The verdict in three sentences
A group of 12 pharmacies in Greater Montreal often ties up more than 3 million CAD in stock, of which 1 to 2% ends up expired every year. There is no need to replace the pharmacy management systems already in place: a group dashboard and an inter-pharmacy exchange module built to measure, for 25,000 to 70,000 EUR plus 3,000 to 10,000 EUR of connectors, can be rolled out in 3 to 5 months. The main gain is tied-up stock released through pooled purchasing and better-balanced inventories.
Why pharmacy systems fall short at group level
Each pharmacy runs its own management system, often from two or three different vendors within the same group. These tools run a single pharmacy very well, but none gives a consolidated view: who holds which product, which lots are close to expiry, which items could be bought jointly through the group's purchasing arrangement.
| Group need | With pharmacy systems alone | With a custom group module |
|---|---|---|
| Consolidated stock view across 12 pharmacies | Manual exports, monthly spreadsheet | Dashboard refreshed every night |
| Alerts on lots close to expiry | Per pharmacy, no global view | Group list at 90, 60 and 30 days |
| Occasional transfers between pharmacies | Phone calls | Availability search and transfer traceability |
| Preparing pooled orders | Hand consolidation | Needs aggregated by item and by supplier |
| Tracking discounts and trade terms | Scattered files | Comparison by manufacturer and by pharmacy |
| Turnover indicators per pharmacy | Calculated differently by each system | One method, comparable across pharmacies |
The module stays within the rules: transfers between pharmacies follow Ordre des pharmaciens du Québec requirements and keep a full record, and controlled substances remain under their own tracking procedures.
2026 costs: what to budget
The amounts below are 2026 market estimates in EUR (1 EUR is roughly 1.5 CAD), not a Kolonell price list.
| Item | 2026 range | Comment |
|---|---|---|
| Group dashboard and expiry alerts | 25,000 to 40,000 EUR | Project foundation |
| Transfer and pooled purchasing module | 15,000 to 30,000 EUR | Depends on group rules |
| Connector per pharmacy system vendor | 3,000 to 10,000 EUR | 2 to 3 vendors in a typical group |
| Health data hosting in Canada | 300 to 800 EUR a month | Required if patient data is involved |
| Maintenance and enhancements | 600 to 1,500 EUR a month | Connector updates included |
| Total lead time | 3 to 5 months | Including 4 to 6 weeks on connectors |
The key point to check is data access: some vendors offer a documented API, others only scheduled exports. Verify before signing.
Where the tied-up stock sits
An average pharmacy holds 60 to 90 days of stock. The module does not cut sales, it cuts duplicates: the same slow-moving item bought in small quantities by 12 pharmacies, lots expiring in one store while a neighbour runs short, precautionary orders placed for lack of visibility. Bringing average stock down from 75 to 65 days releases about 13% of the tied-up value.
Mini case study
Julie, president of a 12-pharmacy group in Greater Montreal (illustrative scenario). Average stock of 270,000 CAD per pharmacy, i.e. 3,240,000 CAD in total.
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- Current expiries: 1.5% of 3,240,000 = 48,600 CAD a year.
- Goal: halve expiries, i.e. 24,300 CAD saved every year.
- Moving from 75 to 65 days of stock: 3,240,000 x 10 / 75 = 432,000 CAD of cash released once.
- Investment: about 75,000 CAD of development, 22,500 CAD for 3 connectors, 18,000 CAD a year of hosting and maintenance.
The released cash covers the initial investment more than four times over, and the avoided expiries fund the yearly running costs.
FAQ
Do we need to change pharmacy systems to pool stock?
No, the module connects to existing systems through an API or scheduled export. Each connector costs 3,000 to 10,000 EUR depending on the vendor.
How much does a dashboard for a pharmacy group cost?
Expect 25,000 to 70,000 EUR for the dashboard and exchange module, excluding connectors. A group of 10 to 15 pharmacies often lands around 45,000 to 55,000 EUR.
Must the data be hosted in Canada?
For personal health information, yes in practice: Quebec's Law 25 requires a privacy impact assessment before any transfer outside the province. If the module only handles stock and aggregated sales, standard Canadian hosting is usually enough, to be confirmed with your privacy officer.
How soon will we see a first result?
The expiry dashboard can ship in 8 to 10 weeks. The first saved lots show up the following month, i.e. 0.3 to 0.5% of stock over a quarter.
Do pharmacy owners keep control of their data?
Yes, each owner sees the detail of their own pharmacy and only aggregated data for the others, under a charter approved by the group's members.
Let's scope your project. Tell us the number of pharmacies, the systems in use and your priorities (expiries, transfers, pooled purchasing) for an estimate and a 3 to 5 month plan. Detailed quote within 48 h via our quote page. 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.
