Upload your Grant Agreement and Loom auto-creates the entire project structure — workplan, Work Packages, consortium, budget. Then run flexible monthly timesheets that meet what the Model Grant Agreement stipulates and what the Commission requires, with project events as prompts and approvals that cross-check against available working time. Personnel costs flow automatically through the MGA pipeline, every reporting period.
Every reporting period, your Finance and HR teams face the same impossible task: reconcile data that lives in completely different places.
Generic timesheet tools don't enforce monthly closure, don't cap day-equivalents at the (215 ÷ 12) ceiling, don't cross-check against leave and FTE, and don't tie hours to specific Work Packages. The result: sheets that pass internal review but fail EU audits.
Payroll is in your HR system. Timesheets are in a spreadsheet or project tool. Work Package budgets are in the Grant Agreement. Combining them correctly — per person, per WP, per period — takes days.
Actual cost per person-month = (annual salary + social charges) ÷ productive hours × hours on project. Productive hours depend on leave, sick days, public holidays and FTE — and they're different for every staff member, every year.
Auditors check personnel costs against timesheets, payroll records and the approved budget. A miscalculation — even a small one — can trigger a finding that requires returning funding with interest.
Loom is the single system that holds all the data and does all the calculation. Your team records facts. Loom produces numbers.
Loom parses the GA and auto-creates the project structure — details, workplan, Work Packages, consortium and budget. Amendments? Upload the updated GA; changes apply automatically.
→Employment contracts, gross salary, employer social charges, FTE percentage — stored once, used every period.
→Staff submit monthly sheets with hours allocated to specific Work Packages. Project events prompt them as they enter data. Managers approve. Leave and absences are tracked automatically.
→Loom calculates productive hours, applies the correct cost method (actual, unit cost or SME owner), and adds indirect costs per GA rate.
→Structured cost statement, per person and per WP, ready to submit via Loom Reporting or paste directly into the EU Portal.
Flexible monthly timesheets that match what the Model Grant Agreement stipulates and what the Commission requires — with project events as prompts and approvals that cross-check against available working time.
Flexible monthly sheets, per person, per Work Package. Day-equivalents capped at (215 ÷ 12) × months × working-time factor — automatically. Built around what the MGA stipulates and what the Commission requires for declarable effort.
Meetings, trips and travel expenses recorded in Loom appear as prompts on the employee's monthly sheet. When they sit down to enter hours, the events they participated in are already there — so the sheet they submit is consistent with what actually happened on the project.
Configurable approval chains — direct manager, project manager, or both. At approval, Loom cross-references the sheet against the available working time for that month: leave, public holidays, FTE percentage, and the day-equivalent cap. Inconsistencies are flagged before the sheet is approved, not after the audit.
Loom exposes a REST API for importing HR, payroll and project data. Where your existing HR or payroll system has APIs, we can build the integration with it. Pre-built out-of-the-box connectors to specific HR or payroll vendors are not part of the product.
The EU MGA allows three ways to calculate personnel costs. The formula also differs by programme — Horizon Europe and H2020 use different approaches for Method A. Loom supports all combinations and applies the right one automatically per project and staff member.
Horizon Europe: daily rate (actual costs during the reporting period ÷ maximum declarable day-equivalents) × day-equivalents actually worked per WP.
H2020: annual salary + employer social charges ÷ annual productive hours × hours worked per WP.
Loom detects the project programme and applies the correct formula automatically.
A standard rate based on staff category and historical payroll, approved by the EC. Loom stores and applies your unit costs automatically.
Fixed rate per the applicable Work Programme (e.g. €180/day for HE, €5,080/month for H2020). Loom applies it when the staff type is flagged accordingly.
Every module works standalone or as part of the full Loom suite. The Core Platform is always included.
Flexible monthly timesheets, MGA-compliant out of the box. Project events (meetings, trips, expenses) appear as prompts on the employee's sheet. Approval workflow with automatic cross-check against available working time, FTE, leave and the (215 ÷ 12) day-equivalent cap.
