The verdict in three sentences
A business application built on Access and used by 25 people since 2009 is an operational risk: corrupted file, single machine, author gone, no access outside the office. Rebuilding it as a web application costs EUR 3,000 to 6,000 for audit and data migration in 2026, then EUR 20,000 to 45,000 excl. VAT of development. The method that works is progressive, module-by-module migration, with no business downtime.
Why act now
SME Access databases share well-known weaknesses: 2 GB limit per file, locking beyond 10 to 15 concurrent users, undocumented VBA macros, uncertain compatibility with recent Microsoft 365 versions. Above all, knowledge often rests on a single person.
| Access risk | Likelihood in 2026 | Typical impact |
|---|---|---|
| .accdb file corruption | Medium (1 to 2 incidents a year above 1 GB) | 1 to 3 days down, data lost since last copy |
| The person maintaining the macros leaves | High | No further changes possible |
| 25 concurrent users | High | Slowness, locks, re-keying |
| Remote and mobile access | Impossible without VPN and remote desktop | Productivity loss |
| No permission management | Certain | Everyone sees and edits everything |
| GDPR compliance (audit trail) | Low to none | Exposure in case of inspection or breach |
Cost and method of the rebuild
The rebuild splits into separately billed stages, so you can stop or adjust after each milestone.
| Stage | Content | Duration | 2026 cost excl. VAT |
|---|---|---|---|
| 1. Audit | Inventory of tables, queries, forms, reports and VBA macros | 1 to 2 weeks | EUR 1,500 to 3,000 |
| 2. Data migration | Cleaning, de-duplication, tested migration scripts | 1 to 2 weeks | EUR 1,500 to 3,000 |
| 3. Web foundation | Authentication, roles and permissions, change log | 2 to 3 weeks | EUR 5,000 to 9,000 |
| 4. Business modules (3 to 6) | Data entry, search, workflows, Excel and PDF exports | 6 to 12 weeks | EUR 12,000 to 30,000 |
| 5. Testing and cutover | User testing, training, parallel run | 2 weeks | EUR 3,000 to 6,000 |
| Total | 12 to 20 weeks | EUR 23,000 to 51,000 |
Module-by-module migration means switching one domain at a time (for example customers, then orders, then invoicing). During the transition, Access can read the new database through an ODBC link, which avoids double entry.
| Running costs after the rebuild | 2026 monthly cost |
|---|---|
| Hosting (server + managed PostgreSQL) | EUR 60 to 200 |
| Daily backups, 30-day retention | EUR 10 to 30 |
| Certificate, domain, monitoring | EUR 10 to 25 |
| Corrective and evolutive maintenance | EUR 300 to 800 |
| Total | EUR 380 to 1,055 |
Mini case study
Isabelle, administrative director of a building materials trading SME near Bordeaux, depends on a 2009 Access database used by 25 people. In 2025, two corruptions caused 4 days of partial downtime; each day blocks about EUR 18,000 of billable revenue and costs 1.5 h per employee.
- Cost of 2025 incidents: 4 days × 25 staff × 1.5 h × EUR 35 = EUR 5,250 of lost time, plus delayed invoicing
- Daily re-keying due to locks: 20 min × 25 people × 220 days × EUR 35 = about EUR 64,000 per year
- Chosen rebuild: EUR 38,000 excl. VAT + EUR 600 per month
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Removing just half of the re-keying (EUR 32,000 per year), the project pays back in 15 to 18 months, with secure access from job sites as a bonus.
FAQ
How much does replacing an Access database with a web app cost?
Between EUR 23,000 and 51,000 excl. VAT in 2026 for 3 to 6 modules and 25 users, audit and data migration included. Cost depends mainly on the number of VBA macros and reports to reproduce.
Can we keep Access during the migration?
Yes. An ODBC link lets Access read the new PostgreSQL database for 2 to 4 months while modules switch over one by one.
Is historical data kept?
Yes, usually 100%. The audit identifies duplicates and inconsistencies, often 5 to 15% of records, which are fixed before cutover.
Why not switch to off-the-shelf software?
That is assessed during the audit. If a product covers 80% of needs for under EUR 50 per user per month, it may be better; specific processes justify custom development.
How long does the project take?
Plan 12 to 20 weeks. The first module is usually live by week 7 or 8.
Let's scope your project. We audit your Access database and price its module-by-module rebuild as a web app (data, permissions, backups) at EUR 23,000 to 51,000 excl. VAT in 12 to 20 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.
