EU Funding

Progress reports during implementation: the evidence the vendor supplies

When the monitoring officer asks for the status of the project, the answer we are working on it is not a status — status means dated deliverables, justified percentages and signed paperwork.

Northdan Soft is a software supplier, not a funding consultancy, and is not affiliated with any managing authority or development agency. Programme information is indicative — always check the conditions in the programme's official applicant guide.

The implementation period of a funded project carries an obligation many beneficiaries discover late: reporting progress periodically to the authority, in the format and at the deadlines fixed by the financing contract. The report asks precise things — which activities took place, what percentage of each is complete, what expenditure was incurred, which problems appeared — and the beneficiary cannot answer the technical part alone: the data comes from the software supplier. This is where good suppliers part company with the rest. One that delivers everything at the very end leaves the beneficiary with nothing to report for months, with activities stuck at zero per cent and awkward questions from monitoring. One that works in stages naturally produces the raw material of the reports: documented intermediate stages, partial acceptance reports on the modules received, dated screenshots and demonstrations, an updated delivery schedule. Northdan delivers in that second way — for national recovery plan projects now being finalised, for Just Transition projects under implementation in the six counties, and for any future contract — so that every progress report a beneficiary files comes with annexes rather than promises.

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How we help

Technical stages ready to copy into the report

At every reporting deadline you receive from us the situation by activity: what was delivered, what percentage is reached, what comes next — worded to drop straight into the form.

Partial acceptance reports at every stage received

Modules put into service are accepted on the spot, with a partial acceptance report — hard proof that the reported percentage exists rather than being merely declared.

Delay warnings before they hurt

If a stage puts a deadline at risk, you hear about it weeks in advance, with a recovery plan — so notifications to the authority go out in time, not after the problem detonates.

What a progress report contains and where the data comes from

The format differs from programme to programme, but the skeleton is stable: the activities in the approved calendar with the status of each, expenditure incurred against budget, the deliverables obtained in the period, difficulties and the measures taken. For software activities, every line rests on data only the supplier holds.

That is why the supply contract should state explicitly the vendor's obligation to deliver status reports at the project's reporting deadlines — a clause we include as standard, with the format agreed from the start with the beneficiary and their consultant.

The evidence we hand over at each stage

Our reporting pack: the partial acceptance report for the modules received in the period, the status report with percentages per activity and their justification, dated screenshots from the system under construction, the minutes of the demonstration given to the beneficiary and the updated schedule for the remaining stages.

For beneficiaries of C9 under PNRR, Romania's National Recovery and Resilience Plan, now finalising — with implementation due by the deadlines of 30.06 or 31.07.2026 and payments by 30.10.2026 — this kind of documentation has become the difference between a smooth reimbursement and one buried in successive clarifications; we apply the same discipline in the Just Transition projects under implementation.

Frequently asked questions

Who draws up the progress report — the beneficiary or the supplier?

The beneficiary signs and files it, but the technical part is built from the supplier's data: status per activity, deliverables, partial acceptance reports. A vendor who does not supply those situations leaves the beneficiary exposed at every deadline.

What evidence backs the completion percentage declared in a report?

Partial acceptance reports for the modules received, dated screenshots from the system, minutes of demonstrations and the updated delivery schedule. A percentage without such annexes is a statement; with them it becomes a fact any later audit can verify.

What do I do if the software implementation risks missing a calendar deadline?

The golden rule: notify the authority before the deadline, following the procedure in the financing contract, with a recovery plan attached. Our role is to flag the risk weeks in advance and document the causes — announced delays get managed, discovered ones get sanctioned.

Does partial acceptance by module complicate or simplify the project?

It simplifies it decisively: each closed stage produces its own documents and can support payment claims along the way, where the programme allows them. A single acceptance at the end concentrates all the risk into one moment — exactly what you want to avoid in a project with firm deadlines.