The verdict in three sentences
For a group of 140 pharmacies, a custom centralised purchasing platform costs between EUR 60,000 and 140,000 excl. VAT in 2026, depending on how deeply it integrates with pharmacy management software. The return on investment comes from recovered margin, 1.5 to 3 points on negotiated purchases, and from back-end rebate tracking, which is often lost in spreadsheets today. A well-scoped project ships in 5 to 8 months, starting with the discount catalogue and grouped orders before connecting the pharmacy systems.
What the platform must cover, and what each module costs
The director of a buying group negotiates terms with 40 to 80 manufacturers, but members often keep ordering direct at list price because the negotiated offer is hard to find. The platform's job is simple: make the negotiated discount easier to use than the list price.
| Functional module | Content | Indicative 2026 cost (EUR excl. VAT) |
|---|---|---|
| Negotiated discount catalogue | Terms per manufacturer, tiers, validity dates, product codes | 12,000 to 25,000 |
| Grouped orders and allocation | Needs aggregation, free-shipping thresholds, per-pharmacy allocation | 15,000 to 30,000 |
| Back-end rebate tracking | Rebates due, matching with credit notes, reminders | 10,000 to 22,000 |
| Pharmacy software (LGO) connection | Sales and stock import, order suggestions, purchase order export | 12,000 to 35,000 |
| Member portal and dashboards | Savings achieved, uptake per offer, rankings | 6,000 to 15,000 |
| Security, health-data hosting if needed, testing | Access rights, logging, certified hosting, QA | 5,000 to 13,000 |
| Total project | 60,000 to 140,000 |
The line that moves the budget most is the pharmacy software connection. Each vendor exposes data differently: some offer an API, others a scheduled file export. Budget EUR 4,000 to 8,000 per additional vendor. With three dominant vendors in the group you stay at the low end; with six, costs climb fast.
Custom build or off-the-shelf: the numbers
Several subscription-based buying platforms for pharmacies exist. They suit a group that accepts their data model. Custom development makes sense when the group has specific allocation rules or complex back-end rebates.
| Criterion | Off-the-shelf subscription | Custom platform |
|---|---|---|
| Initial cost | EUR 5,000 to 20,000 setup | EUR 60,000 to 140,000 |
| Recurring cost | EUR 30 to 80 per pharmacy per month, i.e. EUR 50,000 to 134,000 per year for 140 pharmacies | Maintenance EUR 12,000 to 25,000 per year |
| Back-end rebate rules | Standardised, few tiers | Modelled exactly on contracts |
| Pharmacy software connection | Limited to partner vendors | All vendors in the network |
| Data ownership | With the vendor | With the group |
| 5-year cumulative cost | EUR 255,000 to 690,000 | EUR 120,000 to 265,000 |
Over five years, for 140 pharmacies, custom is usually cheaper, provided the group has someone able to own the product (about a third of a full-time role).
Measuring the margin points recovered
The gain comes from three sources. First, the capture rate: the share of eligible purchases actually placed through negotiated offers, often around 45% without a tool and 70 to 80% with a platform that suggests the order at the right time. Second, recovered back-end rebates: automatic tracking avoids leaving 0.3 to 0.8% of purchases unclaimed. Third, volume consolidation, which gives leverage to renegotiate the following year.
Mini case study
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Laurent, director of a 140-pharmacy group in western France, oversees EUR 42M of eligible manufacturer purchases per year (EUR 300,000 per pharmacy). With the capture rate rising from 45% to 72%, an extra EUR 11.3M is bought on negotiated terms. At an average 2-point discount, that is EUR 226,000 of margin recovered per year for the network. Add 0.4% of back-end rebates now claimed on EUR 30M captured, i.e. EUR 120,000. Total: about EUR 346,000 per year, for a EUR 110,000 project and EUR 18,000 of annual maintenance. Payback comes in under five months after go-live.
FAQ
How long does it take to launch the platform?
Allow 5 to 8 months for a full scope. A first version with catalogue and grouped orders can go live in 12 to 14 weeks, with the pharmacy software connection added next.
Do we need certified health-data hosting?
If the platform only handles commercial data (purchases, stock, rebates), certified health-data hosting is not required. As soon as patient data flows through it, it becomes mandatory and adds EUR 3,000 to 8,000 per year.
How do we get members to use the tool?
By showing the savings per order and a monthly ranking. Groups that publish these figures usually reach 70% active adoption within six months.
Can it handle direct sales and wholesaler routing?
Yes, the platform routes each line to the manufacturer directly or to the wholesaler depending on the free-shipping threshold. This routing represents about EUR 5,000 to 10,000 of development.
Who owns the code?
With Kolonell, the group receives ownership of the code and data at delivery, avoiding dependence on a vendor charging EUR 30 to 80 per pharmacy per month.
Let's scope your project. Send us your number of pharmacies, negotiated manufacturers and pharmacy software vendors: we will price the scope, budget and go-live 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.
