Transparent dental clinic management system pricing with no hidden fees: €26 per month per chair, unlimited users, free SMS and the first month free.
When choosing a dental clinic management system, price is one of the most important factors — but it is just as important to understand what is included in that price. DARWA CRM pricing is simple and clear: the first month is free, and after that you pay a monthly licence fee for each chair in use. No hidden fees, no long-term small-print commitments, no surcharges for essential things.
On this page we explain in detail how much the clinic system costs, why charging per chair is more beneficial than per user, how much you really save with free SMS and how quickly the investment pays off. If you have questions, you can always get in touch — we will prepare an accurate offer based on your clinic size.
In short
€26/month per chair · unlimited users · free SMS · first month free · no setup or hidden fees · 6+ chairs — extra discount.
The most important difference from many other systems is that DARWA CRM is priced per chair, not per user. This changes the final amount far more than it seems at first glance. In a three-chair clinic about 20 users typically connect to the system — owners, accounting, assistants, dentists, administrators and others. When you pay per person, every new employee raises the bill; when you pay per chair, you can grow the team for free.
Three-chair clinic
Other systems (per user)
DARWA CRM (per chair)
Pricing principle
~11 € × 20 users
26 € × 3 chairs
Monthly fee
~220 €
78 €
Cost per year
~2 640 €
936 €
SMS reminders / year
~304 €
0 € (free)
Total per year
~3 000 €
936 €
The difference is up to €2,064 a year for a three-chair clinic, and with free SMS the savings are even greater. And that is without any setup fees. The more employees connect to the system, the bigger this difference is in your favour.
Not sure how much your clinic would pay?
We will prepare a clear, custom offer based on the number of chairs within 1 business day.
A new system is best tried in real work first, not just in a presentation. That is why you can use DARWA CRM free for the first month. During this time we do the most important initial work free of charge: connect the mobile device and fiscal equipment, set the system parameters, create the administrator account and handle maintenance. This way a clinic can calmly assess whether the system meets its needs before it starts paying.
€26 per chair — what the licence includes
After the free period, the licence costs €26 per month per chair, with an unlimited number of users. The monthly fee includes everything needed for everyday work — with no surcharges for essential things. You get phone support, security, error fixing, new feature rollout and free SMS reminder messages. All system features — scheduling, treatment plans, e-health, cash register, reports and payroll — are included in the same price, with no separate modules to buy.
How much for your clinic — examples by size
Since the price is per chair, it is easy to predict in advance. Below are typical examples. The number of users is unlimited in every case, and SMS reminders are free, so the table shows the final licence price with no hidden extras.
Clinic size
Monthly fee
Per year
Users
1 chair
26 €
312 €
unlimited
2 chairs
52 €
624 €
unlimited
3 chairs
78 €
936 €
unlimited
5 chairs
130 €
1 560 €
unlimited
6+ chairs
with discount
individual
unlimited
The first month is free in every case, and setup work is not charged separately. Want an exact number for your clinic? Get in touch and we will prepare an offer within 1 business day.
Discounts for larger clinics
Clinics with six or more chairs receive additional discounts by agreement. For multi-branch or larger practices we prepare a custom offer, taking into account the number of chairs and needs. Get in touch and we will calculate a price tailored exactly to your clinic.
Free SMS — how much it really saves
With DARWA CRM you save extra thanks to free SMS. Many systems charge for SMS reminders separately — even during a free trial. A dental chair works on average about 210 hours a month, and each visit requires sending about 2.3 SMS: a visit notification, a reminder the day before and additional messages for cancellations or reschedules.
SMS costs
With a provider
With DARWA CRM
Price per message
~0,025 €
0 €
Per chair / month
~8,45 €
0 €
3 chairs / year
~304 €
0 €
With DARWA CRM, SMS are sent through your own mobile connection — with no extra fees. You keep those ~€304 a year in your pocket, and the reminders at the same time reduce no-shows and directly increase revenue.
How quickly the investment pays off
The best way to assess the price is to compare it with what the system gives back. For a three-chair clinic the monthly fee is €78. A single patient who does not show up without warning often costs more than the whole day of system value: an empty chair hour and lost revenue. Automatic SMS reminders typically reduce no-shows by just a few cases a month — and the fee is already covered.
