The verdict in three sentences
For a regional retail chain with 300 suppliers and 2,500 orders a month, a custom supplier extranet costs 45,000 to 90,000 EUR excl. VAT (about 39,000 to 78,000 GBP) and is rolled out in 4 to 6 months, whether the head office is in Lyon or Manchester. It complements EDI with large suppliers rather than replacing it, giving the 200 to 250 smaller suppliers a web portal to confirm orders, publish price lists and handle disputes. The fastest gain comes from disputes dropping by about 30 %, which often pays back the project in under 2 years.
Classic EDI vs web extranet: what to choose in 2026
EDI remains the standard with large manufacturers, but it is expensive for small suppliers, who often refuse to invest for a few orders a month. A web extranet covers this long tail. The table compares both approaches for a regional chain.
| Criterion | Classic EDI (EDIFACT via VAN provider) | Web supplier extranet |
|---|---|---|
| Cost for the retailer | 1,500 to 4,000 EUR setup per partner, plus message fees | 45,000 to 90,000 EUR once, then 8,000 to 15,000 EUR a year |
| Cost for the supplier | 50 to 300 EUR a month VAN subscription | Free, web browser |
| Supplier onboarding time | 4 to 8 weeks | 1 to 3 days |
| Messages covered | Order, despatch advice, invoice | Order, confirmation, prices, promotions, disputes, quality documents |
| Dispute handling | Outside EDI, by email | Built in, with tracking and deadlines |
| Best for | 20 to 50 large suppliers | 200 to 300 mid-sized and small suppliers |
| ERP integration | Native via EDI translator | API or files to the ERP |
The right architecture keeps EDI for the 30 to 50 suppliers who account for 70 % of volume and opens the extranet to everyone else. Both flows converge in the ERP, which remains the source of truth.
Detailed 2026 budget by module
The figures below are 2026 orders of magnitude for a chain of 40 to 80 stores with a mainstream ERP.
| Module | Content | Indicative cost (EUR excl. VAT) | Phase |
|---|---|---|---|
| Core and supplier accounts | Authentication, roles, multiple users per supplier | 8,000 to 12,000 | Lot 1 |
| Orders and confirmations | Receipt, confirmation of quantities and dates, stock-outs | 10,000 to 18,000 | Lot 1 |
| ERP connector | API or files to the ERP, sync every 15 minutes | 9,000 to 20,000 | Lot 1 |
| Prices and terms | Price list upload, buyer approval workflow | 6,000 to 12,000 | Lot 2 |
| Disputes | Claim, attachments, deadlines, credit notes | 7,000 to 14,000 | Lot 2 |
| Quality documents | Spec sheets, certificates, expiry dates | 3,000 to 6,000 | Lot 2 |
| Purchasing dashboard | Service level, lead times, disputes per supplier | 2,000 to 8,000 | Lot 3 |
Lot 1 alone, 27,000 to 50,000 EUR excl. VAT, already delivers online order confirmation. It goes live in 10 to 12 weeks. Lots 2 and 3 follow over 2 to 3 additional months, for a total of 4 to 6 months.
Conditions for success
Three points make the difference. The ERP connector must be specified in week 2 with the ERP vendor, because it drives the schedule. Supplier onboarding happens in waves of 50, with a 4-minute video and a 2-week hotline. Finally, buyers must stop accepting emailed spreadsheets after an announced date, otherwise adoption plateaus around 40 %.
Mini case study
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Laurent Girard, purchasing director of a 60-store chain headquartered in Lyon, manages 300 suppliers and 2,500 orders a month. About 6 % of orders, 150 a month, lead to a dispute that takes 1.5 hours on average between buyers and accounts payable: 225 hours a month. With a 68,000 EUR excl. VAT extranet, disputes fall by 30 %, saving 67 hours a month and 810 hours a year. At 45 EUR per loaded hour, the gain reaches 36,450 EUR a year, plus about 15,000 EUR of credit notes recovered faster. The project pays back in about 16 months, including 10,000 EUR of annual maintenance.
FAQ
Should we drop EDI with large suppliers?
No. EDI remains more efficient above 200 orders a month with a single partner. The extranet covers suppliers placing fewer than 20 orders a month.
Do suppliers pay for access?
In 90 % of the projects we see, access is free to drive adoption. Some chains charge for advanced services, such as sell-out statistics at 50 EUR a month.
Which ERPs are compatible?
Any that exposes an API or accepts exchange files: Sage X3, Microsoft Dynamics, SAP Business One, Cegid. The connector accounts for 9,000 to 20,000 EUR depending on API quality.
How many concurrent users should we plan for?
For 300 suppliers, 50 to 80 concurrent sessions at peak times. Hosting at 200 to 400 EUR a month is more than enough.
How soon will we see results?
The first suppliers confirm orders online from week 12. The drop in disputes becomes measurable after 3 months of use.
Let's scope your project. Share your number of suppliers, your order volume and your ERP: we will price an extranet between 45,000 and 90,000 EUR excl. VAT, rolled out in lots over 4 to 6 months. 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.
