The verdict in three sentences
Fourteen Excel files linked by copy-paste and an Access database that only one employee can maintain: that is an operational risk, not a tool. A custom web application that migrates 8 years of data costs between EUR 18,000 and 45,000 excluding VAT in 2026, for a 3 to 5 month project. The financial controller recovers about 10 hours a week of consolidation and management finally gets reliable figures on Monday morning.
What the migration costs, line by line
Price depends mainly on three factors: the quality of historical data, the number of business rules hidden in macros and the number of interfaces (ERP, accounting, time clock).
| Item | Content | 2026 range (EUR excl. VAT) | Duration |
|---|---|---|---|
| File and macro audit | Mapping of 14 files, formulas, VBA macros, Access queries | 2,000 to 4,500 | 1 to 2 weeks |
| Data model | Items, routings, work orders, workstations, times, scrap | 2,500 to 5,500 | 1 to 2 weeks |
| Data migration | Cleaning, de-duplication, import of 8 years of history | 3,000 to 8,000 | 2 to 3 weeks |
| Entry screens and workflows | Work orders, shop-floor reporting, approval, role-based rights | 6,000 to 15,000 | 4 to 6 weeks |
| Dashboards | OEE, yield, cost price, delays | 2,500 to 6,000 | 2 weeks |
| Interfaces | Accounting export, link to Exact or AFAS, order import | 1,500 to 6,000 | 1 to 3 weeks |
A EUR 18,000 project suits a 20 to 40 person workshop with clean data. Above EUR 35,000, you typically find several sites, lot-level traceability and two-way ERP interfaces.
Excel and Access versus a web app: the comparison
| Criterion | 14 Excel files + Access | Web application | Impact |
|---|---|---|---|
| Concurrent users | 1 per file, frequent locks | 30 and more | No more version conflicts |
| Weekly consolidation | 10 h | under 30 min | 9.5 h recovered |
| Entry errors found at close | 15 to 30 per month | 2 to 5 per month | Reliable figures |
| Dependence on one person | Total | Documentation and versioned code | Risk removed |
| Shop-floor access | Office PC only | Tablet and smartphone | Real-time entry |
| Searchable history | Scattered archived files | 8 years queryable | Trend analysis |
| Backup | Manual, on a local server | Daily, EU hosting | Business continuity |
Access support is another issue: the database still works, but each Windows or Microsoft 365 update can break a query or form, with nobody to fix it.
The method that avoids the tunnel effect
The classic trap is trying to reproduce everything identically. We work in three releases. Release 1 (6 to 8 weeks) replaces the 4 or 5 most critical files, often planning and shop-floor reporting, and runs alongside Excel for 2 weeks. Release 2 migrates history and dashboards. Release 3 connects the interfaces and switches Access off for good. Each release is delivered, user-tested and invoiced separately, so you can stop or adjust at any time.
For Dutch SMEs, some digitalization subsidies and innovation tax credits may cover part of the cost: to be checked at quote stage depending on your headcount.
Mini case study
Claire, financial controller of a 55-employee precision engineering SME near Amsterdam, spends 10 h a week consolidating 14 files and the Access database. The project is priced at EUR 32,000 excluding VAT, plus EUR 3,600 a year for maintenance and hosting.
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Direct gain: 9.5 h a week over 46 weeks, or 437 h. At a loaded EUR 55 an hour, that is EUR 24,000 a year. Add 4 h a week saved by two shop-floor supervisors, 368 h at EUR 45, so EUR 16,500. Annual total: about EUR 40,500 against a year-one cost of EUR 35,600. The project pays back in 11 months, then returns close to EUR 37,000 a year.
FAQ
How much does replacing Excel files with a web app cost?
Budget EUR 18,000 to 45,000 excluding VAT in 2026 depending on file count, data quality and interfaces. Maintenance and hosting then run EUR 2,500 to 6,000 a year.
Can 8 years of history be migrated without loss?
Yes, after cleaning and de-duplication, with a control report comparing totals before and after import. In practice, 95 to 99% of rows are migrated, the rest being duplicates or empty rows.
Do we have to stop Excel overnight?
No, each release runs 2 weeks alongside the existing files. Excel exports remain available for one-off analysis.
Why not buy an off-the-shelf ERP or MES?
A standard MES often costs EUR 30,000 to 80,000 to implement, plus annual licences, and forces you to change your methods. A custom app follows your real rules and belongs to you.
How long does the project take?
The first release is usable within 6 to 8 weeks and the whole project within 3 to 5 months. Access can be switched off at the end of release 3.
Let's scope your project. Send us your file list and user count: we will price a migration between EUR 18,000 and 45,000 with a first release in production within 8 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.
