The verdict in three sentences
A 15-year-old Access database used by 12 people is an operational risk: file corruption, the 2 GB limit, no access from a second site and dependence on the one person who understands the macros. Migrating to a custom web application costs EUR 20,000 to 45,000 excl. VAT, plus EUR 2,000 to 5,000 for data migration, over 3 to 4 months. For a food SME subject to traceability rules, the project is often justified by the cost of a single badly handled product recall.
Keep Access, go low-code or build: the comparison
Before pricing anything, compare the three realistic options in 2026 for an SME in Dublin or the wider Leinster area.
| Option | Initial cost (EUR excl. VAT) | Annual cost (EUR excl. VAT) | Multi-site access | Traceability and audit | Main limitation |
|---|---|---|---|---|---|
| Keep Access on the server | 0 | 1,500 to 4,000 of fixes | Remote desktop only | Weak, no reliable log | Corruption, 2 GB, single expert |
| Access with data on SQL Server | 4,000 to 8,000 | 2,000 to 4,000 | Limited | Average | Dated Access interface |
| Power Apps and Dataverse (12 users) | 8,000 to 20,000 | 2,600 to 4,500 in licences | Yes | Good | Per-user licences, hard for complex logic |
| Custom web application | 20,000 to 45,000 | 2,400 to 6,000 for hosting and maintenance | Yes, browser and mobile | Complete, timestamped | Upfront investment |
| Food industry ERP package | 30,000 to 80,000 | 8,000 to 20,000 | Yes | Complete | Your processes adapt to the software |
A custom application wins when your business rules are specific (recipes, batches, use-by dates, allergens, retail customers with mandatory data exchange formats) and a full ERP would be oversized.
The 5-step migration method
A successful migration starts with an inventory, not with code. Old Access databases often contain 40 to 80 tables, dozens of queries and VBA macros, some of which are no longer used.
| Step | Scope | Estimated budget (EUR excl. VAT) | Duration |
|---|---|---|---|
| 1. Database audit | Inventory of tables, queries, reports, macros, hidden rules | 1,500 to 3,000 | 1 to 2 weeks |
| 2. Design | PostgreSQL data model, user journeys, mock-ups | 2,500 to 5,000 | 2 weeks |
| 3. Development | Orders, batches, upstream and downstream traceability, PDF reports, permissions | 14,000 to 32,000 | 8 to 10 weeks |
| 4. Data migration | Cleansing, deduplication, checks, dry runs | 2,000 to 5,000 | 2 to 3 weeks, in parallel |
| 5. Acceptance and cutover | User testing, training, 1 week of parallel entry | 2,000 to 5,000 | 2 weeks |
| Total | 22,000 to 50,000 | 3 to 4 months |
Data migration is the underestimated item: 15 years of data entry produce duplicate customers, reused product codes and inconsistent dates. Plan at least two dry runs before cutover.
What the SME gains
Beyond the end of corruption, the web application enables access from the shop floor on tablets, from a second production site or at a customer's premises. Tracing a batch, which took 2 to 4 hours to rebuild in Access, becomes a search of a few seconds, which matters for Food Safety Authority of Ireland requirements. Exports to accounting and retailer EDI formats become automatic.
Mini case study
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Aoife, finance director of a prepared-foods SME in Dublin, has 12 users on a 15-year-old Access database. The file corrupts 4 times a year, and each incident halts orders for half a day, about EUR 3,000 of lost margin each time. Re-keying between Access and Excel takes 25 hours a month at a loaded cost of EUR 35. Annual cost avoided: 4 × 3,000 + 25 × 12 × 35, or EUR 22,500. For a EUR 38,000 all-in project and EUR 4,000 of annual maintenance, payback comes in about 2 years, before counting the risk of a recall.
FAQ
Can we migrate gradually?
Yes. You can first move the data to PostgreSQL while keeping Access screens for 2 to 3 months, then replace screens module by module. This adds 10 to 15 % to the budget but reduces risk.
What happens to our Access reports?
They are rebuilt as PDFs or exportable tables. Allow EUR 300 to 800 per complex report, and prune: 30 to 50 % of reports in an old database are no longer used.
Do we need to stop operations during cutover?
No. Cutover usually happens on a Friday evening, with a final migration of 2 to 6 hours and a week of double-checking.
Where is the data hosted?
In Ireland or elsewhere in the EU, for example on AWS Dublin or Azure North Europe, for EUR 50 to 200 a month with daily backups.
Can Excel files be migrated too?
Yes, if they follow a stable structure. Each workbook adds EUR 300 to 1,500 depending on the cleansing needed.
Let's scope your project. Send us a copy of your Access database or the list of your Excel files, and we will price the migration between EUR 20,000 and 45,000, data migration included, 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.
