Digitalization grants: how to prepare a custom software project

Business digitalization grants can cover a large part of the cost of custom software, but only if the project is well described before you apply. Calls for small and mid-sized businesses open from time to time, with different conditions and deadlines, so always check the current calls with the relevant authorities in your country. Here we explain what to prepare with your software provider so you are ready when a call opens.

What a grant usually asks of a software project

• A clear problem and goal: which process you digitalize and what changes, in numbers (hours, errors, time to payment).
• A specification: which modules the system has, who uses it and what it connects to.
• A provider quote with itemized prices and a timeline.
• Compliance with the call rules: eligible costs, delivery period, your own co-financing.

The most common mistakes

A description that is too general. “Introducing business software” tells the evaluator nothing. Better: “a work order app that cuts the time from closing a job to invoicing it from five days to one”.

A specification written without the provider. When it turns out after approval that the described system does not fit the real work, changes are slow or impossible.

Waiting until the last minute. Application windows are short. Companies that already have a process map and a draft quote apply calmly; the rest apply in a rush.

How to prepare in advance

1. Map the process: how the work flows today and where time is lost. It is the basis of every good project description.
2. Set the scope: what is essential in phase one and what can come later.
3. Ask the provider for a specification and an itemized quote.
4. If you want to see the solution before applying, build a working prototype. It helps both you and the evaluator understand what is being built.

How we can help

For custom software projects we prepare the specification and quote you need to apply. The grant application itself is usually handled by your grants consultant, and we deliver the technical part. The first step is a free business diagnostic, where we put together the process map and project scope. For typical prices, see how much custom software costs.