Map what the database or spreadsheet actually does, choose where it's going, move the data into a proper server database, rebuild the screens and rules, and run the old and new systems side by side until the figures match. There are four main routes: keep Access as the front end with the data in SQL Server, rebuild in Microsoft Power Apps, switch to an off-the-shelf product, or build a custom web app. Which one fits depends on how many people use it, who they are, and how complex the rules are.
Signs it has outgrown Access or Excel
- Several people need to edit at the same time, and you get locked records, conflicting copies or files called “final_v3”.
- Only one person understands how it works.
- People outside the office, such as staff on site, customers or partners, need to use it, and it only runs on a desktop.
- The file is slow, gets corrupted, or is getting close to the 2 GB size limit of an Access database.
- Figures are copied by hand between the spreadsheet and other systems, and mistakes creep in.
- It can't connect to the tools you use now, such as Microsoft 365, your accounting software or your website.
What are the options?
There are four realistic routes. None is right for everyone, and the cheapest one to start with isn't always the cheapest to live with.
How to replace it without losing data
- 01
Audit what it really does
List every table, form, query, report, macro and formula, and who uses each one. The parts people rely on every day aren't always the parts that look important.
- 02
Write down the rules
Calculations, checks and the steps people follow out of habit become explicit rules in the new system. This is where undocumented logic gets found.
- 03
Clean and move the data
Fix duplicates and inconsistent values, move the data into a server database such as SQL Server or PostgreSQL, and check record counts and totals against the original.
- 04
Build in stages
Start with the part that causes the most pain, let the people who use it test working versions early, and add the rest step by step.
- 05
Run both side by side
Keep the Access database or spreadsheet running until the new system produces the same figures from the same inputs. Then switch over.
- 06
Keep the useful parts of Excel
If people analyse data in Excel, give them exports or a read-only connection to the live data, rather than taking spreadsheets away.
What to check before you start
- Who needs to use it, from where, and what each person should be allowed to see and change.
- Which reports and exports other people or systems depend on.
- Where the data will be hosted and how it will be backed up.
- What personal data it holds, and what UK GDPR means for who can see it.
- Who will own the code and the data when the work is finished.
How we approach it
Every legacy project we take on starts with a free system audit and a written proposal: what we'll build, when it lands, and what it costs to build and to run. The old database keeps running until the new web app has been tested against your real workflows and approved. You own the code, and we document what we build so you're never dependent on us.
Common questions
Should we just use Power Apps instead?
If your team already works in Microsoft 365 and the app is simple, Power Apps can be a sensible choice. A custom web app makes more sense when you need complex workflows, outside users such as customers, your own design, or no per-user licences.
Can staff keep using Excel for analysis?
Yes. The new system can export to Excel, or give Excel a read-only connection to the live data, so people keep their analysis without editing the master copy.
Can Excel formulas and VBA macros be turned into an app?
Yes. Formulas and macros become rules in the new system. Each one is checked against the spreadsheet's results using the same inputs, so you can see the calculations still match.
What if the data is messier than expected?
It usually is. Duplicates, gaps and inconsistent values are found during the audit and cleaned before the move. Anything that can't be fixed automatically is listed for someone who knows the data to decide.
Does the data have to be hosted in the UK?
UK GDPR doesn't require UK hosting, but it does set rules for sending personal data abroad, and some contracts and sectors expect UK hosting. The major cloud providers all offer UK data centres, so it's a choice you can make at the start.
How much does it cost to replace an Access database?
We haven't published a measured Access or Excel replacement yet, so we won't quote a typical figure. The price depends on how many tables, forms and reports there are, how clean the data is, and what the new system connects to. Our cost guide shows what our measured projects cost, and every legacy project starts with a free audit and a written proposal.