The verdict in three sentences
When several people edit the same workbook, Excel becomes an operational risk: competing versions, overwritten formulas, no traceability. A custom web business app centralizes data, enforces input controls and keeps a full history of every change. Budget 25,000 to 70,000 EUR for a custom tool in 2026, paid back in 12 to 20 months through time saved and errors avoided.
What a shared Excel file really costs
A shared workbook looks free. The real cost shows up in billing errors, duplicate entry and hours spent reconciling versions. For an SME of 15 to 40 people, this hidden cost often exceeds 1,500 to 3,000 EUR per month.
| Excel risk item | Typical SME frequency | Estimated monthly cost (2026) |
|---|---|---|
| Entry errors / overwritten formulas | 8 to 20 / month | 600 to 1,200 EUR |
| Version reconciliation | 10 to 25 h / month | 400 to 1,000 EUR |
| Lost / unfindable data | 2 to 5 incidents | 200 to 500 EUR |
| No reliable reporting | permanent | 300 to 800 EUR |
| Total hidden cost | — | 1,500 to 3,500 EUR |
These are 2026 order-of-magnitude figures for a mid-sized firm; they climb with the number of simultaneous editors.
Budget and timeline for a web business app
Price depends on business complexity (rules, roles, integrations) and the volume of data to migrate. Migrating Excel data — cleaning, deduplicating, controlled import — is a line item of its own.
| Item | 2026 range (EUR) | Timeline |
|---|---|---|
| Scoping + specs | 3,000 to 6,000 | 1 to 2 weeks |
| Business app development | 20,000 to 55,000 | 6 to 10 weeks |
| Data migration | 3,000 to 10,000 | 1 to 3 weeks |
| Training + acceptance | 2,000 to 5,000 | 1 to 2 weeks |
| Maintenance | 250 to 700 / month | recurring |
| Full project | 25,000 to 70,000 | 8 to 14 weeks |
A custom tool is yours: no per-user subscription that explodes with growth, unlike some no-code platforms.
No-code (Airtable) or custom?
For a simple need and small volume, an Airtable base at 20 to 100 EUR/month is enough and ships in 2 to 4 weeks. As soon as business logic grows (conditional calculations, approval workflows, accounting integrations), no-code hits a ceiling and per-seat cost becomes punishing.
| Criterion | No-code (Airtable) | Custom |
|---|---|---|
| Setup | 3,000 to 15,000 EUR | 25,000 to 70,000 EUR |
| Monthly cost | 20 to 200 EUR/month | 250 to 700 EUR maintenance |
| Business complexity | limited | unlimited |
| Code ownership | no | yes |
| Cost at 40 users | climbs fast | stable |
Mini case study
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Claire, CFO of a 28-person industrial SME in New York, runs her supplier orders across three Excel workbooks. She estimates 22 hours/month lost to reconciliation and 12 billing errors/month at 90 EUR handling each, about 1,900 EUR/month of hidden cost. A web business app at 42,000 EUR (migration included) plus 400 EUR/month maintenance removes 70 % of that cost. Net saving: about 1,330 EUR/month, a payback in ~31 months on time saved alone, faster once you value reliable reporting for banks and auditors.
FAQ
How long to migrate our Excel data?
Allow 1 to 3 weeks depending on how clean the workbooks are. Prior deduplication and normalization cost 3,000 to 10,000 EUR but avoid importing years of inconsistencies.
Can we keep Excel for some uses?
Yes. The app exports and imports Excel/CSV. Many clients keep Excel for ad hoc analysis while centralizing reference data in the app.
How many simultaneous users?
A web app handles 50 to 200 concurrent users easily, whereas shared Excel corrupts from 3 to 5 simultaneous editors.
What concrete time saving?
Clients see 20 to 60 hours saved per month and a 50 to 70 % drop in entry errors thanks to controls and value lists.
What if our needs change?
A custom tool evolves in batches; budget 250 to 700 EUR/month maintenance for routine tweaks and a dedicated quote for new modules.
Let's scope your project. Tell us about your current workbooks, user count and business rules: we price the web app, migration and maintenance, indicative budget 25,000 to 70,000 EUR over 8 to 14 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.
