The verdict in three sentences
Moving from 15 spreadsheets to a custom business platform in Amsterdam costs, in 2026, 30,000-70,000 EUR of development, preceded by 4,000-8,000 EUR of scoping and followed by 600 to 1,800 EUR/month of support. The realistic timeline is 4 to 7 months depending on the number of modules and the state of the data to migrate. The gain shows fast: roughly one admin FTE freed up, no more entry errors and full traceability.
Why spreadsheets end up costing a fortune
Spreadsheets are free until they aren't: duplicates, locked files, diverging versions, no history. A platform centralises data, enforces business rules and traces every action.
| Spreadsheet limit | Business consequence | Platform answer |
|---|---|---|
| Scattered files | Contradictory data | Single central database |
| Manual entry | 3-8 % error rate | Automatic validation |
| No fine-grained rights | Leaks / overwrites | Roles and permissions |
| No history | Disputes unsolvable | Full audit trail |
| Static calculations | Slow reporting | Live dashboards |
| No mobility | Field re-keying | Web + mobile access |
What it costs, item by item
| Item | Scope | 2026 range (EUR) |
|---|---|---|
| Scoping + specs | Workshops, data modelling | 4,000 – 8,000 |
| Technical base | Auth, roles, database | 6,000 – 12,000 |
| Business modules | 3 to 6 modules by activity | 18,000 – 45,000 |
| Data migration | Spreadsheet import, cleanup | 3,000 – 9,000 |
| Dashboards | KPIs, exports, alerts | 3,000 – 8,000 |
| Training + rollout | Team onboarding | 2,000 – 5,000 |
| Monthly support | Fixes, changes | 600 – 1,800 / month |
The total depends mostly on the number of modules: a 3-module scope fits 30,000-45,000 EUR, a 6-module scope exceeds 60,000 EUR. Scoping is not a formality: this is where data is modelled, tacit business rules are surfaced (the ones nobody wrote down but everyone applies) and scope is settled. A rushed scoping is paid for in development, where fixing a data model costs five to ten times more than at the specs stage.
How to spread the investment
Few leaders can lock up 60,000 EUR at once. The 2026 best practice is to split into separately deliverable and billable batches, starting with the module that hurts most. This protects cash flow and validates value before committing to the rest.
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| Approach | Cash needed upfront | Risk |
|---|---|---|
| Big bang (all at once) | 30,000 – 70,000 EUR | High |
| Batched (module by module) | 8,000 – 15,000 EUR / batch | Low |
| Batch 1 only then pause | 8,000 – 15,000 EUR | Very low |
Mini case study
Nadia runs a trading SME in Amsterdam: 15 spreadsheets and a part-time assistant dedicated to consolidating orders and chasing unpaid invoices. A 52,000 EUR platform (5 modules) delivered in 6 months automates the tracking. Saving: 0.8 admin FTE at ~34,000 EUR loaded/year, i.e. 27,000 EUR/year, plus reduced unpaid invoices (2 % of revenue recovered). With 900 EUR/month support (10,800 EUR/year), the net gain in the first full year exceeds 16,000 EUR and the investment pays back in about 24 months, excluding reliability gains that are hard to quantify.
FAQ
How long to move from spreadsheets to a platform? Plan for 4 to 7 months depending on modules. A first production-usable module can ship in 8 to 10 weeks with a phased approach.
Can spreadsheets run in parallel at first? Yes, temporary dual entry secures the switch over 2 to 4 weeks, time to validate migrated data and train teams.
Do we have to rebuild everything at once? No. Start with the most painful module (often invoicing or order tracking), then add in increments of 6,000 to 12,000 EUR.
What maintenance budget should we plan? 600 to 1,800 EUR/month of support covers fixes, small changes and hosting, a 2026 order of magnitude of 15 to 20 % of the build cost per year.
Is data migration risky? It is the most sensitive item: plan 3,000 to 9,000 EUR of cleanup and a test set, as badly structured spreadsheets multiply edge cases.
Let's scope your project. Send us your current spreadsheets and the number of modules you target (indicative budget 30,000-70,000 EUR) and we map the path. 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.
