Does self-hosted Baserow cost less than Microsoft Access per user?
For most teams, the per-user answer depends on which Baserow license you need, and the Access side can only be priced from your own agreement. Baserow's self-hosted core is released under the MIT License, so the non-premium features carry no per-seat fee. Paid self-hosted licenses are where per-user or per-instance costs appear: Baserow's cloud pricing page, as read in October 2026, lists Premium at $10 and Advanced at $18 per user per month billed yearly, with Enterprise available on request. Those cloud figures are the only Baserow prices to use in a comparison. The self-hosted license terms may differ, so check the current self-hosted license types documentation before you build a budget.
The Access side needs the figures from your own Microsoft 365 agreement or perpetual license invoices, not from this page. Record the per-user Microsoft 365 subscription or perpetual license cost, the version your users run, and any shared-file infrastructure you pay for, such as the file server or storage that holds the .accdb file. Do not assume that the Access license is the only recurring cost, because the network share and backup time often sit in other budgets.
Self-hosted Baserow moves cost into components you pay for directly. These include a server that runs the Baserow containers, a production PostgreSQL database (Baserow highly recommends an external PostgreSQL for production deployments), backups, TLS certificates, monitoring, and the staff time to patch and upgrade. Migration is a one-time cost: exporting each Access table, handling attachments and multivalued fields, and rebuilding forms and reports in the application builder. Support is recurring if you want a vendor or implementation partner on call. Ask any quote to separate these lines, state who performs each task, and say whether a license key is needed for Premium or Advanced features such as SSO. The numbers that move the result most are user count, which license tier you need (for example, SSO requires Advanced or Enterprise), and how much staff time your team already spends on the Access file. Run the comparison for your actual headcount on both tiers, and write down what each line costs on an annual basis so the one-time migration cost is amortized over a clear period.
Which cost components change between Access and self-hosted Baserow
This table lists each cost component of running an Access database against running Baserow on your own server, and marks which items are one-time and which recur. Read it as a checklist for a quote: most of the difference sits in recurring licenses and in the time your staff spend on hosting, backups and upgrades. Confirm each figure with your vendor or partner before comparing totals.
| Cost component | Microsoft Access today | Self-hosted Baserow | One-time or recurring |
|---|---|---|---|
| Access licenses | Microsoft 365 subscription per user, or a perpetual Access license with a fixed end of support | Baserow free edition under MIT for the core features, with no per-user fee | Access: recurring (subscription) or one-time (perpetual). Baserow: none for the free edition |
| Shared file or network drive | Shared .accdb file on a drive; upkeep of the share, permissions and file locking | Not needed; users connect through a browser to one server | Recurring upkeep for Access, removed for Baserow |
| Windows and desktop upkeep | Access client installed and patched on each PC, with version alignment across users | Browser access only, so no client software to deploy per machine | Recurring |
| Baserow paid license | Not applicable | Optional Premium, Advanced or Enterprise license for seats, SSO and audit logs; confirm current terms with Baserow | Recurring if chosen |
| Server and storage | Usually a file server or existing network share; little dedicated hardware | A Linux server or cloud virtual machine sized for users and attachments | Recurring (hosting) plus one-time setup |
| PostgreSQL | Not applicable; Access stores data in its own file format | External PostgreSQL recommended for production, with its own instance, storage and patching | Recurring operations; setup is one-time |
| Backups | Copies of the .accdb file, often made by hand | Scheduled backups of the database and attachment storage, tested by restore | Recurring |
| Migration | Export of tables, attachments and relationships, rebuilding forms and macros | Importer for Airtable only; Access tables must be exported and rebuilt in Baserow | One-time, driven by the number of forms, reports and macros |
| Support, upgrades and internal skills | Internal staff or IT support for Access; Office updates handled by the client | Staff or partner time for Docker or Kubernetes upgrades, security patches and user support | Recurring; ask any partner for a written scope before work starts |
What moves the Access versus Baserow comparison
Cost of ownership for a self-hosted Baserow move depends on a handful of decisions made before any server is bought. The cards below cover the drivers that push cost up or down, and what to check against your own user count, data and skills.
