The verdict in three sentences
An 8-chair dental centre should not replace its practice management software, it should extend it where it is weak. Custom modules (centre dashboard, treatment plan follow-ups, online booking) cost 15,000 to 35,000 EUR excluding VAT in 2026, connected to the existing software and hosted on certified health data infrastructure. The profit lever is clear: +20 % acceptance of prosthetic treatment plans, worth tens of thousands of euros a year.
What practice software does well, and what it misses
Dental practice software used in Ireland and France handles patient records, imaging, claims and billing well. It is billed at 150 to 350 EUR per dentist per month depending on options. For an 8-chair centre with 10 dentists, that is 18,000 to 42,000 EUR a year.
The limits show as soon as you run a centre rather than a single practice: no consolidated view of chair occupancy, signed plans per dentist or uncollected patient balances; treatment plan follow-ups left to the receptionist's memory; generic online booking that cannot tell an emergency from a 90-minute implant placement.
| Custom module | Problem solved | 2026 budget (excl. VAT) |
|---|---|---|
| Centre dashboard | Chair occupancy, revenue per dentist, pending plans | 4,000 - 8,000 EUR |
| Treatment plan follow-ups | Unsigned plans, unscheduled sessions | 3,500 - 7,500 EUR |
| Smart booking | Durations per procedure, emergency slots, SMS reminders | 4,000 - 9,000 EUR |
| Patient cost simulator | Clear out-of-pocket explanation with insurance | 2,000 - 5,000 EUR |
| Practice software connector | Sync of patients, procedures, plans | 1,500 - 5,500 EUR |
| Certified health hosting | Health data compliance | 150 - 450 EUR/month |
The core (dashboard, follow-ups, connector) starts at 15,000 EUR excluding VAT. The full version with booking and simulator reaches 35,000 EUR. Timeline: 3 to 5 months.
Health data hosting and compliance: non-negotiable
Health data is a special category under GDPR. In France, hosting it for a practitioner requires an HDS-certified host; in Ireland, the Data Protection Commission expects equivalent safeguards (EU hosting, encryption, access control, a DPIA). A follow-up module that stores treatment plans falls squarely within this scope.
| Requirement | In practice | Budget impact |
|---|---|---|
| Certified health hosting | EU servers, HDS or ISO 27001 | +150 to 450 EUR/month |
| Strong authentication | Two-factor for dentists and staff | Included in core |
| Access logging | Who viewed which record, when | +800 to 1,500 EUR |
| Impact assessment (DPIA) | GDPR document for health processing | +1,000 to 2,500 EUR |
| Encrypted backups | Retention and tested restore | Included in hosting |
| SMS and email consent | Logged opt-in for follow-ups | Included in module |
Mini case study
Dr Murphy runs an 8-chair dental centre in Dublin. The centre issues 60 prosthetic and implant plans a month, averaging 2,400 EUR. Current acceptance: 45 %, or 27 signed plans and 64,800 EUR a month. With structured follow-ups (day 7, day 21, day 45) and a patient cost simulator, acceptance rises to 54 %, a 20 % relative lift: 32.4 signed plans and 77,760 EUR a month. Gain: 12,960 EUR of monthly revenue, about 155,000 EUR a year. At an estimated 25 % net margin, the centre earns close to 38,900 EUR more a year. A 24,000 EUR project plus 3,600 EUR of annual hosting pays back in under 9 months.
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FAQ
Do we need to change dental software to get these modules?
No, the modules connect to the existing software through its exports or API where available. The connector costs 1,500 to 5,500 EUR excluding VAT depending on how open the vendor is.
How much does multi-dentist practice software cost in 2026?
Practice software costs 150 to 350 EUR per dentist per month. Custom modules add a one-off investment of 15,000 to 35,000 EUR excluding VAT.
Is certified health hosting really required?
Yes, as soon as the module stores identifiable health data it must sit on compliant EU infrastructure. Budget 150 to 450 EUR a month for a centre of this size.
Do patients dislike automated follow-ups?
Well written and spaced, they read as care. Centres usually see under 2 % unsubscribes and a 25 to 35 % re-engagement rate.
How long until we are live?
The dashboard and follow-ups go live in 8 to 10 weeks. Smart booking and the simulator follow 6 to 8 weeks later.
Let's scope your project. Tell us your current software, chair count and priority modules, and we will price a core deliverable in 10 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.