Upload your Grant Agreement and Loom auto-creates the entire project structure: project details, workplan, consortium and budget. Amendments are handled the same way — upload the updated GA and Loom applies the changes automatically. Role-based access, SSO with Azure AD / Entra ID, full audit trail.
Employment contracts, salary records, employer social charges, FTE percentages. The data source for accurate actual-cost calculation every period.
Annual leave, sick days, public holidays per country. Essential for calculating productive hours correctly — especially for multi-country teams.
Per-trip travel cost tracking with dates, destinations and persons. Feeds directly into cost statements as a separate EU cost category — and into the timesheet as a project-event prompt.
Attendance tracking for hybrid and in-office teams. Ties into productive hour calculations for staff on multiple projects or part-time roles.
Loom exposes a REST API for importing HR, payroll and project data. If your existing HR or payroll system has APIs, we can build a custom integration with it — use Loom for timesheets and effort, keep the rest of your stack as it is.
The coordinator's periodic reporting module. Included when your organisation is the project coordinator — or available separately for consortium use.
Four steps from onboarding to audit-ready cost statement.
Upload your Grant Agreement document and Loom auto-creates the entire project structure — project details, workplan, consortium and budget. If an amendment changes any of this, upload the updated GA and Loom applies the changes. Then add staff contracts, salaries and FTE percentages once per employee.
Project events the employee participated in — meetings, trips, expenses — are pre-loaded as prompts on the monthly sheet. Managers approve in-app; Loom cross-checks against available working time, leave, FTE and the day-equivalent cap before sign-off.
For HE projects: daily rate and day-equivalents per WP, per the AGA formula. For H2020: hourly rate × hours worked. Indirect costs applied on top — automatically, every reporting period.
MGA-compliant cost statement ready to export. Submit via Loom Reporting or copy values directly into the EU Funding & Tenders Portal.
Horizon Europe uses daily rate × day-equivalents (AGA method). H2020 uses hourly rate × hours annually. Loom applies the correct formula per project automatically — including the (215/12 × months × working time factor) cap on declarable day-equivalents for HE.
Actual cost, unit cost and SME owner rates — supported natively. Loom applies the right method per staff member based on their contract type.
One staff member on three EU projects simultaneously? Loom allocates effort and costs correctly across all of them based on timesheet data.
All timesheets, payroll records and cost calculations stored securely for the full audit window. GDPR-compliant, EU-hosted infrastructure.
HR sees salary data. PMs see timesheets. Finance sees cost statements. Each role sees exactly what they need — and nothing else.
Microsoft Azure AD / Entra ID single sign-on and two-factor authentication. Works with your existing identity infrastructure out of the box.
Live view of planned vs actual person-months per Work Package. See deviation from GA before the reporting period closes — not after.
Configurable approval chains — direct manager, project manager, or both. At approval, sheets are cross-referenced against available working time (leave, holidays, FTE, day-equivalent cap) — inconsistencies flagged automatically. Full log of who approved what and when, for audit purposes.
Meetings, trips and expenses recorded in Loom appear as prompts on the employee's monthly sheet. Consistent data entry, fewer "I forgot what I did that week" approximations — and sheets that reflect what actually happened on the project.
Loom exposes a documented REST API for importing HR, payroll and project data. Where your existing systems expose APIs, we can build custom integrations with them. Pre-built out-of-the-box connectors to specific vendors are not part of the product.
Upload your Grant Agreement and Loom auto-creates the entire project structure: project details, workplan, Work Packages, consortium partners, budgets and indirect cost rates. When an amendment is issued, upload the updated GA and all affected data — partners, WPs, budget lines — is updated automatically. No manual re-entry.
Loom Platform gives you MGA-compliant monthly timesheets, project-event prompts, cross-checked approvals — and the full EU personnel cost calculation pipeline on top. One platform, zero spreadsheet heroics.
Book a Demo Want a closer look at the Timesheet module? → See it Also need consortium reporting? → Loom Reporting