What the return consists of (3-chair clinic)
Value / month
Fewer no-shows thanks to SMS reminders
~150–300 €
Saved SMS fee (free messages)
~25 €
Administration time (automatic accounting, reports)
several hours
System fee
78 €
In practice, for most clinics the system pays off within the first few weeks — the amount saved or not lost often far exceeds the monthly fee. And since the first month is free, you can assess the risk before you even start paying.
What is included in the price and what is not
Transparency means clear boundaries. The monthly per-chair fee includes everything needed for everyday clinic work, with no separate modules or surcharges:
Included in €26/chair
Patient scheduling and calendars · treatment plans · e-health (E025, prescriptions, student certificates) · free SMS reminders · cash register and finance integration · payroll calculation · 40+ reports · phone support · updates and security · data storage in the EU · initial setup and data migration.
Only things that depend on third parties and are not part of the system may cost extra — for example, the fiscal cash register itself or mobile operator services. The system itself, its modules and support have no additional fees.
How much it costs to switch to DARWA CRM
Switching from an old program often seems like the most expensive part, but with DARWA CRM setup and data migration are free. We migrate patient and visit history from previous systems safely, connect the equipment and configure parameters together with you. Since the system runs through a browser, it does not need to be installed on every computer — there are no equipment licences and no fees for extra workstations.
Why the system is worth it
A clinic management system is not just an expense — it is an investment that pays off quickly. Automatic SMS reminders reduce no-shows, and every patient who does not show up means lost revenue and an empty chair hour. Automatic payroll calculation and tidy accounting save administration many hours a month. Accurate reports help spot where the clinic loses money and make decisions that increase profitability. Often the amount saved far exceeds the monthly system fee.
No hidden fees
We value transparency, so there are no surprises in the pricing. Basic SMS messages are free, and all essential updates and support are included in the licence price. When legal requirements change, the system is updated — there is no separate charge for compliance with new laws. Data is stored on servers in the European Union, and the system is developed and maintained by a team in Lithuania, so you always know who you are dealing with and where your data is stored.
Who each plan suits
The free first month suits any clinic that wants to try the system in real work with no commitment. The monthly per-chair licence is for operating clinics that need full functionality with unlimited users. A custom offer with a discount is for larger clinics with six or more chairs or multiple branches. Not sure which option fits best? Get in touch and we will choose the best solution together based on your clinic size and needs.
Predictable expense
Since you pay only per chair and the number of users is unlimited, the monthly bill is clear and easy to fit into a budget — with no surprises as the team grows.
Frequently asked questions about pricing
How much does a dental clinic management system cost?
The DARWA CRM licence costs €26 per month per chair, with an unlimited number of users. The first month is free, and SMS reminders and setup work are not charged extra. Clinics with six or more chairs receive an additional discount.
Do I have to pay for each employee?
No. You pay per chair, not per user. The whole team can use the system — front desk, dentists, assistants, accounting and managers — without paying extra for each person.
Is there a long-term commitment or contract?
There is no long-term commitment. You use the system free for the first month and only then decide whether to continue. If it does not suit you, nothing binds you.
Do SMS reminders cost extra?
No. Basic SMS reminder messages are free because they are sent through your own mobile connection. This saves about €300 a year for a three-chair clinic compared with providers who charge for SMS separately.
Are there setup or hidden fees?
No. The initial work — connecting the mobile device and fiscal register, setting parameters and creating the administrator account — is done free of charge. The monthly fee includes support, updates and security.
How do I calculate the cost for my clinic?
Multiply the number of chairs in use by €26. For example, a three-chair clinic pays €78 per month. For 6+ chairs we prepare a custom offer with a discount.
Do I have to pay for data migration from an old program?
No. We migrate patient and visit data from Serve, Dental4Windows and other systems safely, at no separate cost. Migration is done together with the initial setup, so the clinic does not lose its history and can work without long downtime.
Will the price change if the clinic grows and adds more chairs?
The fee grows only in proportion to the number of chairs — adding a new chair adds €26 per month. You can connect unlimited users at no extra cost, so growing the team does not raise the price. Once you reach 6 chairs, a discount applies.
How does billing work?
Billing is monthly based on the number of chairs in use, with no long-term contract. The first month is free, so you only start paying once you are sure the system suits your clinic.
You will find more answers on the FAQ page, and for an exact price for your clinic just get in touch.
Start for free today
The first month is free, and we handle the initial setup together with you. Get in touch and let us begin.