The verdict in three sentences
Pooling the scheduling, records and insurance billing of 8 doctors into custom software costs, in 2026, between 45,000 and 95,000 EUR, compliant hosting and training included. The right question is not entry price but the 5-year comparison with per-seat subscriptions which, once stacked, often exceed custom. A group practice mainly gains on care coordination: a single shared record, a common queue and industrialised billing.
Budget by module for a group practice
A group practice scope differs from a clinic: less inpatient care, more coordination and online booking. Here are the 2026 orders of magnitude.
| Module | 2026 range (EUR) | Priority |
|---|---|---|
| Shared multi-doctor calendar | 8,000 - 14,000 | High |
| Pooled patient record | 12,000 - 22,000 | High |
| Patient online booking | 5,000 - 8,000 | High |
| Insurance billing + e-claims | 6,000 - 10,000 | High |
| Secure health messaging | 4,000 - 7,000 | Medium |
| Billing and payment capture | 6,000 - 11,000 | Medium |
| Activity dashboards | 4,000 - 7,000 | Low |
A priority core (calendar + record + booking + billing) sits around 45,000 EUR. Adding messaging, advanced billing and reporting reaches 90,000 EUR. Overall timeline is 5 to 6 months, with a first module live within 6 weeks.
Custom vs per-seat SaaS: the 5-year math
Vertical SaaS bills a monthly subscription per practitioner. For 8 doctors, the tab climbs fast. Here is the 2026 order-of-magnitude comparison.
| Line item | Per-seat SaaS | Custom software |
|---|---|---|
| Initial cost | 1,500 - 5,000 EUR | 45,000 - 95,000 EUR |
| Monthly subscription (8 doctors) | 900 - 1,600 EUR | 350 - 600 EUR (hosting) |
| 5-year cost | ~55,000 - 100,000 EUR | ~70,000 - 130,000 EUR |
| Online booking included | Yes | Yes (no commission) |
| Billing customisation | Low | Total |
| Patient data ownership | Shared | Exclusive |
On a strictly financial 5-year basis, the gap is moderate: custom is justified mainly by data control, no per-booking commission and the ability to model specific workflows (coordinated care pathways, internal protocols).
The industrialised insurance-billing challenge
For a group practice, poorly managed insurance billing breeds unpaid claims and admin time. An automated e-claims module (6,000 to 10,000 EUR) cuts rejections, auto-chases insurers and tracks payments in real time. GDPR and compliant hosting remain mandatory: budget 300 to 550 EUR/month hosting for a practice this size, plus annual maintenance of 15 to 20 % of development.
Mini case study
Dr Moreau coordinates an 8-doctor group practice. Each doctor pays an individual 130 EUR/month subscription to different tools, i.e. 1,040 EUR/month total, with no shared record. The receptionist loses about 2 hours/day juggling schedules, i.e. 44 EUR/day at 22 EUR/hour, roughly 950 EUR/month.
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Custom software at 75,000 EUR plus 450 EUR/month compliant hosting replaces the subscriptions (saving 1,040 EUR/month) and removes most double entry (950 EUR/month). Net monthly gain: about 1,540 EUR. Payback lands around 49 months on these items alone, before the reduction in unpaid claims that sharply accelerates it.
FAQ
Is per-seat SaaS enough for a group practice?
For booking alone, often yes. But once you want a pooled patient record, custom insurance billing and data ownership, a dedicated solution becomes relevant beyond 6 to 8 practitioners.
How much does automated insurance billing cost?
Between 6,000 and 10,000 EUR in development. It cuts e-claim rejections and automates insurer chasing, with a direct impact on the practice's cash flow.
Can we keep a booking platform and a custom tool for the rest?
Yes, via an API bridge (4,000 to 8,000 EUR). Slots sync, but records and billing live in your tool, which you fully control.
What hosting for 8 doctors?
Certified compliant hosting at 300 to 550 EUR/month suffices for this volume. It includes backups, redundancy and access logging required by regulation.
How long until the practice is operational?
About 5 to 6 months for the full scope, training included. The shared-calendar module can go live within 6 weeks for a phased start.
Let's scope your project. Share your doctor count, priorities (shared calendar, insurance billing, online booking) and budget, and we'll frame the compliant-hosting core and module sequence. 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.
