Schedule a technical intake
Start with the free WBSO check
THE PROCESS AT A GLANCE
WBSO check → technical intake → project scope → project description → application → RVO assessment → S&O-verklaring (R&D declaration) → administration → statement of realisation → next application
Our process in seven steps
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Initial WBSO check
In a short discussion, we determine whether the project could in principle fit within WBSO and which project type is relevant: product, process, software or research. -
Technical intake
We discuss the technical objective, bottlenecks, existing technology, your own solution approaches, activities and planning — with the people who know the project technically. -
Scope and estimate
We determine which activities are S&O, how many hours are realistic and whether the fixed amount or actual costs and expenditures are the better option. -
Project description and application
Klaren prepares the WBSO project description, incorporates company and project data and prepares the application for submission. -
Submission and RVO questions
After submission, we follow the application and handle any additional substantive questions together with your technical employees. -
Administration and realisation
After approval, we help set up the hours registration and project records and assist with the annual statement of realisation. -
Audit and follow-up
If RVO carries out an audit, we support the preparation. For follow-up projects, we assess which new development phase is relevant to a subsequent application.
Why the technical intake is different from filling in a form
During the intake, we do not start with the RVO form; we start with the project itself. Where does existing technology reach its limits? What must be developed that is technically new? What does your team do itself? Where does the uncertainty lie? Only then do we translate this into the WBSO project structure.
Example
A software company says: “We are building a faster matching platform.” During the intake, it becomes clear that standard queries exceed the latency limit, indexing causes excessive memory use, existing libraries do not solve this, and the team is therefore developing its own partitioning and scoring method.
The application then becomes not “development of an innovative matching platform”, but a technical project description centred on the actual programming-related technical problem.
What does Klaren do and what does your company do?
| Klaren | Your company |
|---|---|
| Assesses WBSO eligibility | Provides technical project knowledge |
| Structures the project and bottlenecks | Makes technical employees available |
| Writes the project description | Checks factual accuracy |
| Calculates and checks hours and costs | Provides the hours estimate and input |
| Supports responses to RVO questions | Provides technical explanation where needed |
| Advises on administration | Maintains the records during the project |
| Supports the statement of realisation | Provides realised hours and costs |
Responsibility: we structure and write the application, but your company remains responsible for the accuracy of company data and for the factual technical information on which the application is based.
Personal support by Peter Klaren
The technical intake and substantive assessment are not passed from an account manager to a junior writer. Peter Klaren remains substantively involved in the project scope, the application and any technical questions from RVO. Additional technical or tax expertise is involved where necessary.
What do we need from you?
- a short description of the project;
- a technical contact person;
- the technical bottlenecks or research question;
- the expected planning;
- the employees involved;
- an estimate of the S&O hours;
- any relevant costs and investments;
- for existing projects: the previous WBSO application or decision.
You do not need to provide WBSO wording yourself. We discuss the technical substance during the intake and translate it into the application.
What if RVO asks additional questions?
Our support does not stop at submission. We analyse the question, discuss the technical substance again with the employees involved where necessary, and prepare a substantive response together. The statutory processing period is suspended during the response period — responding both quickly and completely is therefore in your interest.
→ More about additional RVO questions
Support also continues after the decision
WBSO does not end with approval. During the project you must maintain hours registration and project records, and afterwards report the realisation. If you opt for actual costs, additional administrative requirements apply.
Who submits the application?
The application is submitted through the RVO portal. If Klaren submits on your behalf, a chain authorisation is required in addition to eHerkenning (Dutch business e-authentication, level 3). We explain in advance which authorisation is required.
How does our fee structure work?
We agree a fixed component and a result-dependent component in advance. The engagement confirmation clearly states what the result-dependent component is based on. You therefore know the applicable cost structure before we start.
We explain in the first meeting exactly what the result-dependent component is calculated on; this depends on the nature of the engagement and the phase of your project.
Follow-up projects and multi-year support
We support most clients over several years and multiple applications. WBSO projects often span several development phases: for a subsequent application, we assess which technical bottlenecks have been resolved, which new ones have arisen and which phase still contains S&O. This prevents an application from simply becoming a copy of the previous year's application.
When should you contact us?
Preferably before the next development phase starts. WBSO cannot be applied for retrospectively — past activities can no longer be included. The earlier we define the technical project, the better the hours, planning and any costs can be estimated realistically.
→ When should you apply? View the deadlines
Frequently asked questions about how we work
Who writes my WBSO application?
Peter Klaren conducts the substantive intake and is responsible for the project description. There is no intermediate layer of account managers.
Do I have to write the project description myself?
No. The technical information comes from the intake; Klaren prepares the application text and aligns it with RVO's assessment criteria.
Do I have to deal with RVO myself?
No, this is part of the support. A chain authorisation is required for us to submit on your behalf; we explain in advance what needs to be arranged.
Do you also help with additional RVO questions?
Yes. We analyse the question, discuss the technical substance again with your employees and prepare the response together.
Do you help after approval?
Yes: advice on hours registration and project records, support with the statement of realisation and preparation for a possible RVO audit.
Can Klaren submit on my behalf?
Yes, with a chain authorisation in addition to eHerkenning (Dutch business e-authentication, level 3). We explain in advance which authorisation is required.
How long does an intake take?
This varies by project; you will receive an initial indication during the first discussion.
What does WBSO support cost?
We agree a fixed component and a result-dependent component in advance. The engagement confirmation states what the result-dependent component is based on.
Can I engage Klaren halfway through an ongoing project?
Yes, for future qualifying activities. WBSO cannot be applied for retrospectively.
RELATED PAGES
Would you like to discuss how we can support your WBSO process?
In an initial meeting, we discuss your project, the technical development phase and the support required.
Schedule a technical intake
Start with the free WBSO check
A technical intake can take place online or on site. View our support from Amersfoort →