The verdict in three sentences
For the owner of 3 pharmacies in Dublin, the question is not replacing the dispensing system: the off-the-shelf PMR, billed about EUR 300 to 500 per month per pharmacy, remains essential for dispensing records, HSE PCRS claims (GMS, DPS, Long Term Illness) and PSI compliance. The right move is to add custom modules connected to the dispensing system, for EUR 30,000 to 70,000, covering click and collect, remote consultations and a group dashboard. Health data must be hosted in the EU with GDPR-grade security, and the realistic target is a 15 % lift in online retail margin.
What the dispensing system does well, and what it doesn't
The dispensing system manages prescriptions, patient medication records, PCRS claims, stock and wholesaler orders. It is proven and integrated with the Irish reimbursement schemes. Its web modules, however, are often generic: a vendor-branded ordering site, little customization, weak multi-store consolidation. With 3 pharmacies, the owner juggles 3 dashboards and CSV exports.
| Need | Off-the-shelf system alone | System + custom modules |
|---|---|---|
| Dispensing, PMR, PCRS claims | Yes | Yes, via the system |
| Click and collect retail | Standard vendor module | Branded catalogue, live stock |
| Repeat prescription requests | Basic | Secure upload, tracked preparation |
| Remote pharmacist consultations | Rarely included | Video and secure messaging |
| Group dashboard for 3 stores | Separate exports | Consolidated, margin by category |
| Monthly cost for 3 pharmacies | EUR 900 to 1,500 | EUR 1,400 to 2,400 |
Custom module costs in 2026
Modules connect to the dispensing system through its API or scheduled exports, depending on the vendor. Stock and prices sync in real time or every 15 minutes. Uploaded prescriptions and consultation messages are special category data under GDPR: they require EU hosting, encryption and a data protection impact assessment.
| Module | 2026 range (EUR) | Timeline |
|---|---|---|
| Retail click and collect linked to stock | 9,000 to 20,000 | 5 weeks |
| Repeat prescription upload and booking | 6,000 to 14,000 | 3 weeks |
| Remote consultation video and messaging | 7,000 to 16,000 | 4 weeks |
| Group dashboard for multiple stores | 5,000 to 12,000 | 3 weeks |
| System connector, DPIA and testing | 3,000 to 8,000 | 2 weeks |
| Total | 30,000 to 70,000 | 3 to 5 months |
| EU hosting and maintenance | 500 to 900 per month | Ongoing |
Online sale of non-prescription medicines in Ireland requires registration with the HPRA and the EU common logo, linked to a PSI-registered pharmacy. Retail health and beauty plus repeat prescription requests offer more freedom and are often the best starting point. For reference, the equivalent scope in Strasbourg costs EUR 25,000 to 45,000 excluding VAT, with mandatory HDS hosting.
Comparing the three realistic options
| Option | Upfront cost | 3-year cost (3 pharmacies) | Customization |
|---|---|---|---|
| System alone with vendor modules | EUR 0 to 3,000 | EUR 32,000 to 57,000 | Low |
| System + retail marketplace | EUR 1,000 to 5,000 | EUR 40,000 to 70,000 + 10 to 20 % commission | Medium |
| System + custom modules | EUR 30,000 to 70,000 | EUR 80,000 to 156,000 | Full, margin kept |
| Full system replacement | EUR 15,000 to 35,000 | EUR 47,000 to 89,000 | Low, migration risk |
Mini case study
Aoife, owner of 3 pharmacies in Dublin (Rathmines, Drumcondra and Clontarf), makes EUR 700,000 of retail sales per year, 4 % of it online through the vendor module. With branded click and collect and local campaigns, she targets 10 % online, or EUR 70,000 of sales at a 35 % gross margin. The extra margin reaches EUR 14,700 per year, plus about 10 hours a month saved on group reporting, or EUR 6,000 per year. On a EUR 50,000 project with EUR 8,400 of yearly maintenance, payback comes in just under 4 years, faster if repeat prescription requests increase patient loyalty.
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FAQ
Can custom software replace the dispensing system?
Not in practice: the system must handle PMR, PCRS claim files and PSI record-keeping, which is a long and costly build. Custom modules sit alongside it for EUR 30,000 to 70,000.
Is special hosting really required?
Yes, once prescriptions or consultation messages are stored, GDPR requires EU hosting, encryption and a DPIA. Plan EUR 200 to 450 per month for hosting sized for 3 pharmacies.
Does click and collect show real stock?
Yes, stock syncs from the dispensing system in real time or every 15 minutes depending on the vendor. Out-of-stock items are hidden automatically.
Do we need HPRA registration?
For online sale of non-prescription medicines, yes, with the EU common logo. For retail health and beauty and in-store prescription collection, constraints are lighter.
How long to roll out 3 pharmacies?
Plan 3 to 5 months of development and testing with the dispensing system. Rollout then happens store by store, one week each.
Let's scope your project. Tell us your dispensing system, number of pharmacies and target services, and we will price a scope between EUR 30,000 and 70,000 with a 3 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.
