WBSO · SUPPORT FROM INTAKE TO AUDIT

WBSO support: how we work from intake to audit

Our approach does not start with the application form, but with the technology. We first establish where the real technical development or research risk lies and translate it into a WBSO application that matches the actual work and the criteria RVO assesses. The substantive intake and project description are personally guided by Peter Klaren.

Schedule a technical intake Take the free WBSO check first

THE PROCESS AT A GLANCE

WBSO check → technical intake → project scoping → project description → application → RVO assessment → R&D declaration (S&O-verklaring) → administration → statement of realisation → next application

Our approach in seven steps

Initial WBSO checkIn a short conversation we establish whether the project can in principle fit within WBSO and which project type is relevant (product, process, software or research).

Technical intakeWe discuss the technical goal, the bottlenecks, existing technology, in-house solution directions, activities and planning — with the people who know the project in depth.

Scoping and budgetingWe determine which activities qualify as R&D (S&O), how many hours are realistic and whether the allowance or actual costs and expenditures fits best.

Project description and applicationKlaren drafts the WBSO project description, processes company and project details and prepares the application for submission.

Submission and RVO questionsAfter submission we track the application and handle any additional substantive questions together with your technical staff.

Administration and realisationAfter the award we help set up the hours and project administration and the annual statement of realisation.

Audit and follow-upIf RVO audits, we guide the preparation. For follow-up projects we assess which new development phase is relevant for a next application.

Why the technical intake is different from filling in a form

During the intake we do not start with the RVO form, but with the project itself. Where does existing technology fall short? What needs to be developed anew? What does your team do in-house? Where is the uncertainty? 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 emerges that standard queries exceed the latency limit; indexing causes excessive memory use; existing libraries do not solve this; the team is therefore developing its own partitioning and scoring method.

The application is then not “development of an innovative matching platform”, but a technical project description built around the actual programming problem.

What does Klaren do and what does your company do?

Klaren	Your company
Assesses WBSO suitability	Provides technical project knowledge
Structures the project and bottlenecks	Makes technical staff available
Writes the project description	Checks factual accuracy
Calculates and checks hours and costs	Provides hour estimates and input
Handles RVO questions	Provides technical input where needed
Advises on administration	Maintains the administration during the project
Guides 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 details and for the factual technical information the application is based on.

Personal guidance from Peter Klaren

The technical intake and substantive assessment are not handed over by an account manager to a junior writer. Peter Klaren remains substantively involved in the project scoping, the application and any technical questions from RVO. Additional technical or fiscal expertise is brought in where needed.

What do we need from you?

a short description of the project;
a technical point of contact;
the technical bottlenecks or research question;
the expected schedule;
the staff involved;
an estimate of the S&O hours;
any relevant costs and investments;
for existing projects: the earlier WBSO application or decision.

You do not need to supply WBSO wording. We discuss the technical content during the intake and translate it into the application.

And what if RVO asks additional questions?

Our support does not stop at submission. We analyse the question, discuss the technical content again with the staff involved where necessary and draft a substantive answer together. The statutory processing time is suspended during the response period — responding quickly and completely is therefore in your interest.

→ More about additional questions from RVO

Beyond the decision

WBSO does not end with the award. During the project you must keep hours and project records, and report the realised hours afterwards. Actual costs additionally carry specific administrative requirements.

Administration →Hours registration →Project records →Costs and expenditures →Statement of realisation →RVO audit →

Who submits the application?

The application is submitted through the RVO portal. When Klaren submits on your behalf, this requires a chain authorisation in addition to eHerkenning (the Dutch government login system for businesses) level 3. We indicate in advance which authorisation is required.

How do our fees work?

In advance we agree on a fixed component and a result-related component . The engagement confirmation states clearly what the result component is calculated on. You therefore know the fee structure before the start.

We explain exactly how the result component is calculated in the first meeting — it depends on the nature of the engagement and the stage of your project.

Follow-up projects and multi-year support

We support most clients for years, across multiple applications. WBSO projects often span several development phases: with each new application we assess which technical bottlenecks have since been resolved, which new ones have arisen and which phase still contains R&D (S&O). This prevents an application from becoming a copy of the previous year.

When should you get in touch?

Preferably before the next development phase starts. WBSO cannot be applied for retrospectively — past activities can no longer be included. The earlier we scope the technical project, the better hours, planning and any costs can be captured realistically.

→ When should you apply? View the deadlines

Frequently asked questions about our approach

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 drafts the application text and aligns it with RVO's assessment criteria.

Do I have to deal with RVO myself?

No, that is part of the support. Submitting on your behalf requires a chain authorisation; we indicate in advance what needs to be arranged.

Do you also help with additional questions from RVO?

Yes. We analyse the question, discuss the technical content with your staff again and draft the answer together.

Do you help after the award?

Yes: advice on hours and project administration, guidance 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 level 3. We indicate in advance which authorisation is required.

How long does an intake take?

That depends on the project; you will get an indication in the first meeting.

What does WBSO support cost?

In advance we agree a fixed component and a result-related component. The engagement confirmation states what the result component is calculated on.

Can I join an ongoing project halfway through?

Yes, for future qualifying activities. WBSO cannot be applied for retrospectively.

WBSO application →WBSO requirements →WBSO calculator →WBSO deadlines →RVO questions →Statement of realisation →RVO audit →About Peter Klaren →WBSO cases →Contact →

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 what support is needed.

Schedule a technical intake Take the free WBSO check first

A technical intake can take place online or on location. View our support from Amersfoort →