The verdict in three sentences
Replacing an Access database or business-critical Excel workbook with a web app costs between 15,000 and 60,000 EUR (excl. VAT) on the Dublin market in 2026, plus 2,000 to 8,000 EUR to migrate 15 years of data, with a timeline of 8 to 16 weeks. At Kolonell, this kind of project fits our grid at 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) for a simple app and 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) for medium complexity. The real risk is not technical: it is dependence on one person who knows the database, its macros and its workarounds.
Why Access databases become a risk in 2026
A 2009 Access database often still works, but it piles up weaknesses: a file shared on a server, corruption when 10 people write at once, a 2 GB limit, undocumented VBA macros, and Office 2016 and 2019 out of support since October 2025. The table below compares the three realistic options.
| Criterion | Keep Access or Excel | Low-code platform | Custom web app |
|---|---|---|---|
| Upfront cost (2026 market, EUR) | 0 | 3,000 to 15,000 setup | 15,000 to 60,000 |
| Recurring cost | Time of the in-house expert | 20 to 50 EUR per user per month | Maintenance 10 to 15% per year |
| Remote and mobile access | No, or via remote desktop | Yes | Yes |
| Concurrent users | 5 to 10 before incidents | Unlimited per license | Unlimited |
| Audit trail and role-based access | Weak | Good | Complete, tailored |
| Dependency | One employee | The platform vendor | You own code and data |
| Timeline | Immediate | 4 to 10 weeks | 8 to 16 weeks |
Low-code works well for simple forms. Once the database carries strong business rules, such as the regulatory deadlines of an inspection firm, subscription fees and workarounds end up exceeding a custom build.
Where a rewrite budget goes
The split below is an estimate for a database with 30 to 50 tables, 40 forms and 25 printed reports.
| Item | Content | Share of budget (estimate) | Duration |
|---|---|---|---|
| Audit of the existing database | Tables, queries, VBA macros, reports | 8 to 12% | 1 to 2 weeks |
| Data model and mockups | New schema, screens validated by users | 10 to 15% | 1 to 2 weeks |
| Screens and business rules | Records, workflows, calculations, alerts | 40 to 50% | 4 to 8 weeks |
| Data migration | Cleaning, deduplication, checks | 10 to 15% | 1 to 2 weeks |
| Reports and exports | PDF reports, Excel exports, accounting | 8 to 12% | 1 to 2 weeks |
| Acceptance and training | Parallel testing, team training | 8 to 10% | 1 to 2 weeks |
Migrating 15 years of data is almost always underestimated: duplicate customers, free-text fields, dates in the wrong format. Budget 2,000 to 8,000 EUR and a week of checks by the business teams.
Mini case study
Siobhan, office manager of a 50-person inspection and certification firm in Dublin, relies on an Access database built in 2009 by Declan, who retires in 18 months. The database handles 4,000 clients and 12,000 inspections a year for 35 users. On low-code at 35 EUR per user per month, the subscription would reach 14,700 EUR a year, or 44,100 EUR over 3 years before setup. A medium-complexity custom web app within Kolonell's grid, around 6,000,000 FCFA (9,150 EUR), with Standard maintenance at 75,000 FCFA a month (110 EUR), comes to about 13,100 EUR over 3 years. Declan currently spends 6 hours a week fixing the database: that time goes back to his real job. Illustrative scenario, to be recalculated with your number of users.
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FAQ
Can we keep Access running while the new app is built?
Yes, both run in parallel for 2 to 4 weeks of acceptance testing. The final switch happens on a Friday evening with a last migration of the previous month's data.
Do we have to rewrite everything at once?
Not necessarily: you can migrate the most critical module first, such as inspection scheduling, in 6 to 8 weeks. The rest follows in one or two 4 to 6 week phases.
What happens to our printed reports and Excel exports?
They are rebuilt as PDFs and Excel exports, often simplified: out of 25 reports, about ten are really used. That inventory saves 1 to 2 weeks of development.
Are undocumented VBA macros a problem?
They require a 3 to 5 day audit with the employee who knows the database. It is the step that most de-risks the project, because each macro often hides a business rule.
Where is the data hosted?
In EU hosting with daily backups, GDPR compliant, for managed hosting at 25,000 to 75,000 FCFA a month (40 to 110 EUR). Role-based access replaces sharing a file on the server.
Let's scope your project. Send us a screenshot of your tables and the number of users of your Access or Excel tool: we will quote the rewrite within the 2,500,000 to 7,000,000 FCFA grid with an 8 to 16 week plan, free quote. 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.
