The verdict in three sentences
A clinic software requirements spec is built around 9 modules — scheduling, patient records, billing, HL7/FHIR interoperability, certified health-data hosting — each to be specified before the RFP. Budget sits between 55,000 and 90,000 EUR custom or 30 to 45 EUR per bed per month vertical. Certified health-data hosting is mandatory for any health data, and good scoping saves 8 hours per week on scheduling.
The 9 modules to specify and their priority
Rank each module P1 (must-have at launch), P2 (phase 2) or P3 (nice-to-have). This structures your RFP and your budget by lot.
| Module | Priority | Relative effort | Watch point |
|---|---|---|---|
| Multi-practitioner scheduling | P1 | Medium | Slot rules |
| Electronic patient record | P1 | High | History and files |
| Billing and third-party payer | P1 | High | Schemes and insurers |
| Certified health-data hosting | P1 | Contractual | Certification required |
| HL7 / FHIR interoperability | P2 | High | Labs, imaging |
| Theatre and bed planning | P2 | Medium | Capacity management |
| Secure patient portal | P2 | Medium | Consent / privacy |
| Reporting and analytics | P3 | Medium | Activity metrics |
| Practitioner mobile app | P3 | High | Secure access |
Budget by lot: custom vs vertical
Break the budget by lot to compare bids honestly and phase the investment.
| Lot | Custom (EUR) | Equivalent vertical |
|---|---|---|
| Core scheduling + records | 25,000 - 35,000 | in subscription |
| Billing + third-party payer | 15,000 - 22,000 | in subscription |
| HL7/FHIR interoperability | 10,000 - 18,000 | option 3,000-6,000/yr |
| Patient portal | 5,000 - 8,000 | paid option |
| Annual ATM (18 %) | 10,000 - 16,000/yr | in subscription |
| Total 40-bed project | 55,000 - 90,000 | ~19,200/yr (40 EUR/bed) |
At 40 beds, the vertical costs about 19,200 EUR/yr, or 96,000 EUR over 5 years — versus amortized custom, whose code you own and evolve with no per-bed surcharge.
Mini case study
Nathalie, director of a 40-bed private clinic. She is preparing an RFP and weighing vertical vs custom. A vertical at 40 EUR/bed/month costs 19,200 EUR/yr; a custom build at 72,000 EUR + 18 % ATM comes to 84,960 EUR in year one. With 8 hours saved per week on scheduling and billing, about 400 h/yr across the admin team (loaded hourly cost 38 EUR), she saves over 15,000 EUR/yr. Custom drops below cumulative vertical spend between year 5 and 6, while guaranteeing certified health-data hosting and HL7/FHIR interoperability with partner labs. Deployment in 16 to 22 weeks.
FAQ
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Is certified health-data hosting really mandatory?
Yes. Any personal health data must be hosted by a certified health-data provider. It is a non-negotiable contractual prerequisite, to be required from the RFP stage.
What does custom clinic software cost in 2026?
Between 55,000 and 90,000 EUR depending on the 9 modules chosen, plus 18 %/yr ATM. A vertical costs 30 to 45 EUR per bed per month, about 19,200 EUR/yr for 40 beds.
Why specify HL7/FHIR interoperability?
Without it, lab and imaging results are re-keyed by hand. HL7/FHIR automates those exchanges and cuts errors, a lot to budget between 10,000 and 18,000 EUR.
How long for a full deployment?
Budget 16 to 22 weeks for a P1 + P2 core with data migration and hosting acceptance. The scheduling + records core alone can ship in 10-12 weeks.
How should I structure the RFP budget?
Break it by lot (core, billing, interop, portal, ATM) and request pricing lot by lot. This lets you compare bids and phase the investment across 2 stages.
Let's scope your project. Send your bed count, P1 modules and labs to interface, for an indicative budget of 55,000-90,000 EUR. 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.