Complete guide to accessing EU digitalization funds. From eligibility to implementation - everything you need to know.
The EU offers billions of euros for digitalization through various European programs. The difference between a business that grows and one that stagnates can be precisely accessing these funds. Let's see what options you have.
The most accessible program for micro-enterprises and SMEs. It offers non-repayable financing for the digital transformation of your business.
Project budget: Between 10,000 and 100,000 euros, depending on company size.
Support intensity: 70-80% of eligible value. Practically, if you request 50,000 euros, your contribution can be only 10,000-15,000 euros.
What you can finance: Hardware (computers, servers, tablets), software (ERP, CRM, e-commerce), digital services (website, implementation consulting), cybersecurity, cloud tools.
NRRP includes components dedicated to digitalization, with larger amounts but also stricter requirements. Targets higher impact projects.
Component C15 - Education: If you have a training center or offer courses, there are grants for education digitalization and e-learning platforms.
Component C7 - Renovation Wave: Includes digitalization for energy efficiency. If you combine renovation with smart solutions for buildings, you qualify here.
Tech startup grants: Up to 200,000 euros for innovative companies in digital, AI, blockchain, IoT.
European program exclusively dedicated to digitalization. More complex, but offers large sums for major projects.
Artificial Intelligence: Funding for developing and implementing AI solutions in business.
Cybersecurity: Projects for cybersecurity, critical infrastructure, data protection.
High-Performance Computing: For companies that need massive computing power.
Advanced Digital Skills: Training and certifications for advanced digital skills.
Note: These projects are usually large (100,000+ euros) and require partners from other EU countries or proven technical expertise.
If you do R&D in tech, Horizon Europe is the gold mine. It's not for everyone, but if you have innovative ideas, it's worth it.
Reality: The process is complex, competition is high, but the amounts justify the effort. Success rate is below 15%, but for well-prepared projects it can reach 30%.
It depends on what you want to do and how big you are:
Pro tip: You can combine funding sources for large projects. For example: SME Digital for digitalization base + Horizon for R&D component.
Before dreaming of European money, you need to check if you meet the criteria. It's like a filter - if you don't pass here, the rest doesn't matter.
Form of organization:
Company size: You must fit the SME definition according to EU: Micro: Under 10 employees, turnover or balance under 2 mil. euros. Small: Under 50 employees, turnover or balance under 10 mil. euros. Medium: Under 250 employees, turnover under 50 mil. euros or balance under 43 mil. euros.
Watch out for affiliates! If someone else owns 25%+ of your company (or you own 25%+ of another company), employees and turnover are summed.
Field of activity: Most fields are eligible. NOT eligible: Fishing, primary agriculture, gambling, tobacco, weapons. PRIORITY: IT, manufacturing, professional services, commerce, HoReCa with digital component.
Year of establishment: Company established in the last 3 years (real startup, not rebranded old company).
Innovation: You must demonstrate innovative character: new product/service on the market, emerging technology (AI, blockchain, IoT), disruptive business model.
Growth potential: Business plan showing minimum 30% annual growth, creation of new jobs, clearly defined target market.
Team: Founders with relevant experience or proven technical team.
Digital Europe:
Horizon Europe: High degree of innovation (specific Technology Readiness Level), commercialization and scaling potential, team with R&D track record, often requires academic partner.
Before wasting time on the application, check:
If the answer is YES to all, you're eligible for SME Digital.
Your application is not just a completed form. It's a business case that must convince evaluators that the money will be used efficiently and will generate real impact.
The business plan demonstrates WHY you need digitalization and WHAT you will do with it.
1. Current situation analysis: Describe where you are now digitally: What IT systems do you have? What processes are manual and need digitalization? Where are you losing time/money due to lack of digitalization?
Concrete example: "We currently manage stock in Excel, orders come via phone and WhatsApp, we have no real-time visibility of inventory. Because of this, we lost 3 major clients last year."
2. Project objectives: What do you want to achieve? Be specific and measurable.
3. Investment description: WHAT exactly you will purchase and WHY - hardware, software, services with clear justification.
4. Impact and sustainability: How will the investment change the business? Productivity increase, sales growth, process improvement.
The budget must be: realistic, detailed, justified, compliant with eligibility rules.
Eligible expense categories (SME Digital):
1. IT and communications equipment: Computers, laptops, tablets, servers, storage, networking, POS systems.
2. Software and licenses: ERP, CRM, management software, cloud solutions (SaaS max. 2 years), security software.
3. Website and e-commerce development: Responsive site design and development, e-commerce platform, integrations.
4. Services: Implementation consulting (max. 20% of budget), software customization, training, data migration.
Step 1: Get minimum 3 quotes for each category over 5,000 euros.
Step 2: Choose the optimal offer and justify: price-quality ratio, compatibility, local support, warranty.
Step 3: Detail in budget: clear name with specifications, quantity, unit price without VAT, total value, supplier.
