The verdict in three sentences
An Access database or macro-heavy Excel workbook that has become central is a risk: it depends on one machine, one person and an Office version Microsoft will not evolve. Turning it into a multi-user web application costs EUR 12,000 to 45,000 (about USD 13,000 to 49,000) in 2026, including EUR 1,500 to 5,000 for data migration. The project takes 8 to 16 weeks and usually removes 4 to 8 hours a week of copy-paste, exports and corrections. These are our rates for remote delivery; New York agency rates are often 2 to 3 times higher.
Signals that force the migration
The trigger is rarely technical. It is the announced retirement of the person who knows the tool, a corrupted file, or a client asking for online access. Here are the risks we find in these legacy tools and what a web app brings.
| Current situation | Concrete risk | What the web app changes |
|---|---|---|
| .accdb file on a network share | Corruption beyond 2 or 3 concurrent users | PostgreSQL database, unlimited concurrent access |
| Only one person knows the queries and macros | Business stops when they are away | Documented code, maintained by a vendor |
| No change history | Impossible to know who changed a price | Full log by user and date |
| Office-only access | No entry on the road or when remote | Browser, tablet, mobile |
| File copies sent by email | Diverging versions, data leaks | Role-based rights, centralized data |
| Manual or missing backups | Months of entries lost | Automatic daily backup |
What the migration costs
The budget depends on the number of screens, the complexity of rules hidden in VBA macros and data quality. A typical Access tool has 15 to 40 forms and 30 to 120 queries, part of which is no longer used.
| Size of the existing tool | Examples | 2026 budget (excl. tax) | Timeline |
|---|---|---|---|
| Small: 5 to 10 screens, 1 business area | Service call tracking, loan register | EUR 12,000 to 18,000 | 8 to 10 weeks |
| Medium: 10 to 25 screens, 2 or 3 areas | Order and stock management for a distributor | EUR 18,000 to 30,000 | 10 to 13 weeks |
| Large: 25+ screens, complex reports | Production planning, multi-criteria pricing | EUR 30,000 to 45,000 | 13 to 16 weeks |
| Data migration | Cleanup, deduplication, checks | EUR 1,500 to 5,000 | 1 to 2 weeks |
| Hosting and maintenance | Server, backups, patches | EUR 80 to 400/month | Ongoing |
Data migration costs more than people expect: on a 15-year-old file we find on average 5 to 15% duplicates and free-text fields used for other purposes than intended. That cleanup is the chance to restart on a reliable base.
The four-step method
| Step | Duration | What happens |
|---|---|---|
| Inventory of the existing tool | 1 to 2 weeks | Analysis of tables, queries, macros and reports actually used |
| User workshop | 1 week | What we keep, simplify or drop |
| Development in increments | 5 to 11 weeks | Delivery every 2 weeks, tests on real data |
| Cutover | 1 to 2 weeks | Double entry limited to a few days, then the old tool is frozen |
A simple rule: do not copy Access screen by screen. About 30% of the features of a legacy tool are no longer used, and dropping them funds part of the project.
Mini case study
Sylvia, office manager of a 35-person boiler maintenance firm, manages contracts, visits and invoicing in an Access database built in 2009 by a former employee. Three people each spend about 2 hours a week on exports and re-keying.
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- Medium-sized web app (contracts, visit scheduling, pre-invoicing): EUR 24,000
- Data migration: EUR 3,200
- Maintenance and hosting: EUR 180 per month, i.e. EUR 2,160 per year
- Time saved: 6 hours a week × 45 weeks = 270 hours a year
- Valued at a EUR 38 loaded hourly cost: EUR 10,260 a year, plus about EUR 4,000 of forgotten visits now invoiced
Estimated annual gain: EUR 14,260, for a payback of about 2 years, not counting the eliminated risk of losing the tool entirely.
FAQ
How much does turning an Access database into a web app cost?
Between EUR 12,000 and 45,000 in 2026 depending on screens and business rules, plus EUR 1,500 to 5,000 for data migration. A small single-area tool starts around EUR 12,000.
Can we keep Excel for some uses?
Yes, the web app can export data to Excel in one click for ad hoc analysis. The difference is that the reference data stays in the database, not in 4 file copies.
How long does the switch take?
Count 8 to 16 weeks of project. The cutover itself takes 1 to 2 weeks, with a few days of double entry at most.
Why not use a no-code tool?
For fewer than 5 users and simple rules, a no-code tool at EUR 20 to 50 per user per month may be enough. Beyond 10 users or with complex calculations, subscription costs and limits make custom software cheaper over 3 years.
Where is the data hosted?
Wherever your compliance needs require: EU hosting such as OVHcloud or Scaleway, or a US region on a major cloud. Cost runs EUR 80 to 400 per month depending on size.
Let's scope your project. Send us screenshots of your Access or Excel tool and your user count: we will quote the migration between EUR 12,000 and 45,000, deliverable in 8 to 16 weeks. 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.
