The verdict in three sentences
Replacing shared Excel files or an ageing Access database with a web app costs 12,000 to 45,000 GBP in London in 2026, and 8,000 to 30,000 EUR excl. VAT with a French or nearshore team, data migration included, over 6 to 12 weeks. The typical gain is 5 to 15 hours per week, and the end of "schedule_v7_FINAL_2.xlsx" files and data entry errors. The project pays off as soon as more than three people work in the same files every day.
Signs it is time to leave Excel or Access
The office manager of a small or mid-sized company (manufacturing, construction, wholesale, services) often inherits a system built by a colleague who left long ago: a 2008 Access database nobody dares touch, or 15 to 60 Excel workbooks linked by fragile formulas. Schedules, quotes, quality tracking, field interventions: everything rests on a file that two people must not open at once.
| Signal | Concrete risk | Estimated hidden cost |
|---|---|---|
| Several versions of the same file | Decisions based on wrong data | 2 to 5 h per week of checking |
| File locked by a colleague | Waiting, local copies | 1 to 3 h per week |
| Access database on a single PC | PC failure = business stops | Several days of downtime possible |
| Undocumented VBA macros | Nobody can change them | Dependence on one person |
| No mobile or remote access | Delayed entry from the field | 2 to 5% re-keying errors |
| No history or permissions | Data changed without a trace | Disputes, GDPR non-compliance |
What migration costs, by scope
| Scope | Example | Timeline | 2026 budget (EUR excl. VAT / GBP London) |
|---|---|---|---|
| One simple business file | Team schedule, 3 to 5 screens | 4 to 6 weeks | 8,000 to 12,000 EUR / 12,000 to 18,000 GBP |
| Several linked files | Quotes, orders, customer tracking | 6 to 9 weeks | 12,000 to 20,000 EUR / 18,000 to 30,000 GBP |
| Full Access database | 20 to 40 tables, forms, reports | 8 to 12 weeks | 18,000 to 30,000 EUR / 28,000 to 45,000 GBP |
| Data migration | Cleaning, deduplication, import | Included | 1,500 to 5,000 EUR within budget |
| Exports and printable reports | PDF, Excel for accounting | Included | 1,000 to 3,000 EUR within budget |
| Maintenance and hosting | EU or UK server, backups | Yearly | 1,500 to 4,000 EUR / 2,000 to 5,000 GBP per year |
No-code tools (Airtable, Notion, Power Apps) cost 10 to 30 EUR per user per month and fit simple needs. Beyond 15 users or complex business rules, they become more expensive and more fragile than a custom app.
How the project runs
| Step | Content | Duration |
|---|---|---|
| File audit | Inventory of sheets, formulas, macros, users | 1 week |
| Mockups | Screens validated with key users | 1 to 2 weeks |
| Development | Screens, calculation rules, role permissions | 3 to 7 weeks |
| Data migration | Import, checks, corrections | 1 week |
| Parallel run | Excel and app side by side | 1 to 2 weeks |
Mini case study
Nathalie, office manager of a 45-employee industrial maintenance company in Strasbourg, runs interventions, quotes and contracts in a 2009 Access database and 22 Excel files. Four people together spend about 12 hours a week re-keying, checking and hunting for the right version.
Chosen web app: interventions, quotes, contracts, mobile access for technicians, migration of 14 years of data, for 24,000 EUR excl. VAT, delivered in 10 weeks, plus 2,500 EUR per year of hosting and maintenance. With 10 hours saved per week at a 38 EUR loaded cost, savings reach 380 EUR per week, about 17,000 EUR per year over 45 weeks. Payback: under 18 months, before counting the end of the risk of losing the PC that hosted Access. A London firm with the same scope would budget around 36,000 GBP and reach payback in a similar window thanks to higher salaries.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
How much does replacing an Access database cost in 2026?
18,000 to 30,000 EUR excl. VAT, or 28,000 to 45,000 GBP in London, for a database of 20 to 40 tables with forms and reports. A simple Excel file is replaced for 8,000 to 12,000 EUR.
Will our historical data be kept?
Yes, migration is included: cleaning, deduplication and controlled import. It usually accounts for 1,500 to 5,000 EUR of the budget depending on file quality.
Can we still export to Excel?
Yes, every list can be exported to Excel or PDF in one click. Accounting keeps its habits, but there is one single source of truth.
Why not use Airtable or Power Apps?
They fit fewer than 10 users and simple rules, at 10 to 30 EUR per user per month. Beyond that, licenses and technical limits make custom cheaper over 3 years.
How much time does team training take?
One or two half-days are enough, because screens follow the logic of existing files. A 1 to 2 week parallel run secures the switch.
Let's scope your project. Send us the list of your Excel files or a screenshot of your Access database, and we will price the app between 8,000 and 30,000 EUR with a 6 to 12 week plan, data migration included. 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.