Step 4: Check the ceiling and your contribution.
Micro-enterprise (50,000 euros total, 35,000 grant):
Pro tip: Leave 10% buffer for unexpected. Better to request €55,000 and spend €50,000, than to request €50,000 and need €55,000.
Let's move from theory to practice. What exactly does "digitalization" mean in the eyes of evaluators? What purchases are accepted and what not?
Computers and laptops:
Servers and infrastructure: Physical servers for on-premise ERP, Storage/NAS for backup, UPS for protection, Professional switches and routers.
Specialized equipment: POS systems and tablets for retail/HoReCa, Barcode scanners for warehouse management, Mobile terminals for sales force.
ERP (Enterprise Resource Planning): The central system for management: sales, purchasing, inventory, production, financial.
CRM: Salesforce, Microsoft Dynamics CRM, HubSpot, Zoho CRM, Pipedrive. Cloud model: you can finance 2 years of subscriptions.
Productivity software: Microsoft 365 Business, Google Workspace, Adobe Creative Cloud, project management software.
Corporate website: Not a basic €1,000 site, but a professional platform.
E-commerce platform: Product catalog, cart, checkout, online payment, courier and invoicing integrations. Accepted platforms: WooCommerce, Magento, PrestaShop, Shopify. Realistic budget: €10,000-30,000.
Why it matters: The more you digitalize, the more risks increase. Evaluators appreciate when you include security.
Eligible solutions:
Recommended security budget: 10-15% of total.
You've verified eligibility, you have the business plan, you have the budget. Now comes the part where many get stuck: actually completing and submitting the application.
DON'T wait for the call to open. Prepare everything in advance to submit on day one.
Company documents:
Project documents: Business plan, detailed budget, minimum 3 quotes for each purchase >€5,000, technical specifications, proof of co-financing.
Each program has its platform (MySMIS for SME Digital, other platforms for NRRP/Digital Europe).
What you need:
Attention: Do this 1-2 weeks before the call. Platforms crash on the first day of session.
The online application has standard sections. You fill them in the platform, then generate the final PDF.
Section A: Applicant data - Identification data, legal representative, activity code, SME size.
Section B: Project description - Current situation, SMART objectives, investment description, expected impact.
Section C: Budget - Each budget line with category, description, quantity, price, supplier.
Section D: Indicators - Number of SMEs supported, private investment, jobs created.
Attention: These indicators become mandatory in implementation. If you write you'll create 5 jobs, you must create them.
All prepared documents are uploaded in PDF format, digitally signed or scanned with signature and stamp.
Final submission: Sign the application electronically with digital certificate, submit, receive registration number and email confirmation. Download and save the confirmation.
When to submit: Day 2-3 after opening (in the first 2 hours platforms crash).
After submission, you enter evaluation. The process takes 60-90 days.
Administrative evaluation: Checks if you have all documents and they're valid. If something is missing, you have 5 days to respond.
Technical and financial evaluation: Experts analyze the plan, budget, realism of indicators. Qualification threshold: 60-70 points out of 100.
Contracting: If approved, you receive a financing decision. Contract signing follows (another 20-30 days).
You have the signed contract. Now comes the hard part: actually implementing what you promised and reporting correctly. This is where a lot of money is lost due to avoidable mistakes.
From signing the contract, you have a limited period to implement (usually 12-18 months for SME Digital).
Recommended calendar (for 12 months):
Don't leave everything for the last month! Suppliers have delays, technical problems arise, reporting takes time.
You can't buy from anywhere you want. You must respect procurement legislation.
For purchases under 5,000 euros: One quote accepted, but must be at market price.
For purchases between 5,000-40,000 euros:
Quotes must be: Comparable, from independent suppliers, on letterhead, signed, stamped, dated, valid at time of selection.
EU funds work on the reimbursement principle. You pay, then ask for money back.
What payments are eligible: Made after contract signing, via bank (bank transfer), with compliant fiscal invoice, to eligible suppliers, for goods/services actually delivered.
To receive the money, you submit a reimbursement request.
Documents required for each purchase:
After receiving the money, you don't disappear. You have obligations for 3-5 years.
Sustainability rules:
Mandatory publicity: A3 poster at company entrance, stickers on equipment, mention on website.
Reality: About 10-15% of beneficiaries have problems at controls and must return money. Avoid them by being meticulous and honest.
Official platform for structural funds applications. This is where you submit the SME Digital application.
The Ministry of European Investment publishes applicant guides. Read them!
European portal for Horizon Europe and Digital Europe. All calls and guides.
Check de minimis aid received in the last 3 years. Essential for eligibility.
Certificate extracts for application. Online tax certificate through e-government portal.
If it's too complicated, specialized consultants increase approval chances (cost: 5-15% of grant).
We help you prepare documentation, complete the application, and increase your chances of approval.