The verdict in three sentences
An Access database from 2009 shared on a file server becomes an operational risk as soon as more than 5 people use it at once. Migrating to a custom web application costs between 25,000 and 55,000 EUR in Berlin in 2026, including 15 years of data, with a 3 to 4 month timeline. The budget is justified mainly by removing the data-loss risk and by secure remote access, which Access cannot provide cleanly.
Why Access has reached end of life
Access is still handy for a prototype, but its limits become blocking in a 20 to 80 person company.
| Access limit | Critical threshold | Concrete impact | Web app answer |
|---|---|---|---|
| File size | 2 GB per database | Database refuses new writes | PostgreSQL with no practical limit |
| Concurrent users | Unstable beyond 5 to 10 | Locks, slowness, corruption | 50+ users without conflict |
| File corruption | 1 to 3 incidents a year observed | 1 to 3 days of downtime | Transactions and replication |
| Remote access | VPN plus network share, slow | Sales reps without field data | Browser, mobile, MFA |
| Backups | Manual copy of the .accdb | Current day's work lost | Automatic hourly backup |
| Skills | VBA developers increasingly rare | Dependence on one person | Standard stack, documented code |
The loss risk is easy to price: one day without quoting and stock management in a 40-person company often means 9,000 to 18,000 EUR of deferred or lost revenue, as a 2026 order of magnitude.
Detailed migration budget
Cost depends on the number of forms, printed reports and rules hidden in VBA macros. Here is a typical breakdown for 10 concurrent users.
| Item | Content | Effort | 2026 cost (EUR) |
|---|---|---|---|
| Audit of the existing system | Tables, queries, macros, reports | 3 to 5 days | 3,000 to 5,000 |
| Data model | Normalisation, constraints, indexes | 3 to 6 days | 3,000 to 6,000 |
| Screen development | Quotes, stock, customers, suppliers | 20 to 40 days | 15,000 to 32,000 |
| Data migration | 15 years, cleaning, duplicates | 4 to 8 days | 3,500 to 7,000 |
| PDF outputs | Quotes, delivery notes, inventory | 2 to 4 days | 1,800 to 3,500 |
| Testing and training | Parallel run, 2 sessions | 2 to 4 days | 1,800 to 3,500 |
| Hosting and backups | German or EU server, hourly backup | Recurring | 70 to 180 EUR per month |
The total falls between 28,000 and 57,000 EUR depending on complexity, with a median around 38,000 EUR. An off-the-shelf tool at 45 EUR per user per month may look cheaper, but it often forces the company to drop the business rules that set it apart.
The method that avoids bad surprises
Month 1: audit, extraction of every rule buried in macros, and data model sign-off. Months 2 and 3: module-by-module development, each delivered and tested on a copy of real data. Final month: a 2-week parallel run, where the team works in the new tool while Access stays available read-only, then the final switch. The Access file is archived, never deleted. Hosting in Germany or the EU keeps the project aligned with GDPR and works council expectations.
Mini case study
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Jonas, head of administration at a 35-person technical equipment trader in Berlin, has managed quotes and stock in Access since 2009. In 2025, two file corruptions caused 4 cumulative days of downtime, estimated at 11,000 EUR of deferred revenue plus 2,000 EUR of emergency support. The migration is quoted at 38,000 EUR plus 110 EUR a month of hosting. With 3 hours a week saved by each of 6 sales reps thanks to mobile access (936 hours a year at 40 EUR, or 37,440 EUR), the investment pays back in 10 to 12 months, including the avoided incident risk.
FAQ
How much does an Access to web migration cost in 2026?
Between 25,000 and 55,000 EUR for a company with 10 concurrent users, data migration included. A small 10-table database without macros can come in around 15,000 EUR.
Can we keep 15 years of history?
Yes, all tables are migrated after cleaning duplicates and inconsistent fields. Allow 4 to 8 days for this step, about 10% of the budget.
Do we have to stop operations during the switch?
No, the cutover happens on a Friday evening after a 2-week parallel run. Actual downtime is limited to 2 or 3 hours.
Where is the data hosted?
On a server in Germany or the EU, GDPR compliant, with hourly backups and 30-day retention. Hosting costs 70 to 180 EUR a month.
Why not an off-the-shelf tool?
It makes sense if your processes are standard. If your quotes rely on specific pricing rules, a generic tool at 45 EUR per user per month will cost you those automations.
Let's scope your project. Send us an anonymised copy of your Access database or the list of your forms, and we will price the migration, data transfer and schedule. 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.
