The verdict in three sentences
A Toronto clinic can start with a health SaaS (40-90 EUR/user/month), but custom software (60,000-140,000 EUR) becomes relevant once scheduling, patient records, billing and pharmacy must work together. The pharmacy/inventory module (8,000-16,000 EUR) and secure hosting (500-1,800 EUR/month) are the lines that turn admin time into measurable gains. The trade-off comes down to administrative hours saved.
The cost lines of clinic software
The budget goes beyond the license: it includes secure hosting, the pharmacy module and maintenance. 2026 orders of magnitude for a 12-user Toronto clinic.
| Item | Health SaaS | Custom build |
|---|---|---|
| Build / initial license | 0 EUR (subscription) | 60,000-140,000 EUR |
| Monthly cost per user | 40-90 EUR | included in maintenance |
| Pharmacy / inventory module | often partial | 8,000-16,000 EUR |
| Secure hosting | often included | 500-1,800 EUR/month |
| Monthly maintenance | included | 1,500-3,500 EUR |
| Vendor day rate | — | 600-800 EUR |
| Time to go live | 4-8 weeks | 12-22 weeks |
The pharmacy/inventory module is decisive: without it, stockouts and drug losses erode margin. A custom module tracks batches and expiry in real time.
Three-year comparison (12 users)
| Scenario | Upfront | 3-year recurring | 3-year total |
|---|---|---|---|
| SaaS at 60 EUR/user | 0 EUR | 25,920 EUR | 25,920 EUR |
| SaaS at 90 EUR/user | 0 EUR | 38,880 EUR | 38,880 EUR |
| Custom 100,000 EUR + pharmacy 12,000 EUR | 112,000 EUR | 90,000 maintenance + 43,200 hosting | 245,200 EUR |
SaaS stays cheaper on cash, but custom is justified when the patient journey and pharmacy management must match the clinic's process and appointment volume makes every admin minute costly.
Mini case study
Dr. Patel runs a 12-staff clinic in Toronto. She invests 100,000 EUR in custom software with a pharmacy/inventory module (12,000 EUR), secure hosting (1,000 EUR/month) and 2,500 EUR/month maintenance. Automating billing and scheduling saves 3 hours per staff member per week. At a loaded cost of 40 EUR/hour that is 12 × 3 × 40 × 45 weeks = 64,800 EUR/year of recovered capacity, before counting reduced pharmacy stock losses. The build pays back in around three years.
FAQ
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Is a health SaaS enough to start?
For a small clinic, a SaaS at 40-60 EUR/user/month covers scheduling and patient records. Custom becomes necessary when pharmacy and billing must integrate tightly.
What does the pharmacy/inventory module cost?
Between 8,000 and 16,000 EUR depending on tracking (batches, expiry, reorder thresholds). It is the best-ROI line for cutting losses.
Is secure hosting mandatory?
For health data, secure backed-up hosting is essential: budget 500 to 1,800 EUR/month depending on volume and redundancy.
How long for custom clinic software?
From 12 to 22 weeks depending on scope (scheduling, patient records, pharmacy, billing). Clear scoping shortens it.
What administrative gain to expect?
Around 2 to 3 hours per staff member per week, worth tens of thousands of euros in recovered capacity per year for a mid-sized clinic.
Let's scope your project. Describe your clinic (users, pharmacy needs, hosting): we will cost out the SaaS-vs-custom scenario, indicative budget 60,000-140,000 EUR by scope. 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.
