The verdict in three sentences
A custom private clinic management system runs between 70,000 and 160,000 EUR in 2026 depending on modules and integration depth. On top of that you need certified healthcare-grade hosting (150-400 EUR/month) plus annual maintenance of 15-20 % of the build cost. Custom pays off beyond 40-60 users, or when no market SaaS fits your specific patient pathway.
What the budget covers: modules and ranges
A typical London clinic (day surgery, imaging, consultations) needs a modular core. Here are the building blocks and their budget weight in a 2026 custom project (order of magnitude).
| Module | Range EUR | Indicative timeline |
|---|---|---|
| Multi-practitioner scheduling + resources | 12,000 - 22,000 | 4 - 6 weeks |
| Electronic patient record (EPR) | 20,000 - 45,000 | 8 - 12 weeks |
| Billing + insurer claims | 15,000 - 30,000 | 6 - 9 weeks |
| Bed / day-case management | 10,000 - 20,000 | 4 - 6 weeks |
| Patient portal + SMS reminders | 8,000 - 18,000 | 3 - 5 weeks |
| Reporting / management dashboards | 6,000 - 15,000 | 3 - 4 weeks |
A full-scope total therefore lands naturally in the 70,000 - 160,000 EUR range, with an overall delivery of 5 to 9 months including testing, data migration and training.
Custom build vs healthcare SaaS: the real trade-off
Per-user healthcare SaaS wins on entry price, but cumulative cost climbs fast for a mid-sized clinic.
| Criterion | Healthcare SaaS | Custom |
|---|---|---|
| Entry cost | 30 - 150 EUR/user/month | 70,000 - 160,000 EUR one-off |
| 50 users over 3 years | 54,000 - 270,000 EUR | 70,000 - 160,000 EUR + maintenance |
| Pathway customisation | Limited | Total |
| Compliant hosting | Included | 150 - 400 EUR/month |
| Code ownership | No | Yes |
| Reversibility | Low | High |
At 50 users, a SaaS at 90 EUR/user/month means 162,000 EUR over 3 years while never owning the tool. Custom amortises its cost and makes you owner of your information system.
Compliance constraints: non-negotiable
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Any health data must sit on certified, compliant hosting (equivalent to HDS in France, or NHS-aligned data standards in the UK). Budget 150 to 400 EUR/month depending on volume and redundancy. Add encryption at rest, access logging, a tested backup policy and documented GDPR compliance (processing register, DPO). These requirements typically account for 8-12 % of the project budget.
Mini case study
Claire, administrative director of a 55-staff private clinic in London, currently pays three separate SaaS subscriptions (scheduling, EPR, billing) for 7,400 EUR/month, i.e. 88,800 EUR/year. She quotes a unified custom system at 120,000 EUR + compliant hosting at 300 EUR/month. From year 2 she saves roughly 85,000 EUR/year and removes the double data entry that cost 0.5 FTE of admin time. ROI reached in 17 months, code ownership included.
FAQ
What does a real minimum viable version cost? A core of scheduling + billing + patient portal starts around 45,000 - 60,000 EUR, then extends module by module without rebuilding everything.
Is compliant hosting mandatory even for a small clinic? Yes, from the very first identifying health record. Budget 150 to 400 EUR/month; there is no size-based exemption.
How long before go-live? Count 5 to 9 months for a full scope, or 3 months for a first module in phased production.
Can we migrate our existing data? Yes, importing from a legacy system represents 6,000 to 15,000 EUR depending on the quality and format of the exports.
Who owns the code in the end? You do. Unlike SaaS, custom transfers you the intellectual property and the full source code.
Let's scope your project. Share your priority modules, your user count and an indicative budget: we frame a compliant, costed scope. 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.
