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Track the hours.Claim the costs.Pass the audit.

For SMEs that run on EU grants: agreement, hours, invoices, payments and oversight in one place, for Horizon Europe, CBE JU, LIFE, RVO and more.

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Developed together with grant beneficiaries.

Showroom

The starting screen: Alerts — what stands, what is due soon, what is worth a look, by grant and by person, the sidebar beside it

The day starts here: what stands, what is due soon, what is worth a look — by grant and by person. Every alert links straight to where you need to be. Alerts and email

The Dashboard: budget burn against the calendar, budget by category, effort against plan, the ceiling per person, deliverables, the months of the period

A dashboard you build yourself: pick the tiles, size and order them, scope them to a grant, a person or a year. Every figure against its plan. Dashboard

Time: the week per work package, hours in cells, the work packages that run this week beneath

Timesheets built for use: hours typed day by day in a cell per work package, in seconds, with what else runs this week beneath. The month is signed once it is over. Timesheets

The year per person: day-equivalents against the 215-day ceiling, month by month

Every person against the 215-day ceiling, across all EU grants, month by month — and the warning before it is reached. 215-day ceiling

The roadmap: deliverables and milestones on a ruler of project months, the reporting periods above, a today line

Deliverables and milestones on the agreement’s own months. Today’s line passes each one once its day has: due soon in amber, overdue in red. Deliverables and milestones

The plan per work package: budget, locked cost, remaining, used — a warning from 80 %

The plan per work package against locked cost: a warning from 80 %, red past the ceiling — and no hour has a price until it is locked. Budgets against the agreement

Invoices: the drop zone for the documents, a draft not booked yet, the register with each invoice and what of it is claimed

An invoice starts with its document: dropped here, read out by AI, claimed by line to grant, work package and category. Booked, it is never edited. Invoices read from the PDF

Payments: the invoices still to pay, each with its due date and IBAN, ticked into one batch for the bank or marked paid by hand

What is still to pay, with due date and IBAN: tick the invoices and one file goes to the bank. Overdue stands out; what you paid by hand is marked so. Payments

The audit log: the last verification, clean, and one row per change with who, what and its hash

And underneath it all, every change in one chain, verified clean: what happened, who, when, the hash. The record an auditor reads. Audit trail

What is in it

Projects

The grant agreement is the record: read by AI, confirmed by you.

The drop zone for the grant agreement: the signed PDF, read to fill the form for you to check

GRANT AGREEMENT

Project PEATLIGHT under the LIFE Programme

Article 4 — The project starts on 1 January 2026 and lasts 30 months.

Article 5 — Estimated eligible costs: EUR 4 847 100.

Annex 1 — Description of the action in 6 work packages.

Read by AI
Acronym
PEATLIGHT
Programme
LIFE
Start
1 Jan 2026
Duration
30 months
Eligible costs
€ 4,847,100.00
Work packages
6

Check and confirm

Our budget in the agreement: budget, locked, remaining and used per cost category, what is not counted yet beneathBudget burn: locked cost month by month against the line of the calendar, the share spent beside the share of time
The roadmap: deliverables and milestones on a ruler of project months, the reporting periods above, a today line
The register of deliverables and milestones: number, name, due date and project month, status, work package and lead

  • Staff

    Books and signs their own hours.

  • Project Manager

    Approves the months of their grants; sees effort, never euros.

  • Finance

    Locks, prices and reports.

  • Admin

    Does everything, and sets the organisation up.

Alerts: what stands, what is due soon, what is worth a look, by grant and by person
The alerts email: what needs you, by heading — your hours, months to approve, deliverables — with a button to open Alerts

What is in it

Hours

Hours as people remember them; a month signed by two.

Time: the week per work package, hours in cells, what was done that day beneath, the pace against the ceiling above
Timesheets: the months waiting for you, each on the rail Signed → Approved → Locked
The year per person: day-equivalents against the ceiling, month by month
The ceiling tile: each person’s days against 215, one past 90 %

timesheets-2025.xlsx

ABCDEFG
1PersonDateGrantWPHoursDescriptionCheck
2Anna Visser3 Mar 2025PEATLIGHTWP26.00Pilot design reviewPassed
3Anna Visser4 Mar 2025PEATLIGHTWP24.50Supplier callsPassed
4Sanne Mulder4 Mar 2025BIOLOOPWP37.00Lab trials, batch 4Passed
5Pim Jansen5 Mar 2025BIOLOOPWP13.00Consortium meetingPassed
6P. Janssen5 Mar 2025BIOLOOPWP12.00MinutesUnknown name
7Sanne Mulder6 Mar 2025PEATLIGHTWP526.00Site visitOver 24 h
Subcontractors: each with their rate and their grants
Time for a subcontractor: their week, booked on their behalf

What is in it

Costs

Every invoice read from its PDF by AI, built for flexibility.

