The verdict in three sentences
The EU Deforestation Regulation (EUDR) requires coffee and cocoa importers to prove that each lot comes from geolocated plots not deforested after 31 December 2020, so a European buyer must make sure its West African suppliers can deliver that data. For a Togolese union of 4,000 farmers, an offline collection app costs FCFA 8 to 20 million (EUR 12,000 to 30,000) and goes live in 4 to 6 months. Buyers often pay a 5 to 10% premium for fully traced lots, which makes co-funding the system a sound procurement decision.
What the European buyer actually needs
The importer must file a due diligence statement before placing goods on the EU market. It turns to the cooperative for the data. Paper questionnaires and spreadsheets do not survive an inspection.
| Required data | Common practice | What the software does |
|---|---|---|
| Geolocation of each plot | Rare or approximate | GPS point under 4 ha, polygon above, captured on phone |
| Farmer identity | Paper register | Farmer profile with photo and ID |
| Production date and place | Not tracked | Recorded at every weighing |
| Bag / farmer / plot link | Lost at the warehouse | QR code label per bag or lot |
| No deforestation | Verbal statement | Polygon export to satellite verification tools |
| Compliance with local law | Scattered files | Centralised, exportable documents |
| Farmer payment | Cash, little evidence | Time-stamped mobile money payment |
The application timeline has been pushed back more than once, but large importers already require the data for 2026-2027 season contracts. Suppliers ready now secure volume; buyers who secure traced supply now avoid a scramble later.
2026 budget and app scope
| Module | Budget (FCFA) | Note |
|---|---|---|
| Offline Android collection app (weighing, quality, QR) | 4 to 8 M | Works without network, syncs on return |
| Plot mapping (GPS, polygons) | 2 to 5 M | GeoJSON export for the buyer |
| Register of 4,000 farmers and groups | 1 to 3 M | Migration of existing lists |
| Traced farmer payments (T-Money, Flooz) | 2 to 4 M | No more unjustified cash advances |
| Union dashboard and EUDR exports | 1.5 to 3 M | Lot file generated in one click |
| Total project | 8 to 20 M (EUR 12,000 to 30,000) | Depending on modules |
| Recurring costs | 1.5 to 3 M per year | Hosting, maintenance, SMS |
On top of this comes field mapping. A trained agent surveys 15 to 25 plots a day; for 4,000 farmers, plan 8 agents for 4 to 5 weeks, about FCFA 4 to 6 million (EUR 6,000 to 9,000), plus smartphones at FCFA 60,000 to 90,000 each.
Mini case study
Marieke, sourcing manager at a cocoa importer in Amsterdam, buys from a union of cooperatives headquartered in Lomé (4,000 farmers, 3,000 tonnes a year). She offers a 6% premium on fully traced lots, on a reference farm-gate price of FCFA 1,800 per kilo.
The union invests FCFA 15 million in the app, 5 million in mapping and 1.2 million in 15 smartphones: FCFA 21.2 million (about EUR 32,000), plus 2.5 million a year. If 1,000 tonnes are traced in year one, the premium is 1,000,000 kg x FCFA 1,800 x 6%, or FCFA 108 million (about EUR 165,000). Even with 70% of the premium passed on to farmers, the union keeps FCFA 32.4 million and covers its investment in the first season. For Marieke, pre-financing the app against future deliveries secures compliant supply at a modest cost.
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FAQ
How much does traceability software for an agricultural cooperative cost in 2026?
An offline collection app with mapping and EUDR exports costs FCFA 8 to 20 million (EUR 12,000 to 30,000), plus FCFA 1.5 to 3 million a year. Field mapping adds roughly FCFA 1,000 to 1,500 per plot.
Does the app work without network coverage?
Yes, all entries (weighing, GPS, photos) are stored on the phone and synced when 3G or Wi-Fi is available. A phone can hold several weeks of collection data.
What EUDR data must the cooperative provide?
Plot geolocation (a point under 4 ha, a polygon above), quantities, production period and evidence of compliance with local law. The software generates a full lot file in minutes.
How are farmer payments traced?
Through T-Money or Flooz: each payment is linked to a weighing and a farmer. This reduces disputes and gives buyers evidence of fair pricing.
How long until the system is ready for the next season?
Allow 4 to 6 months: 2 months of development, 1 to 2 months of field mapping and 1 month of pilot with 2 or 3 cooperatives before full roll-out.
Let's scope your project. Tell us the number of farmers, member cooperatives and target buyers, and we will price an EUDR collection and traceability app between FCFA 8 and 20 million, ready in 4 to 6 months. 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.