Named users and paid seats
Access costs follow the number of people who open the database, through Microsoft 365 subscriptions or perpetual licenses per device or user. Baserow's self-hosted paid licenses are tied to a different unit: Premium assigns seats manually to users, while Advanced grants paid access to users on the instance. Count who edits, who only reads, and who needs an account at all, then ask which unit your chosen license type bills against.
One license type per instance
A self-hosted Baserow instance can run on only one of the three paid license types, so mixing Premium seats for some teams and Advanced access for others is not an option. Choose the type that matches your user pattern before you size the server. Ask Baserow in writing whether a change of type later requires a new instance and a data migration.
SSO and audit logs on paid tiers
Single sign-on through SAML, OAuth 2.0 providers or generic OpenID Connect is included on the Advanced and Enterprise plans with an activated license, not in the open-source edition. If your Access setup relies on Windows sign-in and directory groups, budget for the paid tier or plan a separate identity layer. Confirm which audit log features your compliance team needs before assuming they come with a given plan.
Data volume and attachments
Access files are limited to 2 GB, and attachments often make up most of that size. A server-based database removes the file-size ceiling, but storage for attachments grows with use and needs disk capacity, backups and retention planned from the start. Measure your largest tables and attachment folders before sizing storage, since storage and backup costs scale with them.
Hosting and PostgreSQL
The default Docker image runs an internal PostgreSQL and Redis in one container, but Baserow highly recommends an external PostgreSQL for production. A separate database server means more components to patch, back up and monitor, and it adds a licensed or managed database cost if you choose a commercial service. Decide early whether you will run the database yourself or buy it as a managed service.
Availability, backup and skills
A shared database that staff depend on needs defined recovery targets, tested backups of PostgreSQL and attachment storage, and an upgrade routine. Cost rises if you need high availability and horizontal scaling, which Baserow supports through Docker Compose or Helm, and falls if one server with tested restores is enough. Whoever runs it needs working knowledge of Docker, PostgreSQL and Linux, or a support contract that covers those skills.
How to build the cost model with your own numbers
This sequence turns the cost comparison into a model built from your own licenses, infrastructure rates and migration volume, so the totals reflect your environment rather than generic estimates. Each step names what you collect, who supplies it and the check that confirms it is complete. The figures come from your quotes and environment, and this page gives no sample numbers.
Inventory Access seats and the shared file setup
Start by counting every person who opens the Access database, including read-only users, power users who edit design objects and people who run it from a shared network drive. Record the database file size, the number of linked tables, the network location and any separate front-end copies each user runs. Your IT team or the database owner can usually produce this from the file server and the user list. The step is done when every current user is listed with their access type and the shared-file setup is written down in one place.
Get the agreement terms from Microsoft
Ask your Microsoft account team or reseller for the licensing terms that cover your Access use, whether that is Microsoft 365 subscriptions, perpetual Access licenses or a volume agreement. Confirm the per-user price, the billing period, the renewal date and the support end date for the version you run. Also ask which items are included with the Microsoft 365 plan you already pay for, because some of your cost may already be covered. The step is done when you hold a written quote or agreement summary that matches your seat list.
List Baserow users and choose the license type
Build a list of the people who will use Baserow, separating editors, viewers and anyone who needs single sign-on or audit logs. Baserow's self-hosted license types are Premium, Advanced and Enterprise, and an instance can use only one of them, so compare the seat rules and feature set of each against your user list. Confirm with Baserow whether the Advanced or Enterprise plan is needed for the single sign-on you require, and check the current terms on the self-hosted license page. The step is done when you have a user count per role and a chosen license type, or a decision to run the free open-source edition only.
Price the server and PostgreSQL from your infrastructure rates
Use your own hosting rates to price the virtual machine or hardware that runs Baserow, the external PostgreSQL instance, storage for attachments, backups and the network path to staff. Baserow highly recommends an external PostgreSQL for production, so include it as its own line rather than relying on the internal database in the default container. Ask your infrastructure team for the cost per vCPU, memory, storage and backup target in your data center or cloud account. The step is done when every server and database component has a monthly or annual figure from your own rate card.
