The verdict in three sentences
EUDR-compliant cocoa traceability software costs between 15 and 35 million FCFA excl. VAT (about 23,000 to 53,000 EUR) in 2026 for a cooperative of 2,500 farmers, depending on the mapping depth and exporter integration. Without plot geolocation and a weighing-by-weighing link between the farmer and the lot sold, the exporter cannot file its due diligence statement and you lose access to European buyers or the sustainability premiums. The tool usually pays back within one or two seasons through secured premiums and lower weighing losses.
What the EUDR requires from a cooperative
EU Regulation 2023/1115 on deforestation requires operators placing cocoa on the EU market to prove that every bean comes from plots not deforested after 31 December 2020 and produced legally. Its application was postponed twice: it now targets large operators at the end of December 2026 and small businesses in mid-2027. Exporters pass the requirement down to cooperatives, which must supply each plot's coordinates and volume traceability.
| EUDR requirement | What the cooperative must produce | Software feature |
|---|---|---|
| Geolocation | GPS point for plots of 4 ha or less, polygon above | Offline mobile mapping |
| Deforestation-free | No forest cover loss after 31/12/2020 | Cross-check with satellite maps |
| Legality | Producer card, land rights, social compliance | Farmer record with attachments |
| Volume traceability | Link between weighing, bag, lot and exporter contract | Barcode or QR per bag |
| Yield consistency | Delivered volume consistent with plot area | Alert above 800 kg/ha |
| Data export | GeoJSON file for the exporter's statement | Automatic export per lot |
The yield consistency check is essential: a farmer delivering 3 tonnes from a declared 1.5 ha plot signals a risk of untraced cocoa, and a single contaminated lot can block an entire container.
Detailed 2026 budget
| Item | Indicative cost (FCFA excl. VAT) | Detail |
|---|---|---|
| Scoping and field workshops | 1,500,000 to 3,000,000 | Visit to 3 sections, collection process |
| Mobile mapping app | 3,500,000 to 7,000,000 | Android, offline, GPS polygons |
| Weighing and bush collection | 3,000,000 to 6,500,000 | Connected scale or entry, SMS receipt |
| Web platform and lots | 3,000,000 to 7,000,000 | Farmers, bags, lots, exporter contracts |
| Satellite and risk analysis | 2,000,000 to 5,000,000 | Cross-check with forest cover maps |
| Premium payments | 1,000,000 to 3,500,000 | Per-farmer calculation, mobile money payout |
| Training and support | 1,000,000 to 3,000,000 | Delegates, weighers, 2 sessions per section |
For hardware, plan rugged Android smartphones at 90,000 to 150,000 FCFA each, and external GPS receivers if phone accuracy falls short under tree cover. Mapping 2,500 plots takes roughly 40 to 60 agent-days, i.e. 6 to 9 million FCFA of field labor if it has not been done yet.
Three project levels
| Criterion | Essential | Standard | Complete |
|---|---|---|---|
| Budget | 15 to 20 million FCFA excl. VAT | 21 to 28 million FCFA excl. VAT | 29 to 35 million FCFA excl. VAT |
| Farmers | Up to 1,500 | 1,500 to 4,000 | Over 4,000 or a cooperative union |
| Mapping | GPS points and polygons | Same + polygon quality control | Same + visit history |
| Satellite analysis | Export for the exporter | Built-in analysis | Analysis and annual monitoring |
| Premiums | Simple calculation | Payout via Orange Money, MTN, Wave | Multiple certifications and audits |
| Delivery time | 4 months | 5 months | 6 months |
Mini case study
Yao runs a cooperative of 2,500 farmers in the Soubré region that sells about 3,000 tonnes per season. His exporter pays a sustainability premium of 50 FCFA per kilo, conditional on EUDR traceability, so 150 million FCFA a year is at stake. Weighing gaps and bags not tied to a farmer also cost about 0.8 % of volumes, i.e. 24 tonnes valued, as a 2026 ballpark, at 2,000 FCFA per kilo in the cooperative's chain: 48 million FCFA.
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He picks the Standard level at 25 million FCFA excl. VAT, plus 7 million FCFA of field mapping. If the tool secures the premium and halves weighing losses, the gain exceeds 170 million FCFA in the first season, for an investment of 32 million FCFA.
FAQ
Does the app work without network coverage in the bush?
Yes, mapping and weighing work offline and sync as soon as an agent gets 3G, often in the village or at the section warehouse. A phone easily stores more than 5,000 weighings.
Must every plot be mapped as a polygon?
The regulation requires a polygon above 4 hectares, a GPS point is enough below that. Many exporters still ask for polygons everywhere, which adds 15 to 20 minutes of walking per plot.
How does the software prove deforestation-free status?
It cross-checks each polygon with satellite forest cover maps and flags any loss after 31 December 2020. At-risk plots, often 2 to 5 % of the total, are kept out of lots bound for Europe.
Can we pay premiums by mobile money?
Yes, the software calculates each farmer's premium from deliveries and generates an Orange Money, MTN MoMo or Wave payment file. Payout fees stay around 1 % depending on the operator.
Does the data belong to the cooperative?
With custom development, yes: you choose what you share with each exporter, which strengthens your hand when negotiating with several buyers.
Let's scope your project. Tell us your number of farmers, the state of your mapping and your exporters, and we will price a scope between 15 and 35 million FCFA excl. VAT with a 4 to 6 month timeline before 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.
