Guide
What veterinary practice software really costs in Belgium
Every supplier in this market publishes a per-vet figure, and for most practices that figure is not what they pay. Here is where the rest of the money is, with a worked example.
The headline price is the least useful number
Belgian veterinary software is advertised per veterinarian, per month. That number is real, and for a practice of one it is usually the whole story. From two people upwards it stops being the story, because the bill has four other axes and they are the ones that move.
None of this is anybody being dishonest. Add-on pricing is a legitimate model, and a practice that does not want imaging should not pay for imaging. It is simply that a per-vet figure is not comparable across suppliers who draw the line in different places, and everyone quotes the figure that flatters them.
The five axes
- Per veterinarian, or per user? This is the biggest one. A staff-dense clinic with nurses, receptionists and students can have twice as many accounts as vets. At 13 to 22 EUR each, that is a second subscription.
- Modules, or included? Imaging, the online agenda, accounting export, Peppol, a pet-owner app. Each is a line on some price lists and absent from others.
- One-time fees. A server version at installation, and data migration — commonly 400 to 600 EUR in this market.
- Training. Included, or billed by the hour plus travel.
- Third-party contracts. Online booking in particular is often a separate annual contract with another company, which does not appear on the software's price list at all.
A worked example: three vets, five support staff
Per month, excluding VAT, using each supplier's own published components.
| Vets | Support staff | Add-ons | Per month | One-time | |
|---|---|---|---|---|---|
| Fuga | 180 EUR | 65 EUR | 46.50 EUR imaging + accounting | 291.50 EUR | 600 EUR install |
| VETCloud | 192 EUR | 90 EUR | — | 282 EUR | — |
| Vet-Files | 168 EUR | not published — ask whether a licence is per user | 56 EUR agenda + Peppol | 224 EUR | 400 EUR migration |
| Mammouth | 195 EUR | not published | — | 195 EUR | — |
| Xolotl | 177 EUR | 0 EUR | — | 177 EUR | — |
Our arithmetic on each supplier's published list price, checked March 2026 (ByVets July 2026, Mammouth August 2026). Add-ons are optional and a practice that does not want them does not pay for them. Vet-Files publishes per licence, not per veterinarian, so its figure assumes three licences; if support staff each need one, that row is materially higher. Confirm every figure with the supplier before deciding — including ours.
What to ask, before comparing any two quotes
- What does a non-veterinarian account cost?Ask for the number, and multiply it by your actual headcount including students. This is where quotes diverge most.
- Which of these is extra: imaging, online agenda, accounting export, Peppol?Ask as a list, in one message. Asking one at a time produces one answer at a time.
- What is the total in year one, including everything one-time?Installation, migration, training hours, travel. Year one is a different number from year two and it is the one you have to find.
- Is online booking your software, or a contract with someone else?If it is a third party, ask which one and what it costs, because it will not be on the quote.
- What will you export if we leave, in what format, and at what price?Ask before you sign, not when you go. The answer tells you what the next five years look like. More on that here.
Why our price falls instead of rising
Every Belgian competitor but one prices per veterinarian on a degressive scale, so we do too: 79 EUR solo, 59 EUR from two to five, 39 EUR from six, capped at 390 EUR per site. A five-vet practice does not get five times the value of a solo vet.
Where we differ is the second axis. Assistants, receptionists and students are free, and every module is in the price. That is not generosity — per-seat pricing is what quietly pushes a small practice into sharing one login, and a shared login destroys the audit trail the practice is required to keep.
Common questions
Is the cheapest option ever the right one?
Often, yes. A solo practitioner who needs a patient file and whose accountant handles the rest is well served by the entry tier of a budget product. The mismatch appears when a practice buys on the headline figure and then needs the Belgian back office, and finds it priced per module.
How much should I budget for switching?
In this market, 400 to 600 EUR one-time is normal for migration, plus training. We do not charge for either, which is a real difference in year one and no difference at all by year three.
Are these prices current?
They are each supplier's published list price on the date in the caption. Suppliers change prices. If you find one of these out of date, write to contact@xolotl.vet and we will correct the page.
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Switching practice software
What comes across, what never does, when to do it in the VAT year, and the questions to ask your current supplier first.
See Xolotl on your own cases
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