The verdict in three sentences
When an SME runs its business on more than 10 shared Excel files, the hidden cost (duplicates, competing versions, commission errors, consolidation time) quickly exceeds the price of an app. A custom web app for 25 users costs GBP 45,000 to 110,000 (about EUR 52,000 to 128,000) in 2026, with a 3 to 4 month timeline and maintenance of GBP 900 to 1,800 a month. The payoff is measured in consolidation days removed, better-collected customer credit and fair commissions.
What Excel really costs a distribution SME
Excel remains an excellent analysis tool. It becomes a risk when it acts as a shared database between sales, accounting and management. Here are the typical hidden costs in a London distribution SME with 40 to 80 employees.
| Problem | Typical frequency | Estimated annual impact |
|---|---|---|
| Monthly consolidation of 14 files | 2 days per month | 24 finance director days, about GBP 14,000 |
| Duplicate orders | 5 to 15 per month | Extra deliveries, GBP 8,000 to 22,000 |
| Commission calculation errors | 3 to 8 disputes per year | Sales friction, GBP 4,000 to 11,000 |
| Undetected credit limit breaches | 2 to 5 cases per year | Bad debt, GBP 18,000 to 75,000 |
| Overwritten or corrupted file | 1 to 3 times per year | 1 to 3 days of reconstruction |
| No change history | Permanent | Impossible to know who changed what |
The most expensive item is almost always customer credit: without a hard limit at order entry, a salesperson can ship to a customer who is already overdue.
Budget for a custom web app in 2026
Pricing depends on the modules to cover and integrations with existing tools (accounting software, payments, SMS). 2026 orders of magnitude for a London SME with 25 users.
| Module | Content | 2026 cost |
|---|---|---|
| Core | Accounts, role-based permissions, change history, dashboard | GBP 15,000 to 26,000 |
| Orders | Entry, approval, statuses, delivery notes | GBP 11,000 to 22,000 |
| Customer credit | Limits, exposure, reminders, automatic blocking | GBP 7,500 to 18,000 |
| Commissions | Per-rep schemes, automatic calculation, statements | GBP 5,500 to 15,000 |
| Data migration | Cleaning and importing the 14 files | GBP 3,000 to 7,500 |
| Integrations | Xero or Sage, Stripe, GoCardless, SMS | GBP 3,500 to 22,000 |
| Total project | Depending on scope | GBP 45,000 to 110,000 |
| Maintenance | Hosting, backups, fixes, small changes | GBP 900 to 1,800/month |
A GBP 45,000 project covers the core, orders and customer credit. Above GBP 75,000, commissions, accounting and payment integrations are included.
How the migration works
Success depends on method more than technology. The project runs in four stages: mapping the 14 files (2 weeks), mockups validated by key users (3 weeks), development in batches delivered every 2 weeks (8 to 10 weeks), then parallel running of Excel and the app for one month before the files are retired.
Role-based permissions are essential: a salesperson sees their customers and commissions, the credit controller approves overrides, the finance director sees everything. Every change is logged with author, date and previous value.
Mini case study
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Mr Kouassi, finance director of a 60-employee food distribution company in London (Park Royal), runs 25 users on 14 Excel files. He spends 2 days a month on consolidation and in 2025 suffered two bad debts from customers already above their limit, totalling GBP 34,000.
Chosen project: app at GBP 68,000 (core, orders, customer credit, commissions, migration) and GBP 1,300 per month maintenance, i.e. GBP 83,600 in year one. Estimated gains: GBP 14,000 of finance director time recovered, GBP 34,000 of bad debt avoided thanks to automatic blocking, GBP 11,000 of duplicate deliveries avoided and GBP 5,500 fewer commission disputes, i.e. GBP 64,500 a year. The project pays back in 15 to 16 months, then generates about GBP 49,000 net a year, as a 2026 order of magnitude.
FAQ
Do we have to switch everything off on launch day?
No, one month of parallel running is recommended. Teams enter data in the app, and Excel is only used as a check for 4 weeks.
Does the app work for field sales on mobile?
Yes, it is designed to stay light, with pages under 300 KB and outage-tolerant entry. Field reps can use it on a smartphone, even on a weak 4G signal.
Can we keep Excel exports?
Yes, every table exports to Excel in one click for ad hoc analysis. The difference is that the reference data lives in one place: the app.
Who owns the app?
The SME owns the code and data. Hosting costs GBP 50 to 250 a month depending on volume, included in maintenance, with UK data residency available.
Can the project be paid in instalments?
Yes, payment usually follows milestones: 30% at kick-off, 40% at module delivery, 30% at go-live. Bank transfer or card payment is accepted.
Let's scope your project. Send us the list of your Excel files and number of users: we will price a scope between GBP 45,000 and 110,000 with a 3 to 4 month plan. 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.
