The verdict in three sentences
A 2009 Access database that holds a small company's quotes and job files is a business continuity risk: single file, corruption risk above 2 GB, no clean remote access. Rebuilding it as a web app costs 13,000 to 30,000 GBP (16,000 to 38,000 USD) and ships in 8 to 14 weeks, including migration of 15 years of data. Ongoing support then runs 260 to 600 GBP (320 to 750 USD) a month, less than one lost production day per quarter.
Why Access becomes a risk in 2026
Access served businesses well: quick forms, queries, printable reports. But in 2026, a UK or North American SME that depends on it builds up concrete weaknesses. The .accdb file is capped at 2 GB and corrupts when several PCs open it over a network share. VBA macros misbehave on some 64-bit Office builds. Remote work goes through a slow remote desktop. And often only one person still knows how to change the tool.
| Risk | Typical symptom | Estimated impact (2026 order of magnitude) |
|---|---|---|
| File corruption | Unrecognised database error, manual compact and repair | 1 to 3 days down, 1,700 to 5,000 GBP of delayed revenue |
| 2 GB limit | Attachments stored inside the database | Slowdowns, then lock-up |
| Multi-user access | Record locks, conflicts beyond 5 to 8 users | 20 to 40 min lost per day per team |
| Remote work | VPN + remote desktop | Sales staff without access at client meetings |
| Key-person dependency | In-house developer left or retired | No changes possible |
| Backups | Manual copy to USB or NAS | Possible loss of several weeks |
| Security and privacy | No access log, shared passwords | Non-compliance with UK GDPR or state privacy laws |
The three rebuild scenarios and their prices
| Scenario | Scope | Budget | Timeline |
|---|---|---|---|
| Like-for-like rebuild | Same tables, equivalent web forms, full migration | 13,000 to 17,000 GBP (16,000 to 21,000 USD) | 8 to 10 weeks |
| Optimised rebuild | Redesigned screens, quote to job to invoice workflow, role-based access | 17,000 to 24,000 GBP (21,000 to 30,000 USD) | 10 to 12 weeks |
| Rebuild with integrations | Optimised + accounting link (Xero, QuickBooks, Sage), PDF generation, e-signature | 24,000 to 30,000 GBP (30,000 to 38,000 USD) | 12 to 14 weeks |
| Low-code alternative (Power Apps, Airtable) | Rebuilt by a partner, per-user licences | 5,000 to 10,000 GBP + 8 to 35 GBP/user/month | 6 to 10 weeks |
| Status quo | Keep Access, harden the share | 0 upfront | Risk unchanged |
The optimised rebuild is the most common choice: you keep the business logic that works and remove the workarounds piled up over 15 years (catch-all fields, duplicate tables, reports nobody runs).
How migrating 15 years of data works
Migration often represents 25 to 35% of the budget. It follows four steps: inventory of tables and queries, cleanup of duplicates and empty fields, transformation into a relational PostgreSQL database, then cross-checking on a sample of records. Attachments stored in Access are extracted to object storage. The old database stays available read-only for 6 to 12 months.
| Step | Duration | Checkpoint |
|---|---|---|
| Inventory and mapping | 1 week | List of the 30 to 80 tables and their real usage |
| Cleanup | 1 to 2 weeks | Duplicate rate, mandatory fields |
| Dry-run migration | 1 week | Record counts before and after |
| User acceptance testing | 1 to 2 weeks | 50 reference files verified |
| Final cutover | 1 weekend | Access frozen Friday night, live on Monday |
Mini case study
Mark runs a 14-person joinery and shopfitting business in Leeds and handles 1,800 quotes a year in a 2009 Access database. Two corruptions in 2025 cost him 4 days of downtime, and his 3 sales reps lose about 30 minutes a day calling the workshop to check a job. He picks the optimised rebuild at 20,500 GBP, plus 385 GBP a month of support. Estimated gain: 3 reps x 30 min x 210 days = 315 hours a year, about 10,700 GBP at 34 GBP per loaded hour. Add 4,300 GBP of delayed revenue avoided each year. Annual savings reach about 15,000 GBP against 4,620 GBP of support: the project pays back in roughly 24 months, and the downtime risk is gone.
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FAQ
How much does replacing an Access database with a web app cost in 2026?
Budget 13,000 to 30,000 GBP (16,000 to 38,000 USD) depending on the number of tables, screens and integrations. A simple 20-table database rebuild starts near 13,000 GBP, a 60-table database linked to accounting approaches 30,000 GBP.
Will we lose data during migration?
Not if the migration is dry-run tested, then checked against 50 reference files. We compare record counts before and after, and the old database stays readable for 6 to 12 months.
Why not just move to Power Apps or Airtable?
It makes sense under 5 users and for simple processes. Beyond that, licences of 8 to 35 GBP per user per month and business-logic limits often make custom cheaper over 4 years.
Will our teams be able to work remotely?
Yes, the app runs in a browser on PC, tablet or phone, with two-factor authentication. Sales reps can view or create a quote at a client meeting in under 5 minutes.
What does 260 to 600 GBP a month of support include?
UK, EU or US hosting, daily backups kept for 30 days, security updates and 2 to 6 hours of changes or fixes per month.
Let's scope your project. Send us an anonymised copy of your database or your table list: we price the rebuild, the indicative budget and the cutover 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.
