The verdict in three sentences
For a 3 to 10 vet practice in Dublin, the foundation is still an off-the-shelf practice management system (PMS) at roughly 90 to 320 EUR per seat per month, because it handles clinical records, invoicing and the medicines register that Irish inspections look at. Custom development pays off only where staff lose time every day: online booking, SMS vaccination reminders, dispensary stock control and partner dashboards, typically 9,000 to 38,000 EUR ex VAT. Ask for a quote broken down into developer days and recurring costs, or you will end up comparing numbers that cover different scopes.
What the off-the-shelf PMS really costs over three years
Partners tend to look at the monthly subscription. The number that matters is the three-year total, which includes data migration, training and paid add-ons such as SMS bundles, imaging links or accounting sync. Figures below are 2026 estimates for mid-sized Irish practices, ex VAT.
| Item | 3-vet practice | 6-vet practice | 10-vet practice |
|---|---|---|---|
| Seats (vets, nurses, reception, dispensary) | 7 | 12 | 20 |
| Subscription per seat per month | 90 to 160 EUR | 110 to 230 EUR | 130 to 320 EUR |
| Annual subscription | 7,560 to 13,440 EUR | 15,840 to 33,120 EUR | 31,200 to 76,800 EUR |
| Data migration from the old system | 1,000 to 2,500 EUR | 1,800 to 4,000 EUR | 3,000 to 7,000 EUR |
| Staff training | 700 to 1,400 EUR | 1,200 to 2,400 EUR | 1,800 to 3,500 EUR |
| SMS module including credits | 50 to 100 EUR per month | 80 to 170 EUR per month | 140 to 280 EUR per month |
| Three-year total | 25,000 to 45,000 EUR | 52,000 to 112,000 EUR | 100,000 to 245,000 EUR |
Seat count drives the bill more than the list price: once reception, the dispensary and every consult room have a login, licences multiply fast. The PMS also carries the compliance load. Under the Irish veterinary medicinal products regulations, prescriptions and supply of prescription-only medicines must be recorded and kept available for inspection by the Department of Agriculture, Food and the Marine, and antimicrobial prescribing now feeds national reporting. That is why custom software should sit next to the PMS, not replace it.
Sample quote for custom add-ons
Dublin practices that invest in add-ons usually want three things: fewer no-shows, fewer phone calls at reception and better visibility on dispensary margin. Here is a sample quote at a day rate of 600 to 750 EUR ex VAT, a 2026 estimate for an experienced Irish or EU development team.
| Module | Developer days | Cost ex VAT | Recurring cost |
|---|---|---|---|
| Discovery workshops with vets and front desk | 3 to 5 | 1,800 to 3,750 EUR | none |
| SMS reminders for vaccines, worming and boosters | 6 to 10 | 3,600 to 7,500 EUR | 0.06 to 0.10 EUR per SMS |
| Online booking synced with the PMS diary | 8 to 14 | 4,800 to 10,500 EUR | 25 to 70 EUR per month hosting |
| Dispensary: stock levels, reorder points, supplier orders | 8 to 16 | 4,800 to 12,000 EUR | covered by maintenance |
| Partner dashboard: revenue per vet, dispensary margin | 4 to 8 | 2,400 to 6,000 EUR | none |
| PMS integration layer | 3 to 6 | 1,800 to 4,500 EUR | rework if the vendor changes its API |
| Testing, go-live, training | 2 to 4 | 1,200 to 3,000 EUR | none |
Totals run from about 9,000 EUR for a single module (SMS reminders plus integration) to roughly 38,000 EUR for the full set. Budget 10 to 15 % of the build cost per year for maintenance. A serious quote also states who owns the code, confirms EU data hosting under GDPR, and documents the integration layer, since that is the first thing to break when the PMS vendor ships an update.
Deciding between standard, configuration and custom
Put each requirement in one of three columns before you sign. Many requests labelled as development are solved by a vendor module or a settings change.
| Need | Vendor module | Configuration | Custom build |
|---|---|---|---|
| Vaccine reminders | often available as an add-on | message templates | worth it for multichannel rules per species |
| Online booking | sometimes available | slots per vet | worth it for emergency triage and deposits |
| Dispensary | basic register included | reorder alerts | worth it for multi-site group buying |
| Partner reporting | standard reports | spreadsheet exports | worth it for multi-site consolidation |
| Client portal | rare | none | health records, repeat prescriptions, online payment |
Rule of thumb: below two hours of manual work per week, stay on standard. Above five hours per week, custom work usually pays back within two years.
Mini case study
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Illustrative example, fictional persona: Aoife Byrne, partner at a 6-vet small animal practice in Rathmines, sees an 8 % no-show rate and a receptionist spending 50 minutes a day phoning owners about overdue boosters.
- No-shows: 1,200 consults per month, 8 % missed, so 96 slots at an average margin of 50 EUR, or 4,800 EUR per month.
- Realistic target with SMS reminders and online confirmation: 3.5 %, which recovers 54 slots, about 2,700 EUR per month.
- Reception time freed: 50 minutes a day over 22 days, about 18 hours a month at 24 EUR loaded cost, 432 EUR per month.
- Investment: SMS reminders, online booking and PMS integration, 15,500 EUR ex VAT, plus 140 EUR per month for SMS and hosting.
Estimated net monthly gain: 2,700 + 432 - 140 = 2,992 EUR. Payback in just over five months. The dispensary module moves to phase two.
FAQ
How much does veterinary practice software cost for a 5-vet practice in Dublin?
Expect about 90 to 230 EUR per seat per month depending on vendor and modules, so roughly 11,000 to 28,000 EUR a year for 10 seats. Add 1,700 to 4,000 EUR in year one for migration and training.
Can custom software replace the PMS entirely?
Rarely below 10 vets: a full PMS build would cost far more than 38,000 EUR and you would carry the medicines register compliance on your own. The sensible scope is a 9,000 to 38,000 EUR add-on connected to your existing system.
How long does it take to build SMS reminders and online booking?
Allow 4 to 8 weeks from discovery to go-live for those two modules, around 14 to 24 developer days. The integration with your PMS sets the pace, because it depends on the vendor's API access.
Do owner records fall under GDPR in Ireland?
Yes, owner names, phone numbers and addresses are personal data overseen by the Data Protection Commission. Your quote should cover lawful basis, retention periods and EU hosting, which usually adds 1 to 2 days of work.
What maintenance budget should we plan?
Plan 10 to 15 % of the build cost per year, so 1,550 to 2,300 EUR for a 15,500 EUR project. That covers bug fixes, security patches and keeping the PMS integration working after vendor updates.
Let's scope your project. Send us your seat count, your current PMS and the two tasks that eat the most staff time, and we will price an add-on between 9,000 and 38,000 EUR ex VAT, deliverable in 4 to 12 weeks. 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.
