The verdict in three sentences
For a single pharmacy, a vertical licensed system remains the rational choice: everything is ready, insurance-claim transmission is certified, and the monthly cost stays under 400 EUR. Custom software only pays off from a multi-site group wanting to pool stock, reporting and the patient journey. Budget 25,000 to 60,000 EUR of initial build plus annual maintenance, versus 1,800 to 4,800 EUR/year in licensing.
Off-the-shelf licence versus custom development
Pharmacy management systems are certified vertical software billed by subscription. Custom software is an asset you own, amortised over 5 to 7 years.
| Criterion | Licensed system | Custom build (Kolonell) |
|---|---|---|
| Entry cost | 0 EUR | 25,000 to 60,000 EUR |
| Monthly cost | 150 to 400 EUR | Maintenance 400 to 900 EUR/mo |
| Insurance-claim transmission | Certified, included | Via approved module + integration |
| DCI stock + wholesaler | Standard | Custom (CERP, OCP, Alliance) |
| Serialisation (traceability) | Compliant by default | To integrate (add-on) |
| Journey customisation | Low | Total |
| Multi-site / group reporting | Paid option | Native |
| Code ownership | No | Yes |
A licensed system covers 90 % of a standard pharmacy's needs: prescriptions, third-party payment, pharmaceutical records, on-call duty. Custom takes over when a group model demands a unified back office that vendors charge a premium for.
Modules and cost lines to scope
| Module | 2026 stake | Custom order of magnitude |
|---|---|---|
| Prescriptions + claim transmission | Secure insurance flow | 6,000 to 12,000 EUR |
| DCI stock + wholesaler ordering | Auto-replenishment | 5,000 to 10,000 EUR |
| Serialisation / anti-counterfeit | Traceability duty | 3,000 to 7,000 EUR |
| Multi-site reporting | Group steering | 4,000 to 9,000 EUR |
| Patient portal / click & collect | Loyalty | 5,000 to 12,000 EUR |
| Annual maintenance | Keeping it running | 15 to 20 % of build |
Mini case study
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Ms Rossi, owner of a 3-pharmacy group in Marseille, currently pays 3 licences at 320 EUR/month, i.e. 11,520 EUR/year, with no consolidated reporting. A custom back office at 42,000 EUR (build) plus 6,800 EUR/year maintenance gives her unified stock and margin steering. Over 5 years, licensing costs 57,600 EUR; custom costs 76,000 EUR but with an owned asset and an estimated 4 % stock-out reduction worth 9,000 EUR/year recovered. The break-even sits around year 4.
FAQ
Is an off-the-shelf system enough for a single pharmacy? Yes, in nearly all cases. At 150-400 EUR/month it covers claims, records and stock without tying up capital. Custom would be oversized.
From how many pharmacies does custom make sense? As a 2026 order of magnitude, from 3 sites or a private-label project. Below that, the build cost (25,000 EUR minimum) does not amortise.
Can insurance-claim transmission be custom-built? The flow runs through an officially approved module; you don't rewrite the certification, you integrate it. Budget 6,000 to 12,000 EUR of integration.
What annual maintenance budget should I plan? A realistic figure is 15 to 20 % of build cost, i.e. 4,000 to 12,000 EUR/year depending on scope. This line guarantees compliance and regulatory updates.
Can data be migrated from the old system? Yes, via export and reload. Plan a dedicated migration lot (stock, patients, history), often 3,000 to 8,000 EUR, priced separately.
Let's scope your project. Tell us the number of pharmacies, your critical modules (claim transmission, DCI stock, group reporting) and an indicative budget. 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.
