The verdict in three sentences
A custom management software for a dental practice sits between 25,000 and 70,000 EUR in 2026, versus 150 to 500 EUR/month for a dental vendor. Custom is justified from 3 chairs or in a group practice, when treatment plans, insurance quotes and imaging must speak with one voice. The real gain is not cosmetic: it is reduced unpaid invoices and the administrative time the practitioner recovers.
Dental vendor or custom?
A dental vendor is ready to use and compliant, but imposes its ergonomics and charges per practitioner or chair. Custom models your organization (quote follow-up, insurance claims, imaging linked to the record) and removes the per-head subscription.
| Criterion | Dental vendor | Custom Kolonell |
|---|---|---|
| Upfront cost | 0-3,000 EUR | 25,000-70,000 EUR |
| Monthly cost | 150-500 EUR/practitioner | 350-800 EUR (hosting) |
| 3-year cost (3 practitioners) | 16,000-54,000 EUR | 38,000-79,000 EUR |
| Customization | Low | Total |
| Imaging linked to record | Variable | Native |
| Code ownership | No | Yes |
| On-demand evolutions | Rare | Unlimited |
In a group practice with several practitioners, the recurring cost gap narrows fast; custom wins on flow control and the absence of lock-in.
The modules that make money
Some features directly cut losses (unsigned quotes, unpaid invoices), others lighten admin.
| Module | Range (EUR) | Measured gain |
|---|---|---|
| Treatment plan + structured quote | 7,000-16,000 | Quote acceptance +15 pts |
| Insurance quote + claims | 6,000-13,000 | Unpaid invoices halved |
| Imaging linked to record | 5,000-12,000 | Centralized diagnosis |
| Appointment reminders + quote follow-up | 4,000-9,000 | No-show -28% |
| Billing + collection tracking | 5,000-11,000 | Smoother cash flow |
| Patient portal + consent | 3,000-8,000 | Fewer calls, traceability |
A practice often starts with treatment plan + insurance quote + reminders, a core around 28,000-38,000 EUR.
Mini case study
Dr Lemaire runs a 3-chair dental practice in Dublin. His assistants spent considerable time chasing quotes and unpaid invoices, with a 12% unpaid rate and a 58% quote acceptance rate. He invested 41,000 EUR in a custom solution (treatment plan, insurance quote, reminders, linked imaging).
Over 12 months: quote acceptance rose to 72%, generating about 6,200 EUR of extra revenue per month. Unpaid invoices fell to 6%, recovering close to 19,000 EUR over the year. Automated follow-up freed the equivalent of 0.4 FTE assistant (about 15,000 EUR/year). The investment paid off in under 7 months.
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FAQ
Does the software handle insurance quotes and claims?
Yes, generating compliant quotes with insurance coverage and claims transmission is integrated, typically halving unpaid invoices.
Can imaging (X-rays, cone beam) be linked to the record?
Yes, imaging is linked to the patient record for centralized diagnosis. Common formats are supported per spec.
How long to deploy without closing the practice?
Budget 3 to 6 months, with record migration and training included. The switch happens during a quiet period to avoid any interruption.
What happens to my current vendor subscription?
It disappears. You no longer pay per practitioner or chair: only hosting and maintenance remain, at a controlled cost.
Is patient data compliant?
Yes, hosting compliant with health-data requirements, encryption and role-based rights. Patient consent is tracked.
Let's scope your project. Tell us your chair count and priorities (quotes, imaging, reminders): we frame a scope between 25,000 and 70,000 EUR. 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.
