The verdict in three sentences
An Access database maintained by one person who has left the company is an operational risk, not just an ageing tool: file corruption, limited concurrent access, no reliable backups. Rewriting it as a custom web application costs 3,810 to 6,100 EUR with Kolonell (2.5 to 4 M FCFA, about 4,400 to 7,000 USD), including roughly 800 to 2,000 EUR of data migration, over 6 to 10 weeks. The Power Apps alternative at about 20 EUR per user a month makes sense if you are already deep into Microsoft 365 and the business logic stays simple.
The real cost of doing nothing
In a 25-person engineering firm in Toronto, the Access database often runs projects, time sheets, quotes and internal billing. It works, until the day it does not.
| Status quo risk (2026 order of magnitude) | Likelihood over 3 years | Typical impact |
|---|---|---|
| .accdb file corruption | high above 1 GB or 10 users | 1 to 5 days down, lost data |
| Departure of the only person who knows the VBA | already happened | every change becomes impossible |
| Concurrent access above 10 users | daily | slowdowns, locks, re-entry |
| Remote access and home working | blocked or via slow VPN | 30 to 60 min lost per person per week |
| Backups | manual file copy | uncertain restore |
| End of support for old Office versions | likely | unpatched security flaws |
For 12 users each losing 45 minutes a week to slowdowns and re-entry, the loss reaches about 400 hours a year. At a loaded hourly cost of 45 EUR, that is close to 18,000 EUR a year, three times the top of the rewrite range.
Custom web app or Power Apps
| Criterion | Custom web app | Power Apps and Dataverse | Keep Access |
|---|---|---|---|
| Upfront cost | 3,810 to 6,100 EUR | 1,500 to 5,000 EUR of configuration | 0 EUR |
| Recurring cost for 12 users | maintenance 50 to 110 EUR a month | about 240 EUR a month in licences | lost time |
| True multi-user | yes, no practical limit | yes | limited to 5 to 10 |
| Remote and mobile access | any browser, any connection | Microsoft app | not native |
| Backups | automatic, daily | included in Microsoft 365 | manual |
| Complex business logic | no limit | limited, formulas and Power Automate | VBA |
| Vendor lock-in | none, source code delivered | strong | Microsoft |
Power Apps fits when the database has 3 to 5 tables, simple forms and the whole team already uses Microsoft 365. As soon as you have business calculations (rate tables, hours split by project, document generation), the custom app becomes cheaper over 3 years: 12 users at 20 EUR a month add up to 8,640 EUR in licences, before configuration.
How the rewrite works
| Step | Content | Indicative timeline |
|---|---|---|
| Database audit | tables, queries, forms, VBA macros, reports | 1 week |
| Specification | screens, roles, calculation rules validated with users | 1 to 2 weeks |
| Development | web app, PostgreSQL database, authentication | 3 to 5 weeks |
| Data migration | de-duplication, integrity checks, import | 1 to 2 weeks in parallel |
| Acceptance and training | tests with 2 or 3 key users, team session | 1 week |
| Cutover | Access frozen, final import, go-live | 1 to 2 days |
Data migration is the most underestimated item: a 10-year-old database almost always contains duplicate customers, mistyped dates and fields repurposed for other uses. Allowing 800 to 2,000 EUR within the budget, depending on volume and data quality, avoids nasty surprises.
Mini case study
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Mark, managing partner of an HVAC engineering firm in Toronto, runs his projects on a 1.4 GB Access database used by 12 people. Each staff member loses about 45 minutes a week to slowdowns, locks and re-entry, i.e. 400 hours a year. At a loaded cost of 45 EUR an hour, the status quo costs him 18,000 EUR a year. A 5,500 EUR rewrite including data migration, plus a Standard maintenance plan at 110 EUR a month (1,320 EUR a year), gives a first-year cost of 6,820 EUR. Even recovering only half the lost time, i.e. 9,000 EUR, the project pays back in just over 8 months.
FAQ
How much does replacing an Access database with a web app cost?
At Kolonell, allow 3,810 to 6,100 EUR for a database of typical complexity (10 to 30 tables, 10 to 20 forms), data migration included. Beyond that, with workflows or accounting integrations, it moves to the mid-size application grid, 6,100 to 10,670 EUR.
Can all the data in the Access database be recovered?
Yes, tables, history and linked files are migrated. Allow 800 to 2,000 EUR for cleaning and migration depending on data quality, with a consistency check before cutover.
Isn't Power Apps cheaper?
Upfront, sometimes. Over 3 years, 12 users at about 20 EUR a month add up to 8,640 EUR in licences, before configuration, and complex business logic is hard to maintain there.
How long will the team be disrupted?
The cutover itself takes 1 to 2 days, usually a Friday. The Access database stays read-only for 1 to 3 months for reference, and a 2-hour training session is usually enough.
Will the app work for remote staff?
Yes, it runs in a browser without a VPN, over a secure connection with per-user permissions. Backups are automatic and daily, kept for at least 30 days.
Let's scope your project. Send us the size of your Access database, user count and main screens: we will price the rewrite, the data migration and a 6 to 10 week plan through our free quote form. 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.