Invoices: the drop zone for the files, a draft not booked yet, the register beneath

Peat Supplies BV

Veenweg 12 · Veendam

Read by AI

Invoice

To

Waterland Institute

Number
2026-0932
Date
6 Oct 2026
Due
5 Nov 2026

Peat substrate, 40 m³€ 1,600.00

Delivery to the pilot site€ 580.00

Excl. VAT€ 2,180.00

VAT 21 %€ 457.80

Total€ 2,637.80

IBAN NL91 ABNA 0417 1643 00

Payments: the account it is paid from, Generate payment batch, and each invoice’s IBAN — or what is missing

payments-2026-10-20.xml

<?xml version="1.0" encoding="UTF-8"?>
<Document xmlns="urn:iso:std:iso:20022:tech:xsd:pain.001.001.09">
  <CstmrCdtTrfInitn>
    <GrpHdr>
      <MsgId>BEN-2026-10-20-01</MsgId>
      <NbOfTxs>3</NbOfTxs>
      <CtrlSum>8657.80</CtrlSum>
    </GrpHdr>
    <PmtInf>
      <ReqdExctnDt><Dt>2026-10-20</Dt></ReqdExctnDt>
      <Dbtr><Nm>Waterland Institute</Nm></Dbtr>
      <CdtTrfTxInf>
        <Amt><InstdAmt Ccy="EUR">2637.80</InstdAmt></Amt>
        <Cdtr><Nm>Peat Supplies BV</Nm></Cdtr>
        <CdtrAcct><Id><IBAN>NL91ABNA0417164300</IBAN></Id></CdtrAcct>
        <RmtInf><Ustrd>2026-0932</Ustrd></RmtInf>
      </CdtTrfTxInf>
      …
    </PmtInf>
  </CstmrCdtTrfInitn>
</Document>
Subcontractors: each with their rate and their grants
Time for a subcontractor: their week, booked on their behalf
The plan per work package: budget, locked, remaining and used per category, a warning from 80 %
Budget by category: each category’s locked cost against its budget
Suppliers: each with its VAT number or IBAN, how many invoices, what they invoiced, the last one

What is in it

Reporting

All your reporting needs reduced to a single click.

A reporting period’s cost statement: one row per person, the daily rate, day-equivalents and the amount

Financial statement

BIOLOOP · Waterland Institute

Reporting period 1 · 1 Jan – 30 Jun 2026

Submitted
PersonDaily rateDay-eq.Amount
Anna Visser€ 312.5048.5€ 15,156.25
Sanne Mulder€ 287.0029.5€ 8,466.50
A. Personnel costs€ 23,622.75
C. Purchases€ 2,637.80
E. Indirect costs, 25 %€ 6,565.14
Total eligible costs€ 32,825.69
The Dashboard: effort against plan, the ceiling, months this period, hours by month, non-personnel cost, locked against declared, deliverables

Downloads

  • CSVtime-entries-2026.csvEvery hour, by person, grant and work package
  • CSVsignatures-and-approvals-2026.csvWho signed and approved each month, and when
  • JSONagreement-PEATLIGHT.jsonThe agreement as confirmed: budget, partners, deliverables
  • CSVcost-statement-BIOLOOP-RP1.csvThe period’s rates, day-equivalents and amounts
  • ZIPdocuments-PEATLIGHT.zipAgreement, amendments and invoices, with a SHA-256 manifest
  • ZIPaudit-chain.zipThe audit log, its offline verifier and the format

#2041 · Anna Visser signed September 2026

prev 5d0e…c27ahash 9f2c…41ab

#2042 · Sanne Mulder approved the month

prev 9f2c…41abhash 3b9a…d41c

#2043 · Finance locked September 2026

prev 3b9a…d41chash e71f…08b5

The day’s tip e71f…08b5time-stamped through OpenTimestampsBitcoin block 966 512

The programmes

Each programme’s own rules, built in: the EU model grant agreements 2021–2027 and the Dutch national schemes.

Another grant? Beneficia runs any agreement under its own rules. Ask us about yours

Already on Clockify or Excel?

Bring your old hours with you, in four steps.

  1. 1Download or fill in

    Download the Clockify detailed report

    or

    Fill in the Excel template

  2. 2Drop the file

    Clockify detailed report

    Excel template

  3. 3See what passed

    • Anna Visser6.00
    • Sanne Mulder7.00
    • Pim Jansen3.00
    • P. JanssenUnknown name

  4. 4Confirm, and it is in

    1. Confirmed
    2. Approved
    3. Locked
  • No retyping
  • Nothing guessed
  • Every hour traced to its file

Beneficia vs Clockify

PricingPaid for by the grantUnder the EU agreements a tool like this is a general administration cost: not claimed line by line, but covered by the flat rate for indirect costs — 25 % under Horizon Europe and CBE JU, 7 % under LIFE. Under RVO schemes it sits inside the hourly rate, in the integral cost system or the 50 % surcharge. A lump-sum grant pays for it from the fixed amount; for another funder, its agreement decides. Unsure for your grant? Your national contact point can tell you.

You pay for the grants you run, never for the people who sign their hours.

  • Per grantUp to 3 active grants, then per grant

    € 75per month

    + € 25 a month for each grant beyond 3

    Add a grant and the price follows; close one and it stops.

    Start free trial

    30 days, no card. Then € 75 a month for up to 3 active grants.

  • AdvisersEach client its own organisation

    Per client

    For subsidy advisers who run grants on behalf of their clients.

    Get in touch

  • Unlimited people
  • Every programme and feature
  • AI reading of agreements and invoices
  • Closed grants readable through the audit period
  • Onboarding included

Prices per month, excluding VAT.

See it on your own kind of project

Half an hour, in Dutch or English, with the people who build it.

Book a demo