Migration 2: What Does It Cost to Migrate a Legacy Database?
Let’s Talk Money First
Most people only get to the pricing conversation at the end of a long process, after discovery calls, requirements gathering, and proposals. By that stage, they may have spent hours only to discover the budget does not match the reality.
We would rather save everyone from that frustration. So here are some honest ballpark figures.
Ballpark Figures
Simple system migration: (Access, FoxPro, Excel, dBase to a modern cloud-hosted web application): from €6,000 ex VAT
Larger system: with reports, APIs, integrations, and complex workflows: from €12,000 ex VAT
These figures cover the full build: analysis, development, data migration, testing, parallel running, and go live. They are not day rates, and you are not paying for every hour that passes.
What Affects the Price?
Every project is different, but the main factors that influence cost are:
– The size and complexity of the existing data: how many records there are, how many tables, and how clean the data is
– The number of users who will need access to the new system and the roles they require
– The number of reports needed: a simple system might need five, while a larger one might need 30
– Whether APIs or integrations with third party systems are required
– The level of automation needed: automated emails, scheduled reports, and document generation
– Compliance requirements: GDPR tracking, child protection, vetting records, and audit logs
What Is Not Charged
We do not charge for the initial conversation. If you get in touch, we will have a chat, ask some questions about your current system, and give you an honest view of what is involved. There is no invoice for that and no obligation to proceed.
If you decide to go ahead, we will review your existing system, clarify your requirements, and provide a written quote. If you decide at that point that it is not right for you, we part ways on good terms, at no cost.
We have been doing this long enough to know that trust matters more than a quick sale.
What About Ongoing Costs?
Once the system is live, there are usually two ongoing costs:
Hosting: we host on AWS (Amazon Web Services) or STACKIT, a German sovereign cloud provider. Annual hosting costs are usually modest and will be confirmed in your quote.
Support and maintenance: ongoing updates, fixes, and enhancements as your organisation grows and its needs change.
We do not disappear after launch. Ongoing support is part of how we work.
A Note on STACKIT Hosting
Most organisations default to AWS or Microsoft Azure for cloud hosting. Both are strong platforms. However, both are US owned, and under the US CLOUD Act, US authorities can compel American companies to hand over data stored on their systems, even when that data is held in Europe.
For organisations handling sensitive personal data, particularly charities working with children, health information, or vulnerable adults, that is worth considering. STACKIT is a German cloud provider, ISO 27001-certified, and outside US jurisdiction. If data sovereignty matters to you, we offer it as an alternative.
Is It Worth It?
That depends on what the alternative is costing you.
A system failure with no recovery plan could mean days or weeks of lost operations. A failed GDPR audit could put vital government funding at risk. A compliance failure involving sensitive personal data could create reputational and legal consequences that far outweigh the cost of development.
A modern system is a one-time investment. The risk of doing nothing grows every year.
Ready to Have a Conversation?
If you have read this series and recognised your organisation in it, the next step is simple. Get in touch. We will have a chat, ask a few questions, and give you an honest view of what is involved. No charge. No obligation.
Back to: Legacy Database Migration Series
