 48 hours. Finally, avoid acceptance testing in August, when many practices run reduced hours, and around Oktoberfest, when Munich clinics see more emergency visits.
Kolonell can be one of the vendors you consider: a medium complexity web application costs 2,500,000 to 4,000,000 FCFA (about 3,800 to 6,100 EUR) over 2 to 3 months, a complex one 4,000,000 to 8,000,000 FCFA and up (about 6,100 to 12,200 EUR) over 3 to 6 months, with maintenance at 38, 76 or 115 EUR per month.
Mini case study
Illustrative example: Dr Weber, owner of a 6 chair practice in Munich Schwabing, issues 120 private treatment estimates a month for implants and crowns, with a 50 % acceptance rate. Structured follow ups at day 7 and day 21, clearer estimates and instalment options aim for 8 extra acceptance points, or about 10 more accepted plans a month. At an average private share of 2,000 EUR, that is 20,000 EUR of extra monthly revenue. A 55,000 EUR tool delivered in 6 months pays back roughly three months after go live.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
How long does dental practice software take to build in Munich?
Four to seven months depending on scope, including 3 to 4 weeks of discovery and 3 to 4 weeks of acceptance testing.
What budget should we plan in 2026?
Between 35,000 and 90,000 EUR, plus 200 to 700 EUR per month for compliant hosting and 12 to 18 % yearly maintenance.
Do we have to replace our practice management system?
No. Statutory insurance billing should stay in your certified system; the custom tool sits alongside it. Check interface options in week one to avoid a 4 to 8 week delay.
What health data rules apply?
GDPR special category rules, the Federal Data Protection Act and professional secrecy. Budget 2 to 3 weeks for a data protection impact assessment.
How do we avoid delays?
Appoint a lead dentist available 2 hours a week, freeze version one scope and schedule testing outside August.
Let's scope your project. Tell us about your practice, current system and priorities (estimates, treatment plans, follow ups), and we will build a phase by phase plan with budget. 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.
