The verdict in three sentences
An outpatient care service in Munich with 110 caregivers and 1 300 visits a week should expect to pay EUR 10 to 25 per caregiver per month for specialised care software in 2026 (estimate), roughly EUR 13 200 to 33 000 a year. The real risk lies in billing and compliance: electronic billing to the Pflegekasse and Krankenkasse, mobile time tracking that holds up in an audit, the Telematikinfrastruktur connection and data hosted in Germany. Ask the eight questions below before signing, and only budget a custom module at EUR 15 000 to 45 000 for a gap no vendor covers.
The scope to get priced
Start every vendor conversation from your own numbers rather than a generic demo.
| Item | 2026 volume or requirement | Cost driver |
|---|---|---|
| Caregivers | 110, of which 30 part time | Per caregiver licence |
| Visits | 1 300 a week, about 5 600 a month | Volume of time records and invoices |
| Clients | 400 to 450 active | Care plans, service agreements, history |
| Mobile time tracking | Check in and out by smartphone at the client's home | Devices and data plans |
| Payers | Pflegekasse (SGB XI), Krankenkasse (SGB V), social welfare office, private payers | Electronic billing formats |
| Payroll | Variables to DATEV or another payroll system | Interface to test |
| Rollout | 2 to 4 months | Migration of rosters and care plans |
Eight questions, with the answers to expect
| Question | Good answer | Bad answer |
|---|---|---|
| How do you bill the Pflegekasse and Krankenkasse electronically? | Built in electronic data exchange, tested with your current payers | 'You export a PDF and upload it' |
| Is the Telematikinfrastruktur connection included? | Yes, with the connector, KIM mailbox and setup described | 'That is a separate project' |
| What is the all in price per caregiver, devices excluded? | One figure, for example EUR 16, with modules listed | A base at EUR 10 then paid add ons |
| How are visits reassigned when someone calls in sick at 6 am? | Suggested replacements by qualification, district and hours | 'The scheduler phones around' |
| How do variables reach payroll? | Native export to your payroll system, tested during acceptance | 'Standard CSV export' |
| Where is the data hosted? | Data centres in Germany, processing agreement under GDPR and BDSG | 'In the cloud, it is secure' |
| How many training and migration days are included? | 4 to 6 days, care plan migration included | 'Video tutorials online' |
| How do we get our data back if we leave? | Full documented export, free, within 30 days | 'On request, priced separately' |
One weak answer on payer billing or time tracking is enough to drop a vendor: those two flows decide your cash flow and your audit risk.
Three year cost by scenario
Excluding VAT and caregiver devices, 2026 estimates.
| Scenario | Setup | Annual cost | Three year total |
|---|---|---|---|
| Specialised software at EUR 10 per caregiver | EUR 4 000 | EUR 13 200 | EUR 43 600 |
| Specialised software at EUR 16 per caregiver | EUR 5 000 | EUR 21 120 | EUR 68 360 |
| Specialised software at EUR 25 per caregiver | EUR 6 000 | EUR 33 000 | EUR 105 000 |
| Software at EUR 12 plus EUR 20 000 custom module | EUR 24 000 | EUR 15 840 plus EUR 3 000 upkeep | EUR 80 520 |
| Fully custom application | EUR 45 000 + | EUR 8 000 upkeep and hosting | EUR 69 000 + |
A full custom build rarely makes sense in German home care because payer billing and TI connectivity are heavily standardised. A small custom module pays off when you combine services, for instance home care with meal delivery or assisted living, that no package handles cleanly.
Mini case study
Illustrative example, not a real client: Katrin manages an outpatient care service in Munich with 110 caregivers. Two administrators re key about 1 300 visits a week from paper timesheets, roughly 1 minute each, or 22 hours a week.
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With software at EUR 16 per caregiver and mobile time tracking, re keying disappears. Cost: EUR 68 360 over three years. Saving: 22 hours a week over 46 weeks is 1 012 hours a year, about EUR 30 360 at EUR 30 an hour fully loaded, or EUR 91 080 over three years. Add rejected claims avoided: if 1.5 % of visits worth EUR 35 were previously rejected, around EUR 680 a week is recovered. The software pays for itself in year two.
FAQ
How much does home care software cost for 110 caregivers in Munich?
Expect EUR 10 to 25 per caregiver per month (2026 estimate), so EUR 13 200 to 33 000 a year. Add EUR 4 000 to 6 000 for setup and training.
Does every caregiver need a smartphone?
Mobile time tracking is the norm. Budget EUR 150 to 300 per device and EUR 8 to 15 a month for a data plan per caregiver.
How long does migration take?
Plan 2 to 4 months, including payer setup, care plan migration and a month running in parallel. Avoid switching near year end billing.
When is a custom module worth it?
When a workflow specific to your service is not covered by any package, such as a combined care and meal delivery offer. Such a module costs EUR 15 000 to 45 000 depending on complexity.
How do we avoid vendor lock in?
Write a free full export within 30 days and a maximum 12 month commitment into the contract. Test the export during acceptance on at least 50 clients.
Let's scope your project. Tell us your caregiver count, payers and current software and we will assess whether a custom module is needed, with an indicative budget and timeline. 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.
