A day at the association
Meet Rita.
Rita is a project coordinator. She runs several funded programmes at once — and every funder asks for things differently.
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A new funding call has opened: 60 pages of regulations and two weeks to submit the application.
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She updates beneficiary and activity records, spread across several spreadsheets for each project.
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She gathers evidence for the quarterly report: indicators, attendance sheets, photos and invoices.
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She answers questions from beneficiaries and families about activities, schedules and documents — with the report deadline approaching.
The challenge
The mission is social. The workload is administrative.
European and regional funds, local authorities and foundations require rigorous reports, each in its own format. In a small team, that work comes out of the time meant for people.
3 days
to prepare a quarterly report for a funder
40%
of coordination time spent on administrative tasks
6
different spreadsheets per project, on average
Estimate Illustrative figures based on typical scenarios. Every assessment establishes your organisation's actual numbers.
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Deadlines piling up
Funding calls, interim reports and requests for clarification all arrive at once.
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Scattered evidence
Attendance sheets in one folder, invoices in another, indicators in a spreadsheet only one person understands.
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Expenditure risk
A missing piece of evidence or a misallocated expense can put reimbursement at risk.
What changes
A digital colleague who knows your projects.
With MCP servers connected to beneficiary records, documents and accounts, the assistant reads, cross-checks and prepares. Reports and replies only go ahead with the team's approval.
Today
- Regulations read from start to finish
- Indicators added up by hand across spreadsheets
- Missing evidence discovered the day before the deadline
- Reports written from scratch every quarter
With AI connected through MCP
- Call requirements summarised with article references
- Indicators collected automatically per project
- Missing evidence flagged well in advance
- Draft report with cited sources, ready to review
Guided demonstrations
Two third-sector routines, prepared with control.
Choose a demonstration. Saving reports and contacting beneficiaries always wait for approval.
Quarterly report to a funder — Association (simulation)
Processed in the EURita has to deliver the Q3 report for the “Active Neighbourhood” project by Friday.
MCP calls
0- Documents and regulations
- Beneficiary management
- Accounts and expenses
Simulation with fictitious data. No real system is contacted.
Application pre-screening — Vocational training (simulation)
Processed in the EUTiago has 320 applications to review by Friday.
MCP calls
0- Applications
- Regulations
Simulation with fictitious data. No real system is contacted.
Connected systems
The MCP servers behind this solution.
Connections to the spreadsheets, databases and platforms your organisation already uses. Permissions mirror those each member of staff already has.
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Beneficiary management
Database or spreadsheets of beneficiaries, activities and attendance
beneficiaries.searchReadactivities.indicatorsReadattendance.listRead
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Documents and regulations
Funding calls, regulations, applications and previous reports
regulations.readReaddocuments.searchReadreport.prepareWrite with approval
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Accounts and expenses
Expenses, invoices and allocation per project
expenses.by_projectReadinvoices.getRead
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Email
Shared project and enquiries mailboxes
email.searchReademail.replyWrite with approval
Data processed in the European Union, through our partners. Your data is not used to train models.
Results
Reports on time. More hours for people.
Estimates for an association with around 25 staff and four funded projects running at the same time.
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Preparing a quarterly report
Before: ≈ 3 days After: ≈ 1.5 days
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Reading and summarising a call's regulations
Before: ≈ 6 h After: ≈ 1 h review
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Replying to a beneficiary's question
Before: ≈ 1 day After: ≈ 1 h
Estimate Illustrative figures based on typical scenarios. Every assessment establishes your organisation's actual numbers.
Safeguards
Technology in service of the mission.
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Human decisions
Eligibility, reports and replies to beneficiaries are always decided and approved by the team.
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Existing permissions
Through the AI, each member of staff sees only the beneficiaries and projects they can already access.
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Data in the EU
Processing in the European Union; beneficiary data does not train third-party models.
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No lock-in
MCP connectors work with different AI models. Switch models without rebuilding integrations.
Frequently asked questions
We handle sensitive beneficiary data. Is it protected?
Yes. Processing takes place in the European Union, through our partners, using only the data each task needs and respecting each member of staff's permissions. The data is not used to train models, and every access is logged.
Does the AI decide whether beneficiaries or applications are eligible?
No. The assistant prepares the analysis and cites the regulations and documents it relies on. Decisions about beneficiaries and applications are always made by the team.
We are a small team with no IT department. Is this for us?
Yes. We implement and operate the solution for you, connected to the spreadsheets and systems you already use, and staff training is included.
Would you like to be one of our founding organisations?
We start with a free assessment of your processes. The proof of concept is only paid for at the end, against the agreed results.