The verdict in three sentences
A FileMaker database built in 2011 to run quotes, jobs and after-sales service can be migrated to a custom web application for 15,000 to 32,000 GBP (excl. VAT) in 2026, depending on how many scripts are actually used. The project takes 10 to 14 weeks, historical data migration included. The case is made over five years: FileMaker licences of roughly 430 to 600 GBP per user per year disappear, replaced by maintenance of 130 to 350 GBP per month.
Why SMEs are leaving FileMaker in 2026
The office manager of a Leeds heating installation SME (heat pumps, boilers, servicing) lives with a database built by a former employee. It works, but three signals raise alarms: licences rise at each renewal, nobody in-house can change the scripts, and engineers cannot view service records on their phones without a heavy setup.
| Signal | Typical FileMaker situation | Target web application |
|---|---|---|
| Licence cost | 430 to 600 GBP per user per year | No per-user licence |
| Field access | FileMaker Go client, per-device setup | Browser, mobile, responsive |
| Maintenance skills | FileMaker developers scarce, 500 to 700 GBP per day | Mainstream web stack (TypeScript, PostgreSQL) |
| Hosting | On-premise server or FileMaker Cloud | UK cloud, daily backups |
| Integrations | Manual exports to accounting | API to Xero or QuickBooks, email, SMS |
| Digital tax records | Not designed for it | Making Tax Digital compatible exports |
Making Tax Digital is often the trigger: the FileMaker database produces PDFs, not structured digital records, and HMRC's MTD rules for Income Tax roll out from April 2026 alongside the existing VAT requirements.
What the migration costs, line by line
The database has 20 tables and 60 scripts. Experience shows that about a third of scripts are no longer used, so the initial inventory is the first cost lever.
| Item | Content | Indicative 2026 cost (GBP) | Duration |
|---|---|---|---|
| Database audit | Inventory of tables, scripts, reports, real usage | 1,300 to 2,500 | 1 week |
| Data modelling and wireframes | New data schema, key screens | 1,700 to 3,300 | 1 to 2 weeks |
| Quotes and invoicing modules | Item library, PDF, digital invoices | 3,300 to 7,200 | 2 to 3 weeks |
| Jobs and scheduling module | Engineer assignment, calendar, statuses | 3,300 to 7,200 | 2 to 3 weeks |
| Service and maintenance contracts | Tickets, due dates, automatic reminders | 2,500 to 6,300 | 2 weeks |
| Historical data migration | Cleaning, deduplication, import, checks | 1,700 to 3,300 | 1 to 2 weeks |
| QA and training | Parallel run with FileMaker, onboarding | 1,200 to 2,200 | 1 week |
Both systems run in parallel for 2 to 3 weeks: FileMaker is switched off only once the web app's figures are validated on a month of real quotes.
The five-year calculation
| Item over 5 years | Staying on FileMaker (12 users) | Custom web application |
|---|---|---|
| Upfront investment | 0 GBP | 23,000 GBP |
| Licences | 31,000 to 36,000 GBP (520 to 600 GBP per user per year) | 0 GBP |
| Maintenance and changes | 5,000 to 10,000 GBP (FileMaker contractor) | 10,000 to 15,000 GBP (maintenance 170 to 250 GBP per month) |
| Hosting | 1,300 to 2,500 GBP | Included in maintenance |
| Digital records compliance | 2,500 to 5,000 GBP (custom development) | Included |
| Estimated total | 39,800 to 53,500 GBP | 33,000 to 38,000 GBP |
With 12 users, the migration pays off over five years and the company owns the code. Below 5 users the gap narrows sharply and migration is justified mainly by field access and long-term viability.
Mini case study
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James, office manager of an 18-person heating installation SME in Leeds (illustrative persona), pays for 12 licences at 560 GBP, or 6,720 GBP per year. Engineers each spend 20 minutes a day re-keying at the office the jobs noted on paper: for 8 engineers over 210 days, that is 560 hours per year, valued at 30 GBP, or 16,800 GBP. The web app costs 25,000 GBP plus 210 GBP of monthly maintenance (2,520 GBP per year). The annual saving reaches 21,000 GBP if field entry removes re-keying: the project pays back in about 14 months.
FAQ
How much does it cost to migrate a FileMaker database to the web?
Between 15,000 and 32,000 GBP for a database of 15 to 25 tables and 40 to 80 scripts. The initial audit, at 1,300 to 2,500 GBP, removes unused scripts and tightens the budget.
Can all the database history be recovered?
Yes. Data is exported, cleaned and imported into PostgreSQL, usually 10 to 15 years of quotes and jobs. Budget 1,700 to 3,300 GBP for this controlled migration.
How long is the business disrupted?
Hardly at all: both systems run in parallel for 2 to 3 weeks. The final switch happens on a Friday evening with a last data sync.
What does it cost after launch?
Maintenance of 130 to 350 GBP per month covers UK hosting, backups, fixes and small improvements. There is no longer any per-user licence.
Will the application handle digital tax records?
It can be designed to produce structured records and connect to Xero or QuickBooks for Making Tax Digital submissions. That matters as MTD for Income Tax applies from April 2026 to sole traders and landlords above 50,000 GBP of income.
Let's scope your project. Send us the number of tables, scripts and users in your FileMaker database, and we will price the audit then the migration with an indicative budget and a switchover plan. 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.
