The verdict in three sentences
For a London NGO juggling 6 donors with different reporting formats, a reporting extranet is a simple application at Kolonell, between 2,500,000 and 4,000,000 FCFA (3,810 to 6,100 EUR). The target is to recover 4 to 8 days of reporting per quarter through indicators entered once and exported in each donor's format. Cloud hosting costs 45 to 140 EUR a month, and the project can often be charged to the monitoring and evaluation line of grants.
The problem: one indicator, six report formats
An NGO headquartered in London and running programmes in several countries collects the same field data for all its projects: beneficiaries reached, training sessions, spending per activity. But each donor demands its own template, frequency and logframe indicators. The M&E team ends up copying figures into different Excel files, with a high risk of inconsistency.
| Donor type | Required report format | Frequency | Current difficulty |
|---|---|---|---|
| Bilateral agency (e.g. FCDO) | Word template and Excel annexes | Quarterly | Full re-entry of indicators |
| European Union | Logframe and narrative report | Half-yearly | Multi-project consolidation |
| Private foundation | Donor's online platform | Quarterly | Copy and paste from Excel |
| UN agency | Standard indicator table | Quarterly | Disaggregation by sex and age |
| International partner NGO | Detailed financial report | Monthly | Reconciliation with accounts |
| Local authority or trust | Simplified activity summary | Annual | Scattered data |
What the extranet includes and what it costs
The extranet centralises field data entry, calculates indicators and generates exports. Each donor gets dedicated access and only sees the projects it funds.
| Feature | Content | Included in a simple application |
|---|---|---|
| Field data entry | Mobile forms, offline mode | Yes |
| Indicator framework | Logframe per project, sex and age disaggregation | Yes |
| Dashboards | Progress by project, country, donor | Yes |
| Donor exports | Excel, PDF and CSV in required templates | Yes, up to 6 templates |
| Dedicated donor access | Read-only, limited to their projects | Yes |
| Supporting evidence | Photos, attendance lists, invoices | Yes |
| Accounting software link | Import of spending per budget line | Optional, medium complexity |
2026 budget to plan for:
| Item | Range | Comment |
|---|---|---|
| Development (simple application, Kolonell grid of 11/10/2026) | 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) | Data entry, indicators, exports, donor access |
| Accounting integration (medium complexity) | 4,000,000 to 7,000,000 FCFA in total (6,100 to 10,670 EUR) | If financial reconciliation is automated |
| Cloud hosting | 45 to 140 EUR per month | Depending on attachment volume |
| Kolonell maintenance | 35,000 to 75,000 FCFA per month (50 to 110 EUR) | Basic or Standard plan |
| Training for field teams | Included | 2 sessions, online |
Mini case study
Rachel, programmes director of an NGO in London (illustrative persona), manages 6 donors and an M&E team of 3. Each quarter, report production takes about 18 person-days. She picks an application at 3,000,000 FCFA (about 4,570 EUR), hosting at 75 EUR a month and maintenance at 50 EUR a month, i.e. 1,500 EUR a year of running costs.
If the tool saves 8 person-days per quarter, valued at 300 EUR per loaded day in London, the saving reaches 9,600 EUR a year, a net gain of about 8,100 EUR: the investment pays back in under 7 months. On top of that, on a 1,000,000 EUR project, the M&E line often represents 5 to 10%, i.e. 50,000 to 100,000 EUR, within which such a tool can be justified to the donor.
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FAQ
How much does a donor reporting extranet cost?
At Kolonell, a simple application costs 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR). With automated accounting integration, the project moves to medium complexity, between 4,000,000 and 7,000,000 FCFA (6,100 to 10,670 EUR).
Do donors accept using an extranet?
Most appreciate read-only access to real-time indicators alongside official reports. Exports are still provided in the required format, so nothing changes in the donor's procedures.
Does the tool work offline in the field?
Yes, data entry forms work offline and sync as soon as the connection returns, which is essential for programmes in rural areas with unstable mobile coverage.
Can the tool be funded from an ongoing project?
Often yes, through the M&E line that represents 5 to 10% of many budgets. Plan it in the proposal or obtain the donor's written approval.
How long for a first version?
Allow 8 to 12 weeks for a simple application: 2 weeks to scope the indicator framework, 5 to 7 weeks of development and 2 to 3 weeks of testing with a pilot team.
Let's scope your project. We scope your reporting extranet (indicators, donor exports, dedicated access) with an indicative budget and an 8 to 12 week timeline. 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.