Estimate migration effort by table and attachment volume
Count the Access tables, forms, reports, queries and macros, then sort them by complexity. Measure the total attachment volume and the number of multivalued and lookup fields, since these need manual rework when moved. Baserow's Airtable importer does not apply here because the source is Access, so the migration plan will rely on exports and your own tooling, which should be priced into the work. Ask any implementation partner to quote by table, form, report and macro count, with attachments listed separately. The step is done when each object has an effort estimate and an attachment volume total.
Add support, upgrades and internal time
Record the recurring work that the self-hosted option creates: patching the operating system, Baserow and PostgreSQL, monitoring, backup restore tests and user administration. Estimate the internal hours each month for your staff and any external support retainer you choose, and list whether single sign-on or other paid features add a recurring cost. Ask the implementation provider to state support hours, response scope and upgrade handling in the written scope. The step is done when every recurring task has an owner and a cost, whether internal or external.
Compare totals over the same period
Place the Access totals and the Baserow totals side by side over one period you choose, and separate one-time costs such as migration and training from recurring costs such as licenses, hosting and support. Note what drives each figure up or down, such as seat count, storage growth and the number of automations rebuilt. Test the model with two or three sensitivity cases built from your own numbers. The step is done when the comparison shows one-time and recurring totals for each option and a list of the assumptions that would change the result.
Where the cost of Access and Baserow is easy to miss
The licence line is rarely where Access costs hide. On the Access side, the recurring costs sit with the people who keep a shared file working: desktop support for each Access version, time spent recovering a corrupted .accdb file after a crash or a dropped network connection, and administration of the network drive that holds the file, including its permissions, backups and the lock files that multi-user sessions leave behind. Ask who currently does this work, how many hours it takes in a typical month, and whether that person is paid from the IT budget or from the business team that depends on the database. Those hours do not appear on any Microsoft 365 invoice, but they recur for as long as the file stays in use.
On the Baserow side, the self-hosted cost is mostly operational. The server, the PostgreSQL database and the backup schedule become your responsibility, so budget for backups that you have tested by restoring, monitoring of the containers and the database, and routine PostgreSQL maintenance. Ask any partner for a quote that lists these as separate line items, with a clear statement of who performs upgrades and how often. Expect a one-time cost for rebuilding forms, reports and macro logic as automations and interfaces, because the Airtable importer documentation lists formula, lookup, rollup and collaborator fields, automations, interfaces, comments and revision history as items it does not carry over. The Baserow Airtable importer covers Airtable sources, so an Access export follows a different path, and you should confirm with Baserow which Access field types survive the move before you size that rebuild effort.
Cost and effort questions buyers ask before hiring help
What actually drives the total cost of moving off Microsoft Access?
The total is driven mainly by how much Access logic has to be rebuilt, how much data and how many attachments must move, and how many people depend on the database. Microsoft 365 or perpetual Access licenses are one line item, but they stop being the main cost once the database is replaced. The rest comes from the server and PostgreSQL hosting, the migration work on tables, forms, reports and VBA, staff time for testing and training, and support after go-live. Ask for each of these as a separate line so you can see which ones your own Access file makes large.
Can our team migrate Access to Baserow without outside help?
A technically capable team can often import tables and records alone, because Baserow's importer copies tables, records, attachments, field types, relationships and grid views from a shared source one base at a time. The harder part is what the importer does not carry over, such as formula, lookup and rollup fields, automations, interfaces and comments. Those need to be rebuilt, and the VBA and macro logic has to be redesigned as application builder features and automations. If nobody on staff has rebuilt business logic in a different tool before, outside help usually shortens the project and reduces rework.
How long does the work take and what does the timeline depend on?
The timeline depends on the number of tables and relationships, the volume of attachments, how much VBA and how many forms and reports the database uses, and how many users must be trained and tested. Access files with many macros and custom forms take longer than simple tracking databases, even when the record count is small. Access 2021 end of support in October 2026 may also set a deadline that shapes the schedule. Ask any provider for a timeline tied to a written scope with named deliverables, and do not accept a duration that is not linked to that scope.
What does the work need from our internal staff?
Internal staff need to supply the people who own each business process, the people who will test each workflow, and someone with authority to sign off changes. You will also need access to the current Access files, the shared network location where they live, and an account owner who can approve a server in your infrastructure. IT staff are needed for the server, the PostgreSQL database, backups and single sign-on setup. Expect these commitments to be scheduled alongside daily work, so ask the provider which meetings and reviews require each person.
