What Clinic Software Really Costs Over Three Years

The short answer on price

Clinic software sold in Thailand splits into three billing models with very different ranges. Buy-once systems installed in the clinic run from the low tens of thousands of baht to six figures for multi-branch setups, usually followed by an annual maintenance fee of roughly 15 to 20 percent of the purchase price. Monthly cloud subscriptions start in the high hundreds of baht for a single doctor and reach five figures per month for larger chains. Fully custom builds start in the six figures.

Those ranges are fine for orientation and useless for a decision. Two vendors both quoting ฿2,500 a month can end up more than twice apart over three years. The difference is never the monthly fee — it is everything not printed on the pricing page.

So the question to ask is not what it costs per month. It is: for a clinic my size, over three years, what is the total, as one number.

Six charges that rarely appear on the pricing page

These six account for almost the entire gap between the price you compare and the money that actually leaves the clinic's account. Vendors are not hiding them — a pricing page showing the lowest possible number simply sells better. Asking is the buyer's job.

Two more questions get forgotten. First, by what percentage can the price rise each year, and how much notice do you get? A contract with no cap means the vendor can raise it whenever they like. Second, if you pay annually and leave mid-term, is there a pro-rata refund? Neither affects year one. Both matter a great deal by year three.

How to calculate the three-year total

Use the same formula on every vendor and the numbers become directly comparable. One-off starting costs, plus the monthly fee times thirty-six, plus per-user charges times headcount times thirty-six, plus additional branch fees — then add 7 percent VAT across the whole total at the end.

One-off starting costs means setup, training and data migration combined. If a vendor offers a first-year discount, use the standard price for years two and three rather than multiplying the promotional rate by thirty-six months. This is where comparisons go wrong most often.

Why three years? It is roughly how long most clinics stay with a system before reconsidering. Shorter, and setup fees distort the comparison enough to make buy-once systems look artificially expensive. Longer, and you are guessing — both the pricing and the clinic will have changed.

Once you have a three-year total from every vendor, divide by thirty-six to get a true monthly average. That is the number worth comparing, not the headline on the pricing page.

What actually drives the price

Branch count is the strongest variable. Systems designed for multiple branches in one tenancy charge hundreds to low thousands of baht for each additional site. Systems designed for a single clinic usually treat a second branch as a second purchase — and you end up with two data sets that do not talk to each other.

User count is the variable clinics most often underestimate. Most count only doctors and forget that reception, nursing assistants and whoever does the books all need accounts. Under per-seat pricing, a clinic with three doctors can easily be nine to twelve users, and the monthly bill moves accordingly.

Only a handful of features genuinely push the price up: automatic doctor's fee (DF) calculation with withholding tax, inventory that decrements stock automatically, ICD-10 coding, and integrations with accounting systems or LINE. If your clinic does not need them yet, do not pay for them — but do ask what upgrading later will cost.

One thing that should not affect price is patient volume. A system that charges by record count penalises you every time the clinic grows. If you meet one, ask exactly where the ceiling sits and what happens past it.

What each budget buys

Under ฿1,000 per month suits a single doctor at one site who needs records, appointments and receipts. At this level do not expect full inventory management or automatic DF calculation. If a vendor offers everything at this price, ask what the unwritten limits are.

Between ฿2,000 and ฿3,000 per month is where most clinics belong. This should buy records structured for your clinic type, ICD-10 coding, inventory that decrements itself, revenue reports your bookkeeper can actually use, and unlimited users. If you are still paying per seat in this bracket, get more quotes.

฿5,000 per month and up is multi-branch territory, or clinics with salaried doctors. The additions that justify it are combined reporting across every branch on one screen, automatic DF calculation with withholding tax handled, and access control granular enough to decide who sees which branch. If you are paying this much and still computing DF in a spreadsheet each month, you are overpaying for what you get.

SyncEdge Clinic pricing, in full

We publish our own numbers so you can compare them directly. Monthly prices exclude VAT — Solo at ฿990 for one doctor at one site; Starter at ฿2,490 adding over 70,000 ICD-10 codes and inventory management; Pro at ฿5,990 covering three branches with automatic DF calculation and withholding tax. A fourth branch onwards is ฿990 per month each. Enterprise is quoted against scope.

The table assumes annual billing, which is equivalent to two months free — so thirty months rather than thirty-six, plus 7 percent VAT. The final Pro column includes the one-off ฿15,000 data migration fee. Solo and Starter are set up free, so they carry no additional starting cost.

On the six hidden charges above, our answers are: every plan includes unlimited users with no per-seat pricing, no matter how many staff the clinic has; regulatory updates are included rather than billed per change; and your plan only changes when you change it — nothing upgrades automatically and bills you afterwards.

There is a 14-day free trial with the full Starter feature set, and no credit card required.

When you should not buy yet

A pricing guide that ends by telling everyone to buy is not a guide. Here is when we would tell you to wait.

If the clinic has just opened and your workflow has not settled, staying on paper or spreadsheets for another few months is usually cheaper and far less painful than migrating twice. Let the system follow a stable workflow rather than dictating one before you know what works.

If the clinic's real problem is too few patients rather than too much paperwork, no clinic software fixes that. The same budget spent on being findable will do considerably more.

And if you are comparing prices without having tried anything, do not decide on numbers alone. Put reception on a real week of live work first. A system that saves you a thousand baht a month but costs the front desk ten minutes a day is far more expensive once you price the labour.