The verdict in three sentences
Custom management software for a private clinic costs, in 2026, between 60,000 and 130,000 EUR, depending on the number of practitioners, modules and the level of health-record integration. The most underestimated line item is not development but certified compliant hosting (300 to 800 EUR/month recurring) and the migration of existing records. Off-the-shelf solutions are cheaper to start but bill per practitioner per month, which flips the economics by year three for a mid-sized facility.
The budget module by module
A clinic project is built brick by brick. Here are the 2026 orders of magnitude observed for a custom software vendor, excluding third-party subscriptions.
| Module | 2026 range (EUR) | Indicative timeline |
|---|---|---|
| Booking + multi-practitioner calendar | 10,000 - 18,000 | 4-6 weeks |
| Electronic patient record (EPR) | 15,000 - 30,000 | 6-9 weeks |
| Billing + insurance third-party pay | 12,000 - 22,000 | 5-7 weeks |
| Teleconsultation module | 6,000 - 10,000 | 3-4 weeks |
| National health-record connection | 8,000 - 14,000 | 4-6 weeks |
| Management dashboards | 5,000 - 9,000 | 2-3 weeks |
| Existing data migration | 4,000 - 12,000 | variable |
A full project therefore easily reaches 60,000 EUR for a tight scope (one specialty, 5 to 8 practitioners) and exceeds 120,000 EUR for a multi-service facility with theatre, inpatient care and an internal pharmacy. Overall timeline sits between 5 and 7 months including acceptance testing and training.
Custom vs off-the-shelf: the real 5-year comparison
Entry cost tells only half the story. What matters to a director is total cost of ownership over the amortisation period.
| Criterion | Market SaaS | Custom software |
|---|---|---|
| Initial cost | 3,000 - 12,000 EUR (setup) | 60,000 - 130,000 EUR |
| Recurring cost | 40 - 90 EUR/practitioner/month | 300 - 800 EUR/month (compliant hosting) |
| 5-year cost (30 practitioners) | ~150,000 - 190,000 EUR | ~100,000 - 170,000 EUR |
| Workflow customisation | Limited | Total |
| Code ownership | No | Yes |
| Custom interoperability | Paid options | Native |
Beyond fifteen active practitioners, custom becomes competitive because the recurring cost no longer scales with users. Below that, an off-the-shelf solution is often the sound economic choice.
The regulatory line items you must never forget
Three obligations weigh on any software handling health data: certified compliant hosting, GDPR compliance with a processing register, and audit-trailed access to the patient record. Compliant hosting bills between 300 and 800 EUR/month depending on volume and redundancy. Also budget an annual maintenance fee of 15 to 20 % of development cost for fixes, regulatory updates and support.
Mini case study
Dr Laurent, director of a 40-bed private clinic, runs three disconnected tools: one for scheduling, a spreadsheet for billing, and paper records. His secretaries spend about 3 hours/day re-keying data between tools, meaning 6 hours/day across two desks. At a loaded cost of 22 EUR/hour, that is 132 EUR/day, roughly 2,900 EUR/month of wasted admin time.
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Unified software at 95,000 EUR plus 500 EUR/month compliant hosting eliminates two-thirds of that re-keying, saving 1,900 EUR/month. Operational payback on re-keying alone lands around 50 months, but drops below 30 months once you add reduced unpaid insurance claims and bookings taken online outside opening hours.
FAQ
Is certified compliant hosting mandatory?
Yes, as soon as the software stores personal health data on behalf of a third party. Certification is a legal requirement; hosting runs between 300 and 800 EUR/month depending on redundancy and volume.
Can a booking platform integrate with custom software?
Yes, via API for scheduling, but billing and the patient record stay in your tool. Budget 4,000 to 8,000 EUR for a robust two-way bridge with real-time slot syncing.
How long to deploy a full clinic?
Between 5 and 7 months for a multi-service scope including data migration, testing and training. A first module (scheduling or teleconsultation) can go live within 6 to 8 weeks.
Is the teleconsultation module worth it?
At 8,000 EUR, it pays off once you bill around thirty teleconsultations a month. It also widens your catchment area and smooths post-operative follow-up without tying up a room.
Who owns the code after delivery?
With custom, you do: source code, database and documentation are yours. You are not locked into a vendor and can change your maintenance provider at any time.
Let's scope your project. Share your practitioner count, priority modules (EPR, billing, teleconsultation) and indicative budget, and we'll frame the compliant-hosting scope and timeline. 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.
