What does a record system cost? Pricing models and examples

The cost of a record system depends on whether you pay per employee, service user or clinic, and what is charged separately. Compare subscription, usage, setup and migration for the same organisation and period.

Looking for Validi’s price today? Use the calculator and current price list. It shows your selected subscription and estimated usage, distinguishing the introductory period from the regular price.

About the comparison below: This is Validi’s own historical review of four providers’ prices, recorded on 10 July 2026. Competitor prices have not been reverified for this editorial update. The table uses the prices recorded then and excludes Validi’s later introductory discount. It illustrates pricing models; it is not a current quotation or an independent ranking.

Four systems: pricing models in July 2026

• Validi charges a flat price per clinic (DKK 199/mo.) plus per employee (DKK 96/mo.). Clients, storage, rota planning, the medication module and data export are all included, and there is no lock-in. AI services and SMS are billed per unit.
• DanJournal charges per client in tiers: from DKK 8,462/year (1-10 clients) to DKK 53,560/year (71-100 clients). Staff numbers are unlimited. The Medicin.dk integration (DKK 975/year), the data export module (DKK 2,000/year) and extra storage (DKK 1,000/GB/year) are add-ons.
• CitizenOne resembles Validi's model: the Pro package costs DKK 449/mo. with 3 users, and extra users cost DKK 39/mo. Clients are unlimited, storage is 3 GB, and there is no lock-in.
• Planner4You sells user blocks: the base package from DKK 8,820/year covers 15 users, and the listed prices assume a 3-year commitment. The FMK medication module costs from DKK 699/year per user, and storage from DKK 1,428/GB/year.

What does it cost in practice? Three worked examples

The table retains the original annual examples from July 2026. Validi’s column uses the regular subscription without usage or the later introductory discount. The original review included selected medication add-ons for competitors. CitizenOne’s VAT treatment was unconfirmed, so this is not a consistent comparison excluding VAT. Equivalent functionality was not established either. Obtain current prices on matching assumptions before deciding.

What to check behind the figures

The pricing model changes the outcome. A service with many employees and few service users can have a different cost profile from an outpatient clinic. Clarify how staff working across departments and closed care episodes are counted.

Add-ons may cover different functions. Medicin.dk lookups and integration with Denmark’s Shared Medication Record (FMK) are different capabilities. Establish your requirements and ask the provider what the quoted price covers. The table does not demonstrate equivalent functionality.

Check data export terms separately. Distinguish an export module, data return when a contract ends and migration support. Get formats, contents, deadlines and charges in writing. See our checklist for switching record systems.

AI services: include usage charges

Access to an AI feature and payment for using it are separate matters. Validi’s current price list sets out the usage charges. Enter a realistic estimate in the calculator and assess the workflow including professional review of drafts. See our guide to AI-assisted documentation.

How to compare for yourself

1. Run the numbers on your own mix of employees and clients — that determines which pricing model suits you.
2. Add the add-ons: medication, export, storage, support. It is rarely the base price that makes the difference.
3. Check the commitment and exit terms before you sign: what does it cost to leave, and do you get all your data with you?

You can calculate your current Validi price without a meeting. Keep subscription and usage separate from any setup and migration work. See Enterprise if you are considering a dedicated server.

Competitor figures: original review dated 10 July 2026. DanJournal’s figures were converted from VAT-inclusive to VAT-exclusive amounts; CitizenOne’s VAT status was not stated. Reconfirm prices, capabilities, VAT and commitment terms with each provider.

Try the system alongside the cost calculation

Try Validi free with fictional data. Involve the staff who will use it and let them explore everyday tasks. Combine the trial with the calculator and a clear list of requirements.