The verdict in three sentences
A custom business platform for an SME costs between 30,000 and 90,000 EUR in 2026, delivered in 12 to 24 weeks, with management modules, reporting and role management. Annual maintenance represents 8 to 15 % of the build, a line to budget from the start and not discover after the fact. The right question isn't "how much does development cost" but "how much do my Excel spreadsheets cost me today" in lost hours and data-entry errors.
Why replacing Excel becomes profitable
Excel is free to buy and ruinous to use: multiple versions, broken formulas, no traceability, dependence on the one person who "knows the file". A business platform centralizes data, automates calculations and makes reporting instant. In Berlin as anywhere, the trigger is almost always a costly error or a team spending Fridays consolidating files.
| Module | Typical scope | Indicative cost |
|---|---|---|
| Business data management | CRUD, search, filters | 8,000-18,000 EUR |
| Roles & permissions | Multi-user, fine-grained rights | 4,000-9,000 EUR |
| Reporting & dashboards | KPIs, exports | 6,000-14,000 EUR |
| Workflows & approvals | Steps, notifications | 5,000-12,000 EUR |
| Integrations (accounting, ERP) | API, synchronization | 5,000-15,000 EUR |
| Excel import & migration | Historical data load | 3,000-8,000 EUR |
Phasing and total cost of ownership
A platform is built in phases to smooth the budget and deliver value early. The 3-year TCO matters as much as the initial price.
| Item | Year 1 | Year 2 | Year 3 |
|---|---|---|---|
| Initial build | 30,000-90,000 EUR | — | — |
| Maintenance (8-15 %) | 3,000-9,000 EUR | 3,000-9,000 EUR | 3,000-9,000 EUR |
| Hosting & infra | 1,200-3,600 EUR | 1,200-3,600 EUR | 1,200-3,600 EUR |
| Enhancements | 5,000-15,000 EUR | 5,000-15,000 EUR | 5,000-15,000 EUR |
| Cumulative TCO | 39,000-118,000 EUR | 48,000-146,000 EUR | 57,000-174,000 EUR |
ROI in hours saved
The return is measured in eliminated administrative time. A platform that removes 15 weekly hours of manual consolidation across a 5-person team frees the equivalent of 0.4 FTE, roughly 18,000 EUR/year of capacity.
Mini case study
Celine, head of a 22-employee trading SME in Berlin, runs her stock and margins on 14 Excel files. Each monthly close ties up her admin manager for 3 full days. She invests 52,000 EUR in a platform delivered in 16 weeks, plus 6,000 EUR/year maintenance. The gain: 2.5 days a month recovered (30 days/year, ~9,000 EUR of capacity) and above all the end of margin errors that cost her several thousand euros a year. With combined gains estimated at 34,000 EUR/year, the platform pays for itself in about 18 months, maintenance included.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Why not a cheaper off-the-shelf tool?
Standard software imposes its processes; custom fits yours. If your operations are ordinary, buy standard; if your way of working is your advantage, custom is justified above 30,000 EUR.
How long to the first usable version?
Expect 8 to 12 weeks for a first module in production, then phased enrichment. Delivering early avoids the tunnel effect and lets you course-correct with real users.
Is maintenance mandatory?
Yes, for security, updates and enhancements. Budget 8 to 15 % of the build per year; ignoring it turns your platform into technical debt within two years.
Can we migrate our existing Excel data?
Yes, historical data load costs 3,000 to 8,000 EUR depending on file cleanliness. Well-structured data upfront sharply reduces this bill.
What minimum budget to start?
A first module sits around 30,000 EUR. Below that, go for a temporary no-code tool while you clarify your needs.
Let's scope your project. Tell us the spreadsheets to replace, the number of users and your deadline: we'll phase a budget and a costed ROI. 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.
