Grant books for EU-funded projects
Always ready for the next report.Horizon Europe.Horizon 2020.the audit.the final payment.
Time records, personnel costs and financial statements under Horizon Europe and H2020 rules, from the first half-day to the consortium's final report. Ready for the Funding & Tenders Portal today, and for the auditor five years from now.
Built for the rules of
What YEIA does
Hours, half-days or a full month, checked against contracts, holidays and the 215-day ceiling before anyone signs. Signed timesheets come out as PDFs that hold up in an audit.
HR enters salaries once. YEIA applies the right rule: daily rate per reporting period for Horizon Europe, hourly rate of the last closed year for H2020.
Partners validate, the coordinator approves, someone submits. Status, gaps and deviations for every beneficiary, by reporting period or semester.
Move budget between partners, categories or work packages. YEIA tells you whether Art. 5.5 flexibility covers it or whether you need an amendment under Art. 39, and which clauses change.
When the project closes, the records are kept read-only for the full audit window. Each person can still download their own data.
Why it matters
EU projects run for four years and stay auditable for five more. Every half-day must still add up long after the people who signed it have moved on.
Typical length of a Horizon Europe project, across three reporting periods.
Audit window after the final payment, during which every record must be producible.
Annual ceiling per person across all EU grants together. YEIA checks it for you.
To maintain, merge or email around the consortium at the end of each period.
YEIA covers the whole life of the grant: from the proposal budget to the end of the audit window.
How it works
By the hour, by the half-day or a full month on one project. Each line goes to a project and work package, in a few minutes at the end of the month.
The researcher signs the month; their designated supervisor countersigns. Every signature is time-stamped and chained, so no one can change a signed month quietly.
Partners validate their own statement; the coordinator approves it. Gaps, late signatures and budget deviations show up while there is still time to fix them.
Personnel costs computed with the right rate: daily rate per reporting period for Horizon Europe, hourly rate for H2020. Signed timesheets, payslip references and the audit log come with them.
We manage EU projects ourselves. For years we rebuilt the same timesheets, chased the same signatures and merged the same spreadsheets before every report. So we built the tool we wanted: one place where every half-day, every euro and every signature adds up, from the first month to the last audit.
The ARDITEC team, Nice
Live dashboards
Person-months by work package, spending against budget and costs by category, for the whole project or one period. Switch the period below.
Cumulative eligible costs, all beneficiaries
Declared to date
Declared against budget
Illustrative data. In YEIA these charts are built from signed time records and the payroll entered by each organisation.
Per project, not per seat
Per-user pricing penalises exactly the projects that need a tool most: large consortia. One YEIA licence covers every beneficiary and every user in the project.
Per-user pricing at €6 a month against YEIA's flat fee per project
One tool, five roles
Researchers never see salaries. Coordinators see partner totals, not individual payslips. One login can hold several roles, and you choose which one you act in.
Logs time and expenses, signs the month.
Sees
Countersigns the team, follows the organisation's budget.
Sees
Enters payroll and contracts once a year or once a month.
Sees
Sets up the project, approves partner statements, manages amendments.
Sees
Evidence that holds
Every entry, edit, signature and approval is chained to the one before. Change one line in the past and the chain breaks visibly. That is the evidence standard an auditor expects from electronic records.
a41f…09be9f3a…c41eb72d…48f0e05c…7a13Hosted in FranceOVHcloud servers in France, encrypted connections, daily backups.
GDPR by designData-processing agreement as a standard annex; each person can download their own data.
Kept for the audit windowRecords retained five years after the final payment, read-only.
No trackersNo advertising cookies, no third-party fonts or analytics.
Pricing
The coordinator's licence covers the whole consortium. Partners who want YEIA for their own staff across several projects take a partner licence. Users are always unlimited. Prices excl. VAT.
For the organisation coordinating a project. Every beneficiary and every user included.
Setup €490 per project, one-off: grant agreement data, work packages and tasks, all partners onboarded, two training sessions.
For one organisation's own staff, across all the EU projects it takes part in.
Setup €90, waived at launch. Organisation set-up and staff onboarding.
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Tip for proposal writers
The licence is an eligible cost under "other goods, works and services". Write it into the coordinator's budget now, and the tool is paid for when the project starts.
person-month of a project manager, for the whole project. That is what the licence costs, at €7,000 per person-month.
| C.1 Travel and subsistence | 48,000 |
| C.2 Equipment | 35,000 |
| C.3 YEIA consortium licence Setup €490 + 48 months × €149 | 7,642 |
| C.3 Consortium meetings, open-access fees | 22,500 |
C.3 Other goods, works and services: YEIA consortium licence (time records and financial reporting for all beneficiaries), 48 months, €7,642 excl. VAT.
Questions
Yes. It is a cost of the project, booked under "other goods, works and services" by the coordinator. Every invoice names the project acronym, the grant agreement number and the period covered, so the auditor can trace it at a glance.
Yes, annual invoicing against a purchase order with SEPA transfer at 30 days is the default. Smaller organisations can pay monthly by card or SEPA direct debit.
We invoice from France. EU organisations with a valid VAT number are invoiced under reverse charge. French customers and public bodies without a VAT number pay French VAT; we flag this at quote stage so the purchase order is right.
Yes. Your organisation stays the controller of its staff's data; YEIA processes it on your behalf under a data-processing agreement (Art. 28 GDPR) attached to every contract. We collect only what EU reporting needs: time records, contracts and the salary figures used to compute personnel costs. Each person can see and download their own data at any time, in Excel or JSON. Records are kept for the grant's audit window and then deleted. We provide a privacy notice for your staff, the list of our sub-processors, and we tell you without delay about any personal-data breach so you can meet the 72-hour deadline.
The service and its database are hosted on servers in France, run by the French provider OVHcloud. Salaries are visible only to the organisation's own HR, finance and supervisor roles. The coordinator sees partner totals, never individual payslips.
The licence runs until the project's end date. Afterwards you can keep the records read-only in archive mode for the five-year audit window, monthly or with a one-off fee.
Yes. Horizon Europe personnel costs use the daily rate per reporting period; H2020 uses the hourly rate from the last closed financial year. The 215-day ceiling counts both programmes together.
Try the demo with a fictional consortium, or let us set up your project. The first month is free.
Or write to contact@yeia.eu · call +33 6 64 62 29 92
30 minutes, online
We show YEIA on a project like yours and answer the finance office's questions.
Your e-mail app opens with the request ready to send. If it doesn't, write to contact@yeia.eu.