The verdict in three sentences
For a union of 2,800 farmers, the Excel workbook hits its limit by the second season: duplicates, forgotten credits and re-keyed weighings cost more than the software. A custom tool at 12,000,000 to 30,000,000 FCFA excl. VAT (about 18,300 to 45,700 EUR) linking farmer record, plot, input credit and paddy weighing makes a repayment rate above 95% a realistic target. One condition decides success: offline data collection on smartphones, because the network is patchy between Podor, Dagana and the irrigated schemes.
Excel, generic tool or custom build: the 2026 comparison
Most unions in the valley still manage season credit in a shared workbook fed by storekeepers' notebooks. Generic tools (agricultural ERPs, form-collection apps) cover part of the need, but rarely the river's own logic: in-kind credit, deduction in bags of paddy, and the double rainy season and off-season cycle.
| Criterion | Excel workbook | Generic tool (SaaS or forms) | Custom software |
|---|---|---|---|
| Upfront cost (2026 order of magnitude) | 0 to 500,000 FCFA | 2,000,000 to 6,000,000 FCFA | 12,000,000 to 30,000,000 FCFA excl. VAT |
| Annual cost | Data-entry time (2 staff) | 1,500,000 to 4,000,000 FCFA in subscriptions | 1,800,000 to 4,500,000 FCFA maintenance |
| Geolocated farmer and plot records | No | Partial | Yes, with area and season |
| Input credit deducted at weighing | Manual | Rarely | Automatic, to the kilo |
| Offline collection in the field | No | Often limited | Yes, syncs when signal returns |
| Agricultural bank reporting | 3 to 5 days of manual rework | Raw exports | Report ready in 1 click |
| Farmer balance payment | Cash, notebook | Varies | Traceable Wave or Orange Money |
For a union under 500 members, a well-configured generic tool remains defensible. Above 1,500 farmers, the cost of errors quickly exceeds the price gap.
What the software must do, module by module
The core is the chain input advanced, paddy delivered, credit settled. Each farmer has a record (ID card, group, plots, planted area) and each warehouse release (urea, DAP, certified seed, ploughing or irrigation fees) creates a credit line valued at the season price.
| Module | Key function | Indicative 2026 budget | Expected gain |
|---|---|---|---|
| Farmer and plot registry | Single record, photo, GPS, area | 2,500,000 to 5,000,000 FCFA | No duplicates, reliable base for the bank |
| Input credit | Warehouse releases, season prices, per-hectare caps | 3,000,000 to 6,500,000 FCFA | Cap of 1 tonne of fertilizer per ha enforced |
| Paddy weighing and collection | Offline entry, optional connected scale | 2,500,000 to 6,000,000 FCFA | Automatic deduction to the kilo |
| Farmer balance and payment | Net calculation, Wave or Orange Money transfer | 1,500,000 to 4,000,000 FCFA | Paid in 48 h instead of 3 weeks |
| Bank and partner reporting | Outstanding, arrears, repayment rate | 1,500,000 to 4,500,000 FCFA | Refinancing file ready in 1 day |
| Chairman dashboards | Tracking by group and scheme | 1,000,000 to 4,000,000 FCFA | Targeted follow-up before harvest |
A first operational version (registry, credit, weighing) ships in 10 to 14 weeks, ideally before the rainy-season campaign starts. Payment and reporting modules can follow during the season.
Mini case study
Mamadou chairs a union of 2,800 farmers between Podor and Dagana and advances about 420,000,000 FCFA of inputs each season. With Excel, his repayment rate caps at 88%, leaving 50,400,000 FCFA unrecovered per season, partly due to weighings never matched to credit.
With software at 22,000,000 FCFA excl. VAT that deducts credit at weighing, the target is 96%. The 8-point gap equals 33,600,000 FCFA recovered per season, or 67,200,000 FCFA a year over two seasons. Even if the real gain is half that, the software pays for itself in year one (estimate, to be confirmed against the union's history).
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FAQ
Does the software work without a connection in the irrigated schemes?
Yes, collection agents record weighings and warehouse releases offline on smartphones. Sync happens as soon as a 3G signal returns, with duplicate checks. An Android phone at 80,000 FCFA is enough.
How long does it take to train storekeepers and weighers?
Allow 2 days of on-site training per team, in Wolof or Pulaar if needed. A union with 30 collection points is trained in 2 to 3 weeks.
Can farmer balances be paid via Wave or Orange Money?
Yes, the net payable (paddy value minus credit and dues) is calculated, then sent by mobile money. Wave's 1% fee is allocated according to the union's rule.
Will the agricultural bank accept this reporting?
The report covers the indicators required for refinancing: outstanding by group, arrears, repayment rate. The format is agreed with the account officer during scoping, in 1 to 2 meetings.
What maintenance budget should we plan?
As a 2026 order of magnitude, 15% of the upfront cost per year, i.e. 1,800,000 to 4,500,000 FCFA, hosting and backups included.
Let's scope your project. Send us your number of farmers, collection points and seasons: we will price a scope between 12,000,000 and 30,000,000 FCFA excl. VAT with a schedule aligned on the rainy season. 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.
