The verdict in three sentences
An ageing Access database whose VBA macros nobody understands anymore is a major operational risk: one corrupted file can block invoicing for several days. Migrating to a custom web application costs EUR 20,000 to 50,000 excl. VAT for an SME in 2026, with historical data migration, multi-user access and automated backups. Plan 3 to 4 months, including one month of parallel running to secure the switchover.
Keep Access or migrate: the real calculation
Access remains handy for individual use, but it hits its limits as soon as ten or so people work on it over a network. The file is capped at 2 GB, more than 10 to 15 simultaneous users cause locks, and every Office update can break a macro.
| Risk or constraint | With Access in 2026 | With a web application | Estimated impact for an SME |
|---|---|---|---|
| .accdb file corruption | 1 to 2 incidents per year | Transactional PostgreSQL database | 2 to 5 days down, EUR 8,000 to 25,000 |
| Simultaneous users | 10 to 15 before locking | Several hundred | Daily waiting time removed |
| Mobile or remote access | Makeshift remote desktop | Browser, smartphone, tablet | Direct field data entry |
| Dependence on one person | Undocumented VBA code | Versioned, documented code | Risk of lockout when the employee leaves |
| Backups | Manual file copy | Automatic hourly backups | Maximum data loss cut to 1 h |
| GDPR traceability | No access log | Per-user log | Demonstrable compliance |
| Annual upkeep cost | EUR 3,000 to 8,000 of fixes | EUR 3,600 to 7,200 of maintenance | Comparable cost, much lower risk |
Annual running cost is similar in both cases. The difference is risk: a single major incident often costs more than half of the migration project.
Migration budget and method
The method that works starts with an inventory: tables, queries, forms, printed reports and macros. A typical SME Access database holds 40 to 120 tables, a third of which are no longer used.
| Phase | Duration | Cost excl. VAT 2026 (estimate) | Deliverable |
|---|---|---|---|
| Database and usage audit | 1 to 2 weeks | EUR 2,500 to 5,000 | Map of tables, flows, reports |
| Screen and permission design | 2 weeks | EUR 3,000 to 6,000 | Mockups approved by users |
| Web application development | 6 to 10 weeks | EUR 10,000 to 28,000 | Business modules, PDF reports, Excel exports |
| Migration and cleanup of 15 years of data | 2 to 3 weeks | EUR 2,500 to 7,000 | Duplicates merged, history kept |
| Acceptance and parallel running | 3 to 4 weeks | EUR 1,500 to 3,000 | Access vs web results compared |
| User training | 2 to 3 days | EUR 500 to 1,000 | Sessions per department + guide |
| Total project | 3 to 4 months | EUR 20,000 to 50,000 | Application in production |
The main price driver is the number of printed reports and business rules hidden in VBA, such as a discount calculation or invoice numbering. Finding them during the audit costs far less than discovering them after the switchover.
Mini case study
Nathalie, administrative director of a 38-employee building materials distributor in Strasbourg, runs quotes, orders and stock on a 1.7 GB Access database. The project is priced at EUR 34,000 excl. VAT. The 14 users lost about 6 hours per week in total to locks and re-entry, so 276 hours per year at EUR 45 loaded cost: EUR 12,420. Add EUR 5,000 per year of Access fixes avoided, against EUR 4,800 of maintenance for the new app. Net gain: about EUR 12,600 per year, a payback of 2 years and 8 months, before even counting one avoided corruption incident estimated at EUR 15,000.
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FAQ
Can we keep the last 15 years of data?
Yes, all useful tables are migrated with their history. Cleanup typically removes 5 to 15% of duplicates and orphan records.
Do we have to stop operations during the switchover?
No. The final switch happens over a weekend, after 3 to 4 weeks of both systems running in parallel to compare figures.
Wouldn't a no-code tool be cheaper?
For under 10 tables and 5 users, a no-code tool at EUR 20 to 40 per user per month may be enough. Beyond that, subscriptions and business logic limits often make custom development cheaper over 5 years.
Where is the data hosted?
With a certified French or European host, for EUR 50 to 150 per month depending on volume, which eases GDPR compliance.
Can the project be funded?
Some French regions, including Grand Est, offer digital transformation grants for SMEs that sometimes cover 30 to 50% of eligible spend, subject to conditions to check at application time.
Let's scope your project. We audit your Access database and price the rewrite and data migration, for an indicative budget of EUR 20,000 to 50,000 excl. VAT and go-live in 3 to 4 months. 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.