Which costs recur after the Baserow system goes live?
After go-live, recurring costs usually include the server and storage in your own infrastructure, PostgreSQL and Redis maintenance, operating system and container updates, backups and restore tests, and staff time for user administration. Baserow's self-hosted edition is free under the MIT License for non-premium features, but Premium, Advanced and Enterprise licenses are paid and recur if you use them. Advanced is the tier where single sign-on is included, so check whether your identity requirements make that tier necessary. Ask the vendor to confirm current license pricing directly, because the pricing page is subject to change.
What should we ask for in a fixed-scope quote?
A fixed-scope quote should list each Access object being moved, each table, form, report, query and VBA module, and state whether it will be rebuilt, replaced by an automation or dropped. It should name the deliverables, the environments, the backup and rollback approach, the training sessions, the acceptance tests and the post-go-live support period. Ask how attachments and lookup fields are handled, what happens to data that cannot be mapped, and which costs are one-time and which are recurring. DeployOpen plans and implements self-hosted platforms in the client's own infrastructure and agrees scope, deliverables and timelines in writing before work starts, so compare quotes on those written terms rather than on headline totals.
When Access stays cheaper and when Baserow pays back
A small, single-user Access database often does not justify a migration. If one person runs a contact list or a tracking file on a desktop, the cost of Microsoft 365 or the perpetual license is already sunk or small, and a move to Baserow adds a server, a PostgreSQL instance, a backup job and a rebuilt set of forms and reports. Those costs recur or arrive as one-time project effort, and they rarely pay back for a database that one person uses twice a week. Keep Access in that case, and confirm the license position first: check which Microsoft 365 plan or Access version each user holds, and when its support ends, since an end-of-support date is a reason to act whatever the user count.
Shared databases with growing data, many concurrent editors or SSO requirements are where the numbers tend to move. When several people edit the same file over a network share, the cost of keeping that file working (licenses for every user, a file share with permissions maintained by hand, and time spent repairing a damaged file) recurs every year. A browser-based Baserow instance moves that work to one server, and access is granted through its own roles. Baserow's single sign-on for SAML and OpenID Connect is available only on its Advanced and Enterprise license types, so price that license into the comparison alongside the server and migration work. Ask your identity team which SSO protocol your directory provides before you assume the feature fits.
The outcome depends on numbers only you can supply. Count the users who edit, not those who open reports, and measure how often the file has grown or slowed. Note the VBA procedures, macros, custom forms and reports that people depend on, because those must be rebuilt as Baserow automations and application builder pages rather than copied, and that rebuilding is usually the largest item in a migration estimate. Ask any implementation partner for a written scope that separates one-time migration work from the recurring server, backup, patching and support costs, and compare that total over the years you expect to keep the database. A quote that does not show both is not enough to decide.
How DeployOpen scopes a fixed-price Baserow implementation
DeployOpen plans, implements and hands over self-hosted Baserow inside your own infrastructure, so the Access replacement runs on your servers from the start. Each engagement is fixed-scope, with the tables to migrate, the access model, the hosting target and the handover documented in writing before work begins.
How we scope
- Inventory the Access tables, forms, reports, macros and users that the replacement must cover
- Decide the Baserow license type, since an instance uses only one of Premium, Advanced or Enterprise
- Confirm which Access features will be rebuilt, retired or handled by a different tool, in writing
How we build
- Deploy Baserow with Docker Compose or Helm into your cloud account, data center or air-gapped network
- Connect an external PostgreSQL for production and configure backups and restores before go-live
- Import tables, attachments and relationships, then check record counts and field types against the Access source
How we hand over
- Deliver a written record of the architecture, hosting configuration, user roles and migration results
- Document the cost components you own after go-live, including server, storage, backups and license fees
- Provide a runbook for upgrades, restores and access reviews that your own staff can operate
How we support
- Offer ongoing support, upgrades and continuous testing as a retainer after the fixed-scope work closes
- Test access rules and single sign-on configuration as part of the handover, where your plan includes it
- Ask any quote to state what is one-time and what recurs, so you can compare it with your current Access spend
