The challenge
Managing funds in Excel, folders and emails has a cost
Budget lines that go over the approved amount
Without a timely warning, the overspend is no longer funded.
Deadlines spotted too late
Spending and procurement tracked from memory, until the last month.
Documents missing at audit time
Invoices without proof of payment and files scattered across folders and inboxes.
Staff costs worked out by hand
Hours, salaries and employer contributions, employee by employee, month by month.
How it works
From call for proposals to reimbursement, in one place
- Application
- Budget
- Execution
- Payments
- Human resources
- Reimbursement claims
- Documents
The tabs follow the real workflow. Documents file themselves at every step, ready for audit. A Windows application installed on your team's computers, with several people working on the same information at the same time.
Modules
What your team sees every day
Illustrations with fictitious data.
Always know what still needs doing
- Alerts at the top of each project: invoices without a PDF, payments not yet recorded, missing HR documents.
- One click takes you to the tab where it gets sorted.
- A dashboard with every project and all pending actions.
Every euro in its procurement procedure and budget line
- Balances by expense type and by year, always up to date.
- It will not let you enter an invoice above the contract value or the approved budget line.
- Credit notes and ineligible invoices handled without deleting anything.
Staff costs using the official method
- Hours per day and per project, with a daily cap across all projects.
- Salary, allowances and employer contributions calculated month by month.
- Each month's documents are uploaded once and serve every project.
The payment claim is built from what is already recorded
- Expenses only, HR only or both in the same claim.
- Invoices and receipts copied to the claim folder.
- Payments received in several instalments and what is still outstanding.
Security and data protection
Your data stays in your organisation
On your organisation's network
Database and documents in your shared folder, with no third-party cloud.
Eight access profiles
From administrator to read-only users, module by module.
Encrypted personal data
Staff data is encrypted, with the GDPR in mind.
Audit log
Every change is logged, with author and date.
Implementation
Fitted to the way your team works
Timings depend on how many projects are under way and how much of the paperwork is already digital.
Assessment
Programmes, open calls, team and how you work today.
Set-up
Expense types, access profiles and shared folder.
Migration
Projects already under way come in with all their documents.
Training
Sessions with your team, plus user and administrator guides.
Ongoing support
Support and new versions, each with release notes.
Next phase · optional
Artificial intelligence, when you want it
The figures always come from the platform. AI explains, prioritises and drafts; a person always makes the decision.
- “Which documents are missing for the Q2 claim?”
- Budget lines close to the limit and the risk of losing funding
- Deadlines and delayed spending, by profile
- Drafts of justifications and reports
Shall we show you MASPIA SGC in action?
We show you the platform live, with fictitious projects we set up ourselves.
Pricing comes in a tailored proposal, after the assessment.