The verdict in three sentences
Replacing a 2008 Access database with a multi-user web app costs 12,000 to 45,000 EUR excluding VAT in Dublin in 2026, a market estimate for migrating 10 to 30 tables. The real risk is human rather than technical: when a single employee understands the queries and macros, their departure or sick leave can freeze invoicing, stock or scheduling. A well-scoped project ships in 8 to 14 weeks, with maintenance at 200 to 600 EUR per month.
Why Access databases became a risk in 2026
Access is still running in thousands of Irish SMEs: order tracking, field service, supplier pricing, quality traceability. The warning signs are always the same: an .accdb file shared on a network drive that gets corrupted, no remote work, incompatible Office versions, no change log.
| Criterion | Shared Access database | Custom web app |
|---|---|---|
| Comfortable concurrent users | 3 to 5 | 50 and more |
| Remote and mobile access | VPN or remote desktop | Browser, anywhere |
| Role-based rights and history | Limited, often missing | Built in, full audit log |
| Backup | Manual file copy | Automatic, daily |
| Dependence on one person | Very high | Low, documented code |
| GDPR compliance (access traceability) | Hard to prove | Provable |
Moving to the web does not mean copying Access forms one by one. It is the moment to remove duplicates, clean data and drop screens nobody uses anymore.
Budget and timeline by database size
The amounts below are 2026 market estimates for Ireland, excluding VAT, for an agency or an experienced freelance developer. They depend mostly on the number of tables, the business logic hidden in VBA macros and the number of printed reports to rebuild.
| Database size | Tables migrated | Indicative budget | Timeline |
|---|---|---|---|
| Small (one department) | 8 to 12 | 12,000 to 18,000 EUR | 8 to 9 weeks |
| Medium (two or three departments) | 12 to 20 | 18,000 to 30,000 EUR | 10 to 12 weeks |
| Large (company core tool) | 20 to 30 | 30,000 to 45,000 EUR | 12 to 14 weeks |
| Accounting or ERP connector on top | 4,000 to 10,000 EUR | 2 to 4 weeks | |
| Maintenance and hosting | 200 to 600 EUR per month | Ongoing |
The method in five steps
- Database audit: inventory of tables, queries, macros and reports, 3 to 5 days.
- Target data model and mockups of the main screens, validated with users.
- Development in batches, starting with the most used module.
- Data migration with two dry runs before the real cutover.
- Cutover on a Friday, Access kept read-only for 2 to 3 months.
Mini case study
Illustrative example: Claire, operations director at a building materials trading SME in Dublin (45 staff), depends on an 18-table Access database run by Mark, a technician close to retirement. Each month the team loses about 25 hours on re-entry, Excel exports and database restarts, which at 40 EUR loaded per hour is 1,000 EUR a month, 12,000 EUR a year.
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She chooses a web app at 26,000 EUR and maintenance at 350 EUR a month (4,200 EUR a year). The net yearly gain is 7,800 EUR on lost time alone, plus removing the risk of a full stop when Mark leaves. The project pays back in a little over three years on time saved, much faster if you count a single avoided day without invoicing.
FAQ
Can we keep Access during the transition?
Yes, the safest method keeps Access read-only for 2 to 3 months after cutover. Users can check old data with no risk of double entry.
Are printed reports (delivery notes, invoices, labels) rebuilt?
They are recreated as PDFs generated by the app, at 1 to 2 development days per complex report. It is often the moment to drop 30 to 50 % of reports that are no longer used.
Do VBA macros need to be rewritten?
The business logic in macros is analyzed, then rewritten server-side, where it is sturdier and testable. A database with more than 2,000 lines of VBA usually adds 2 to 3 weeks to the project.
Where is the data hosted?
In Ireland or elsewhere in the European Union, with daily backups kept for 30 days. Hosting is included in the 200 to 600 EUR monthly range.
How many users can work at the same time?
A well-designed web app handles 50 to 200 concurrent users with ease, against 3 to 5 for a shared Access database. Remote work becomes possible without a VPN.
Let's scope your project. Send us the list of your Access tables, forms and reports: we define the migration scope and timeline, then send you a free quote. 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.
