The verdict in three sentences
Without geolocation proof for every plot and lot-level traceability, a cooperative's beans risk being refused or discounted by exporters selling into Europe under the EUDR. Custom software at 12 to 28 million FCFA (about 21,000 to 50,000 USD), delivered in 5 months, handles weighing, farmer payments by mobile money, plot mapping and export of the evidence buyers ask for. For a cooperative of 2,300 farmers, the cost is lower than the margin at stake in a single season.
What the EUDR actually requires
EU Regulation 2023/1115 on imported deforestation applies to large operators from late December 2026, then to small companies in mid-2027. Exporters and European chocolate makers file the due diligence statement, but they require the data upstream, from cooperatives.
| EUDR requirement | What the cooperative must provide | What the software does |
|---|---|---|
| Geolocation | GPS point for plots under 4 ha, polygon above | Capture on tablet or smartphone, map of every plot |
| No deforestation | Plot not cleared after 31 December 2020 | Overlay with forest cover maps, alerts on doubtful cases |
| Legality | Farmer identity, land use rights, no child labour | Farmer record, scanned documents, attestations |
| Traceability | Link between every bag delivered and its source plots | Lot code at weighing, no mixing with untraced beans |
| Retention | Data kept 5 years | Timestamped archive, backups |
| Transmission | Data readable by the buyer | GeoJSON and spreadsheet export per lot, secure buyer access |
The cut-off date set by the regulation is 31 December 2020: a plot planted on forest cleared after that date makes the lot ineligible for the European market.
Modules and budget
| Module | Function | Indicative budget |
|---|---|---|
| Farmer register | Identity, photo, phone, plots, certifications | 1.5 to 3 million FCFA (2,700 to 5,400 USD) |
| Mapping | Offline GPS capture, polygons, consistency checks | 3 to 6 million FCFA (5,400 to 10,700 USD) |
| Weighing and collection | Connected scale or entry, SMS receipt, lot code | 2.5 to 5 million FCFA (4,500 to 8,900 USD) |
| Farmer payments | Farm-gate price calculation, premiums, mobile money payout | 2 to 5 million FCFA (3,600 to 8,900 USD) |
| Traceability and exports | Lots, warehouses, trucks, evidence export for buyers | 2 to 6 million FCFA (3,600 to 10,700 USD) |
| Dashboards | Tonnage by section, unmapped farmers, alerts | 1 to 3 million FCFA (1,800 to 5,400 USD) |
| Total | Complete software | 12 to 28 million FCFA (21,000 to 50,000 USD) |
Add hardware and the field campaign: 15 to 25 rugged tablets at about 150,000 FCFA (270 USD) each, and plot mapping at 2,000 to 3,500 FCFA (4 to 6 USD) per plot if handled by trained agents.
Exporter app, off-the-shelf or custom
| Option | Cost to the cooperative | Advantage | Limit |
|---|---|---|---|
| App supplied by the exporter | Free or nearly | Fast start | Data belongs to the buyer, hard to sell elsewhere |
| Off-the-shelf traceability software | 3 to 8 million FCFA (5,400 to 14,300 USD) a year | EUDR features ready | Farmer payments and accounting rarely covered |
| Custom software | 12 to 28 million FCFA, then 12 to 15% a year | Own data, built-in mobile payments | 5 months of development |
The key question is data ownership: a cooperative that holds its own mapped database can negotiate with several exporters.
Mini case study
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Kofi Asante, chairman of a 2,300-farmer cooperative near Kumasi, collects about 3,000 tonnes per season. As an order of magnitude, the cooperative earns 100 FCFA (0.18 USD) per kilo in commissions and premiums, or 300 million FCFA (540,000 USD) a year. Its main buyer announces that lots without EUDR evidence will be discounted. If 20% of tonnage were affected, 60 million FCFA (108,000 USD) of income would be at risk. Investment: 19 million FCFA of software, 3 million of tablets (20 × 150,000 FCFA) and 5.75 million to map 2,300 plots at 2,500 FCFA, so 27.75 million FCFA (about 49,500 USD), plus 3 million (5,400 USD) of annual maintenance. The project costs less than half of the income at risk in a single season.
FAQ
Does the software work without network in remote areas?
Yes, GPS capture and weighing work offline, then sync once back in coverage. A tablet holds several weeks of data. SMS receipts go out as soon as the network returns.
How long does it take to map 2,300 plots?
With 10 trained agents, count 8 to 12 plots per agent per day, so 4 to 6 weeks. Polygon capture for plots over 4 ha takes longer.
Can farmers be paid by mobile money?
Yes, the software calculates the amount at the official farm-gate price, then triggers the mobile money payment. Fees are around 1% and remove the need to transport cash.
What about farmers whose plot is problematic?
The software isolates their deliveries in separate lots sold outside the European market and opens a support follow-up. Mixing those beans with compliant lots would make the whole lot ineligible.
Does the software also serve Rainforest Alliance or Fairtrade certification?
Yes, most data is shared: farmer register, plots and traceability. An internal inspection module adds 1.5 to 3 million FCFA (2,700 to 5,400 USD).
Let's scope your project. Send us your number of farmers, tonnage and buyer requirements: we will price software between 12 and 28 million FCFA (21,000 to 50,000 USD) with a 5-month plan ahead of the next season. 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.
