The verdict in three sentences
An internal web application replacing shared Excel workbooks costs EUR 15,000 to 45,000 excluding VAT in Berlin in 2026, with a 6 to 12 week timeline. The measured gain is around 5 to 10 hours per person per month, plus the end of version errors and the introduction of access rights and an audit trail. For a team of 15 to 30 users, payback typically falls between 8 and 18 months.
Signs that Excel has reached its limit
Excel remains an excellent calculation tool. It becomes a problem when it serves as a database shared across departments. Typical symptoms in an SME:
| Symptom | Observed frequency | Estimated cost |
|---|---|---|
| Duplicate "V2_final_FINAL" files | Weekly | 1 to 2 h per person per month |
| Same data re-entered in 3 files | Daily | 3 to 5 h per person per month |
| Formula overwritten by mistake | 1 to 3 times a month | Wrong quotes, wrong stock |
| File locked by a colleague | Several times a day | Waiting, local copies |
| No trace of who changed what | Permanent | Internal disputes, non-compliance |
| Sensitive data visible to everyone | Permanent | GDPR risk |
Beyond 10 linked workbooks or 8 simultaneous users, time lost almost always exceeds the cost of a dedicated application.
What the application costs by scope
| Scope | Example modules | Budget excl. VAT | Timeline |
|---|---|---|---|
| Single module | Team scheduling or quote tracking | EUR 15,000 to 22,000 | 6 to 7 weeks |
| Two linked modules | Quotes + orders, or scheduling + time tracking | EUR 22,000 to 32,000 | 8 to 9 weeks |
| Three integrated modules | Scheduling, quotes, stock with dashboard | EUR 32,000 to 45,000 | 10 to 12 weeks |
| Excel data import option | Cleaning and migrating history | EUR 2,000 to 5,000 | 1 week |
| Accounting connector option | Export to DATEV, Lexware or SAP Business One | EUR 3,000 to 8,000 | 1 to 2 weeks |
| Maintenance and hosting | Fixes, backups, hosting in Germany | EUR 300 to 900 per month | Ongoing |
The budget includes analysis of existing files, mockups, development, user acceptance testing and training. Hosting in Germany with a GDPR-compliant provider is the norm for HR and customer data, and works councils (Betriebsrat) often expect clear rules on what user activity is logged.
Custom, no-code or off-the-shelf software?
- No-code (Airtable and similar tools): EUR 20 to 45 per user per month, quick to start. Limits appear with fine-grained permissions, complex calculations and volumes beyond 50,000 rows.
- ERP or off-the-shelf business software: relevant if your processes are standard, but configuration often costs EUR 20,000 to 60,000 and imposes its own logic.
- Custom application: mirrors your exact business rules (quote calculation, scheduling constraints), with no per-user licence.
Over 3 years with 25 users, a no-code tool at EUR 35 per month costs EUR 31,500, without owning the tool. An application at EUR 35,000 plus EUR 500 monthly maintenance comes to EUR 53,000 over the same period, but it belongs to you and adapts to your rules.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Nathalie, head of administration at a 45-employee industrial maintenance SME in Berlin, manages schedules, quotes and stock in 30 shared workbooks used by 22 people. A one-month review shows 7 hours lost per person on re-entry, hunting for the right version and corrections. At EUR 38 per loaded hour, that is 22 × 7 × 38 = EUR 5,852 per month, or EUR 70,224 per year. She launches a three-module application for EUR 39,000 with EUR 600 monthly maintenance. If lost time falls by 70 %, the annual gain reaches about EUR 49,150, against a first-year cost of EUR 46,200. Payback arrives around month eleven, and avoiding two underpriced quotes a year is enough to speed it up.
FAQ
Can we keep Excel for some analyses?
Yes, and it is recommended. The application exports data to Excel in one click for ad hoc analysis, while data entry and sharing happen in the tool.
How long does team training take?
Allow half a day per user profile, so 2 to 3 sessions for an SME. An interface designed from your current files greatly reduces resistance to change.
What happens to historical data?
It is cleaned and imported for EUR 2,000 to 5,000 depending on the number of files. Duplicates and inconsistencies are flagged before migration.
Does the application work on tablets in the workshop?
Yes, a responsive web application runs on tablets and smartphones without installation. An offline mode adds EUR 3,000 to 6,000 if your workshops have unstable connectivity.
Is funding available for this project?
Some German digitalisation programmes at federal or state level can cover part of the cost depending on eligibility. Check which schemes are open in 2026 with the IHK Berlin.
Let's scope your project. Send us the list of your workbooks and the number of users: we will price an internal application between EUR 15,000 and 45,000, delivered in 6 to 12 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.
