The verdict in three sentences
A cocoa cooperative in San-Pédro selling to European exporters must now provide, lot by lot, proof that its beans do not come from plots deforested after 31 December 2020, as required by the EU Deforestation Regulation (EUDR). That means GPS polygons of plots, weighings and purchases traced lot by lot and a data export in the format the buyer requests, all working offline in the bush. At Kolonell, this software is quoted at 7 to 15 M FCFA (10,670 to 22,870 EUR) for 1,000 to 8,000 farmers, with a 4 to 6 month timeline.
What your exporters and European importers will ask for
The EUDR, due to apply to large operators at the end of 2026 after two postponements, requires the European importer to file a due diligence statement. It can only do so if every upstream link sends verifiable data. For a cooperative, that translates into four concrete obligations.
| Buyer requirement | Operational detail | What the software must produce |
|---|---|---|
| Geolocation of each plot | GPS point for plots of 4 ha or less, polygon above | Plot map with exportable coordinates |
| No deforestation after 2020 | Cross-check against forest cover maps | Risk status per plot, supporting documents attached |
| Farmer, plot, lot link | Each bag tied to identified farmers | Traceability from purchase slip to exported lot |
| Legality of production | Farmer identity, producer card, land use right | Complete, dated farmer record |
| Data in the buyer's format | GeoJSON, CSV or exporter platform | One-click export per contract |
| Retention | Data kept for several years | Timestamped archive and audit trail |
The architecture that works in the bush
Field delegates and weighers spend whole days in camps with no network. A standard web app is ruled out. The working solution combines an offline Android app for mapping and purchases, a connected scale or controlled weight entry, and a web platform at head office that consolidates, checks inconsistencies and produces exports.
The critical point is volume control: if a farmer declared on 2 ha delivers 6 tonnes in a season, the system must raise an alert, because exporters reject lots with implausible yields. A reference yield of roughly 400 to 600 kg per hectare acts as a configurable safeguard.
| Module | Share of budget | Timeline | Expected result |
|---|---|---|---|
| Farmer and plot register | 15 % | 4 weeks | Single database, no duplicate cards |
| Offline GPS mapping (points and polygons) | 25 % | 6 weeks | Plots mapped in the field |
| Purchases, weighings and numbered slips | 20 % | 5 weeks | Every kilo tied to a farmer |
| Lot building and yield control | 15 % | 4 weeks | Alerts on implausible volumes |
| EUDR exports and exporter portal | 15 % | 4 weeks | Compliant files per contract |
| Board dashboard | 10 % | 3 weeks | Season tracking, farmer payments |
2026 budget by cooperative size
Kolonell amounts follow our 11/10/2026 price grid. Field data collection (mapping agents, smartphones, fuel) is borne by the cooperative or its exporter partner.
| Size | Farmers | Kolonell software budget | Field mapping cost (estimate) | Monthly maintenance |
|---|---|---|---|---|
| Small cooperative | 1,000 to 2,000 | 7 to 9 M FCFA | 5 to 12 M FCFA | 75,000 FCFA |
| Medium cooperative | 2,000 to 5,000 | 9 to 12 M FCFA | 12 to 30 M FCFA | 120,000 FCFA |
| Large cooperative or union | 5,000 to 8,000 | 12 to 15 M FCFA | 30 to 50 M FCFA | 120,000 FCFA |
| Multi-cooperative union | Above 8,000 | 15 M FCFA and more | Depends on coverage | 120,000 FCFA |
Field cost is based on an estimate of 4,000 to 6,000 FCFA per mapped plot, to be adjusted for camp remoteness.
Mini case study
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Mr Koné runs an illustrative cooperative of 3,000 farmers near San-Pédro, about 3,900 plots and 4,500 tonnes sold per season. His main exporter warns that it will no longer take untraced lots from next season.
He invests 11 M FCFA in the software, 19.5 M FCFA in field mapping (3,900 plots at 5,000 FCFA) and 1.44 M FCFA of Premium maintenance in year one, a total of 31.9 M FCFA. If the exporter keeps its volumes and pays a traceability premium of 30 FCFA per kilo, the cooperative earns 135 M FCFA over the season. Without traceability, the risk is losing access to that buyer, which weighs far more than the investment.
FAQ
How much does EUDR traceability software for a cocoa cooperative cost?
At Kolonell, expect 7 to 15 M FCFA depending on farmer count, from 1,000 to 8,000. Add field mapping costs of roughly 4,000 to 6,000 FCFA per plot.
Is a polygon needed for every plot?
The regulation accepts a single GPS point for plots of 4 ha or less and requires a polygon above that. Many exporters still ask for polygons everywhere, so the app handles both.
Does the app work without network in the camps?
Yes, mapping, purchases and weighings are done offline on Android, then sync when back in coverage. A delegate can store several weeks of data on an entry-level phone.
How long to be ready before the season?
Plan 4 to 6 months for the software and start field mapping in parallel from month two. A 3,000-farmer cooperative often deploys 8 to 10 agents for 2 to 3 months.
Does the data belong to the cooperative or the exporter?
With custom development, the database belongs to the cooperative, which decides what it shares with each buyer. That is a negotiating asset when several exporters compete for traced lots.
Let's scope your project. Send us your farmer count, number of plots and buyer requirements: we will scope a traceability system at 7 to 15 M FCFA with a 4 to 6 month plan aligned with the 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.
