The verdict in three sentences
For a 3-practice dental group in London, mainstream practice software billed at roughly 100 to 250 GBP per user per month across modules handles core charting well, but often struggles with mixed NHS and private workflows, membership plans and group reporting. A custom platform costs 60,000 to 140,000 GBP with a London agency (market estimate) or 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) with Kolonell, covering shared patient records, scheduling, treatment plan estimates and SMS reminders. Timeline: 12 weeks, with UK GDPR and CQC record-keeping scoped from day one.
Custom or off-the-shelf: the 3-year cost
Assumption: 10 users across 3 sites (dentists, nurses, reception, finance). Amounts are 2026 orders of magnitude, EUR at 1 EUR = 0.85 GBP where relevant.
| 36-month cost item | Off-the-shelf (100 to 250 GBP per user) | Kolonell custom |
|---|---|---|
| Setup and configuration | 1,500 to 4,000 GBP | Included in the project |
| Licences or development | 36,000 to 90,000 GBP | 6,100 to 10,670 EUR (about 5,200 to 9,100 GBP) |
| Maintenance and changes | Included, group-specific changes rare | 110 EUR a month, 3,960 EUR |
| Secure hosting | Included | 40 to 60 EUR a month, 1,440 to 2,160 EUR |
| SMS reminders (3,000 a month) | Often billed per message | 0.04 to 0.06 GBP per SMS, 4,300 to 6,500 GBP |
| NHS and private plan handling | Native NHS, membership plans via add-ons | Native, rules per plan |
| 3-year total | 37,500 to 94,000 GBP | about 14,100 to 20,800 GBP |
Off-the-shelf figures are 2026 market estimates for a full module set, excluding imaging bridges. Custom breaks even between month 10 and month 20 depending on the licence compared.
The modules that drive the budget
The core project fits in five blocks. Mixed billing is the trickiest, because NHS bands, private fee scales and membership plans each carry their own rules.
| Module | Scope | Share of budget | Indicative timeline |
|---|---|---|---|
| Shared patient record | History, charting, X-rays, prescriptions, access per site | 25 to 30 % | 3 weeks |
| Multi-site scheduling | Surgeries, clinicians, online booking, SMS reminders the day before | 15 to 20 % | 2 weeks |
| Treatment plan estimates | Fee scale, patient share and plan share, e-signature, lab tracking | 15 % | 2 weeks |
| NHS, private and plan billing | Bands, plan rules, monthly statements, payment chasing | 20 to 25 % | 3 weeks |
| Dashboards | Revenue per site and clinician, receivables per plan | 10 % | 1 to 2 weeks |
A first release with patient records, scheduling and billing can run from week 8 at the pilot practice before rolling out to the two other sites.
Health data and UK GDPR
In the UK, health data is special category data under UK GDPR. The group must document a lawful basis, keep a data protection impact assessment and meet CQC expectations on record keeping. Scoping therefore covers encrypted UK or EU hosting, role-based access (a nurse at one site does not see another site's finance), an audit log of record access and a retention policy. Allow 2 to 4 weeks for the DPIA, run in parallel with development.
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Illustrative example: Dr Patel, founder of 3 dental practices in London (Clapham, Balham, Tooting), handles 9,000 appointments a year with 600,000 GBP of plan and insurer billing. Claims and plan statements are rejected or delayed in 8 % of cases because of rule errors, against 2 % targeted with built-in rules: about 36,000 GBP of cash brought forward each year. Missed appointments fall from 12 % to 6 % with SMS reminders, saving 540 slots at 110 GBP on average: 59,400 GBP. Against a project of about 8,000 GBP plus running costs, payback comes within the first quarter.
FAQ
How much does custom dental group software cost in London in 2026?
With a London agency, expect 60,000 to 140,000 GBP (market estimate). With Kolonell, 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) for 3 sites, then maintenance of 75,000 FCFA (110 EUR) a month on the Standard plan.
Can it handle NHS bands and private membership plans together?
Yes, each plan has its own rules, caps and statement format. This module is 20 to 25 % of the budget and is what cuts rejections from 8 % to about 2 %.
Can patients book online?
Yes, through a booking page per practice and SMS reminders the day before. At 0.04 to 0.06 GBP per SMS, 3,000 monthly reminders cost 120 to 180 GBP.
Do we need a DPIA?
Health data is special category data under UK GDPR, so a DPIA is expected for a new system. It is prepared during the project and takes 2 to 4 weeks.
Can digital X-rays be attached to the record?
Yes, images exported by sensors and panoramic units are linked to the patient. Plan 200 to 500 GB of storage over 3 years for 3 practices, included in encrypted hosting.
Let's scope your project. Describe your sites, payer mix and current software: we price your platform in the 4,000,000 to 7,000,000 FCFA tier (6,100 to 10,670 EUR), delivered in 12 weeks. 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.
