EU Funding

What the software vendor provides at the payment request

At a payment or reimbursement request money is released against documents: without the complete set from the software vendor, the cost cannot be validated.

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.

Reimbursement is the real test of a relationship with a software vendor. The officer checking the payment request never sees the application running — what they see is a folder of paperwork, and from that paperwork it must follow that the invoiced service exists, matches the approved budget and was accepted by the beneficiary. The rules are not in the applicant guide: for POCIDIF they sit in the beneficiary manual and in the numbered, dated instructions the managing authority publishes on mfe.gov.ro. The set typically required from the vendor: an invoice with a detailed description, an acceptance protocol signed by both parties, activity reports for the services performed and actual delivery evidence — access to the application, relevant screenshots, documentation handed over. Any missing or carelessly worded piece means requests for completion and payment postponed by weeks. At Northdan these documents are not improvised at the end: we generate them as we deliver, correlated with the project's approved budget, so the payment file is complete at first submission.

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How we help

Invoices with detailed, not generic, descriptions

We write on the invoice exactly the items from the approved budget, with matching values, so the checker makes the connection without any interpretation.

Acceptance documented by functionality

The protocol lists what was tested and what was handed over, point by point, so it proves conformity with the specifications in the dossier.

Activity reports for services

For development, configuration or training we hand over reports showing the work performed concretely — a frequent requirement when validating services.

Fast answers to completion requests

If the payment officer asks for clarification, we supply the extra documents in days rather than weeks — we know the response window is short.

The standard set required to validate the cost

The core of the payment file on the software component: the fiscal invoice with a detailed description of the delivery, the acceptance protocol (sometimes also a commissioning protocol), the supply contract the invoice was issued under, and the bank statement proving payment where the mechanism is reimbursement.

On top of that core, programmes add their own requirements per the manual and the numbered instructions: activity reports by person-day for services, photographs or screenshots from the application, evidence of visual funding acknowledgement, vendor declarations. The exact list comes from the manual and instructions in force for your call — we go through it piece by piece and cover everything on the vendor's side.

The golden rule: everything ties back to the approved budget

The checker works by reconciliation: the invoice line must correspond to the budget line, the acceptance must confirm exactly what was invoiced, and the activity report must justify the volume of work. If the invoice says IT services while the budget says development of the stock management module, reconciliation fails and clarifications begin.

That is why reimbursement documents cannot be written correctly by someone who does not know the dossier. We start from the project's approved budget and from the offer it was built on, so every document issued lands on the right budget line at the first attempt.

When to settle the paperwork side

Ideally before the first delivery tranche — that is when the format of acceptances and reports is set, and the rest of the project follows the same pattern. For C9 projects under PNRR, Romania’s National Recovery and Resilience Plan, the calendar now has an end: implementation ran to 30 June 2026 under Order MIPE 607/2026, with 31 July 2026 applying only to projects that filed a timely extension request, and payment requests can be submitted until 30 October 2026 under Order MIPE 963/2026 — so there is no margin for files rejected for completions.

We prepare and issue the vendor-side pieces; submission to the authority stays with the beneficiary or its consultant.

Frequently asked questions

Which vendor documents are usually required for a reimbursement request?

Typically: the invoice with a detailed description of the delivery, the acceptance protocol, the supply contract, activity reports for services and evidence of actual delivery. Every programme adds its own requirements, so the final list is checked in the beneficiary manual and the instructions in force.

Why is an invoice reading software services not enough?

Because the checker must match the invoice to a precise line in the approved budget, and generic wording makes that matching impossible. The correct description takes over the item name from the budget and its value — otherwise you risk clarification requests or rejection of the cost.

Who signs the acceptance protocol and when?

Representatives of the beneficiary and of the vendor, at the moment of handover — after the functionality has actually been tested, not as a formality. A protocol signed blind, with no real verification, becomes a serious vulnerability if the project is later audited.

Can you reissue documents for deliveries made months ago?

If we were the vendor, yes — we reconstruct the reports and complete the file from the delivery history. For another vendor's work we cannot issue documents, but we can help you identify exactly which pieces are missing against the manual and the instructions in force.