The verdict in three sentences
An orthodontic practice lives on 18 to 30 month treatments paid in monthly instalments, which is exactly what general dental software handles poorly. Off-the-shelf orthodontic software costs about 100-180 EUR (85-155 GBP) per chair per month, and it covers most clinical needs well. A custom build at roughly 40,000-80,000 EUR, delivered in 4 to 5 months, only makes sense when finance workflows are the bottleneck: a 10 to 15% cut in unpaid instalments can pay it back in under two years on a large private patient base.
The real problem: 24 months of payment follow-up
A patient in fixed braces generates around twenty review appointments and 18 to 30 instalments. With 900 active patients, the practice handles more than 1,500 appointments a month and hundreds of payment plans. 2026 order of magnitude for a private London practice:
| Indicator | 2026 value (order of magnitude) | Impact |
|---|---|---|
| Full private treatment fee | 3,500-6,500 GBP | Paid over 18 to 30 instalments |
| Average monthly instalment | 150-250 GBP | Card, direct debit, finance provider |
| Unpaid rate without structured follow-up | 10-15% of instalments | Mostly after month 6 |
| Missed appointments | 8-12% | Extends treatment time |
| Photos and X-rays per patient | 8-15 images | Before, during, after |
| Front desk time on payment chasing | 10-15 h/week | Manual calls and emails |
Off-the-shelf or custom: the comparison
| Criterion | Off-the-shelf orthodontic software | Custom software |
|---|---|---|
| Cost | 100-180 EUR per chair per month (4 chairs: 340-620 GBP/month) | 40,000-80,000 EUR upfront |
| Custom payment plans | Yes, standard templates | Mirrors your contracts and payment methods |
| Direct debit and card links | Often through add-ons | Built in |
| SMS and WhatsApp reminders | Often a paid option | Built in |
| Patient record (photos, X-rays, treatment plan) | Complete | Complete, or kept in existing imaging tool |
| Integration with NHS or imaging systems | Usually native | Through APIs, scoped case by case |
| Time to go live | 1-2 months | 4-5 months |
The custom figures above are market estimates for a full system. In practice, many London practices keep their clinical software and add a custom finance and reminders layer, which is a much smaller project.
The modules that make the difference
- Automatic payment plan created when the treatment quote is signed, with deposit, instalments and balance.
- Graduated reminders: SMS at D-3, email at D+2, front desk call at D+10.
- Payment link sent with each reminder.
- Photo and X-ray record per patient, with before and after comparison.
- Dashboard: monthly collections, arrears by age, patients at risk of dropping out.
Mini case study
Dr Patel, owner of a 4-chair private practice in London, follows 900 patients with an average instalment of 200 GBP. Expected collections reach 180,000 GBP a month, of which 12%, so 21,600 GBP, go unpaid or late. Cutting that by 15% through automated reminders recovers about 3,240 GBP a month, or 38,880 GBP a year. With a custom layer at 50,000 GBP equivalent and 6,000 GBP of yearly maintenance, payback comes in about 18 months, before counting front desk time saved.
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FAQ
Is standard dental software enough for orthodontics?
Rarely. It handles one-off treatments well, less so 18 to 30 month plans and instalments. On 900 patients, that gap can cost thousands of pounds a month.
Can patients pay by direct debit or card link?
Yes, a custom layer can generate direct debit mandates and card links and match payments to instalments automatically. Card fees usually sit around 1.5 to 2.5%.
Do we need to replace our clinical software?
No. Most practices keep their clinical and imaging tools and add a finance and reminders module through APIs, which keeps the budget and the risk lower.
What timeline should we expect?
Plan 4 to 5 months, including 3 weeks of data migration: active patients, running payment plans and payment history.
What about data protection?
Patient data falls under UK GDPR: UK hosting, encryption, role-based access and audit logs are scoped from the first workshop.
Let's scope your project. Tell us your number of chairs, active patients and payment methods: we will price a first version focused on payment plans and reminders, with a 4 to 5 month plan. 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.
