The verdict in three sentences
When an SME runs quotes, schedules and client tracking on 14 shared Excel files, the real cost shows up as re-keying hours, corrupted versions and decisions made on wrong numbers. A no-code tool (Airtable, Notion, Smartsheet) at 20 to 50 EUR per user per month works for 5 to 10 people and a simple process, but soon hits limits on permissions, calculations and volume. A custom web app on the Kolonell grid, 3,810 to 6,100 EUR excl. VAT, delivered in 6 to 8 weeks, becomes cheaper from 15 users over 3 years.
What 14 shared Excel files really cost
In Berlin, many service, technical installation and trading SMEs have built their organisation on Excel over the years: a quotes file, a schedule per team, client tracking, an invoicing sheet, local copies on every laptop.
| Symptom (2026 order of magnitude) | Measured impact |
|---|---|
| Re-keying between files (quote to schedule to invoice) | 4 to 6 hours per week |
| Files corrupted or overwritten on the shared drive | 1 to 2 incidents per month, 2 to 4 hours to rebuild |
| Competing versions of the same file | 10 to 15 % of data in conflict |
| Undetected formula errors | 2 to 5 % gap on calculated margins |
| Access away from the office (site, client) | impossible or via email copies |
| Departure of the employee who knew the macros | several weeks of disruption |
For a team of 15, 8 hours lost per week at 45 EUR fully loaded per hour comes to about 17,000 EUR a year.
No-code or custom: the comparison
| Criterion | No-code tool (market estimate) | Custom (market) | Kolonell grid |
|---|---|---|---|
| Upfront cost | 0 to 3,000 EUR setup | 8,000 to 20,000 EUR excl. VAT | 2,500,000 to 4,000,000 FCFA, i.e. 3,810 to 6,100 EUR excl. VAT |
| Recurring cost (15 users) | 300 to 750 EUR per month | hosting 30 to 100 EUR per month | maintenance 75,000 FCFA per month, i.e. 110 EUR |
| Business calculations (margin, discounts, VAT) | limited formulas | coded and tested logic | coded and tested logic |
| Role-based permissions | basic | fine-grained, per field | fine-grained, per field |
| Data volume | slows beyond 50,000 rows | no practical limit | no practical limit |
| Branded PDF quotes | simple templates | native | native |
| Timeline | 2 to 4 weeks | 8 to 12 weeks | 6 to 8 weeks |
No-code remains a good choice to test a process. Custom makes sense when the process is stable, calculations are critical and more than 10 people work in the tool every day.
Data migration: the item not to underestimate
Migrating 14 files means removing duplicates, standardising client codes and deciding what is history. On the market, migration is billed at 1,500 to 3,000 EUR depending on the state of the files.
| Migration step | Indicative duration |
|---|---|
| Inventory of files and useful columns | 1 to 2 days |
| Cleaning duplicate clients and products | 2 to 4 days |
| Defining mapping rules | 1 day |
| Test import and team verification | 2 days |
| Final import and freezing the Excel files | 1 day |
Practical tip: keep the old files read-only for 3 months after switchover, while everyone finds their bearings.
Mini case study
Illustrative example: Katrin, office manager of an 18-person heating installation SME in Berlin, manages 14 Excel files and the team loses around 8 hours a week.
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- No-code option: 15 users at 35 EUR per month, i.e. 6,300 EUR a year, plus 2,000 EUR setup. Total over 3 years: 20,900 EUR.
- Custom option: 5,500 EUR excl. VAT on the Kolonell grid (3,600,000 FCFA), migration included, plus 110 EUR per month maintenance and 50 EUR hosting. Total over 3 years: 11,260 EUR.
- Time saved: 6 of the 8 weekly hours recovered, around 12,900 EUR a year.
The custom project pays back in under 6 months and costs about 9,600 EUR less than no-code over 3 years.
FAQ
How much does replacing Excel files with a web app cost?
On the market, expect 8,000 to 20,000 EUR excl. VAT for a custom app. On the Kolonell grid, a simple app sits between 2,500,000 and 4,000,000 FCFA, i.e. 3,810 to 6,100 EUR excl. VAT.
Should we go through no-code before custom?
Not necessarily. If your process is stable and more than 10 people use it daily, custom is often cheaper from year two.
How long does the project take?
Allow 6 to 8 weeks, including 1 to 2 weeks for inventory and migration of the Excel data.
Can we still export to Excel?
Yes. Excel or CSV exports remain available for ad hoc analysis, but the reference data lives in the app.
Does the app work on a phone?
Yes, it is responsive, so technicians can check the schedule and sign off a job from site.
Let's scope your project. Send us the list of your Excel files and the number of users, and we will price your app within the 2,500,000 to 4,000,000 FCFA range (3,810 to 6,100 EUR excl. VAT), migration included, with a 6 to 8 week 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.
