The verdict in three sentences
Migrating from a stack of shared Excel files and Access databases to a web application costs between 20,000 and 50,000 EUR in 2026, audit included. Data migration represents 15 to 25% of the budget and drives success: that is where duplicates and inconsistencies hide. Expect 8 to 14 weeks, with -40% data-entry time and the end of version conflicts.
Cost structure of a 2026 migration
The classic trap is underestimating the audit and data migration. Here is the 2026 breakdown (order of magnitude, VAT excluded).
| Line item | 2026 range (EUR) | Share |
|---|---|---|
| Audit + scoping (processes, data, rules) | 3,000 - 6,000 | ~12% |
| Replacement web application | 20,000 - 50,000 | core |
| Data migration and cleansing | 3,000 - 12,000 | 15-25% |
| User training | 1,500 - 4,000 | ~8% |
| EU hosting + backup (monthly) | 80 - 250 /mo | ongoing |
A simple project (one critical Excel replaced by a business app) starts around 20,000-28,000 EUR. A complex project (several Access bases, multi-user, business rules) reaches 40,000-50,000 EUR.
Before / after: what actually changes
| Criterion | Excel / Access | Web application |
|---|---|---|
| Simultaneous access | Conflicts, locked file | Real-time multi-user |
| Versions | "final_v3_ok.xlsx" | Single source |
| Data integrity | Broken formulas | Rules and validation |
| History / audit | None | Full traceability |
| Remote access | Emailing files | Secure browser |
| Entry errors | Frequent | Controlled at source |
| Backup | Manual, random | Automatic, daily |
The gain is not just comfort: an Excel file shared among 8 people generates, on average, several hours/week of reconciliation and error correction, invisible but very real.
Mini case study
Julien, operations manager of a logistics SME in Rotterdam (45 staff), runs his scheduling and client tracking on 3 shared Excel files and a 2014 Access database that crashes once a week. Version conflicts and corrections cost his team about 12 hrs/week. He invests 34,000 EUR in a web application (scheduling, tracking, roles) plus 5,000 EUR of data migration and 150 EUR/month hosting. Estimated gain: 9 hrs/week recovered and zero crashes; at 35 EUR/hr loaded, savings approach 1,350 EUR/month. Payback in about 2 years, with data reliability finally guaranteed.
Data migration checklist
- Inventory: list all files and databases involved, their versions and owners.
- Cleansing: de-duplicate, fix date formats, normalize references.
- Mapping: match each column to a field in the new database.
- Test import: migrate a sample, check totals and counts.
- Acceptance: validation by business users before final cutover.
- Cutover: freeze old files, go live, archive the legacy.
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FAQ
Why does the audit cost 3,000 to 6,000 EUR before any development?
Because it prevents nasty surprises: business rules hidden in formulas, duplicates, edge cases. Skipping the audit risks a far more expensive overrun.
Will we lose data during migration?
No, if migration is done properly: test import, totals verification, user acceptance. Old files are kept read-only after cutover.
How long does a typical migration take?
8 to 14 weeks depending on the number of files and rule complexity. Data migration is often the longest item if files are "dirty".
Will Excel-accustomed users adapt?
Yes, with a business-focused interface and 1 to 2 training sessions. The app must be faster than Excel on daily tasks, otherwise it is rejected.
Can we keep Excel exports?
Yes. A good web app exports to Excel/CSV on demand for ad-hoc analysis, while keeping the single source of truth centralized.
Let's scope your project. Send us your list of critical files, the number of users and your target budget, and we will scope the application and data migration. 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.
