Custom subsidy software development
Appfront builds custom grant software that digitises the entire grant process, from an online application in the grant portal through to assessment, award, final determination and objection. We integrate with your schemes, with DigiD and eHerkenning, and with your case management system, so applicants can apply easily and case handlers can assess applications faster and demonstrably in accordance with the law. One file, monitored deadlines and clear accountability.
What is grant software?
Grant software is custom software that supports a public body in awarding grants. At the front end sits a grant portal where citizens and organisations submit their application; at the back end is an assessment environment in which case handlers check the application against the scheme, draft a decision and maintain the file. The software follows the steps prescribed by the General Administrative Law Act (Algemene wet bestuursrecht): application, assessment, award and, after accountability, final determination.
In practice, custom means: application forms that request exactly the data your scheme requires, validation rules that automatically check eligibility and eligible costs, decision templates that contain the correct reasoning and deadlines, delegation and four-eyes review of decisions, and reports that show in real time how much of the grant ceiling has been used and the status of accountability. Applicants track the status of their application online.
Why custom rather than a standard package? Every scheme has its own criteria, assessment steps and accountability requirements. A standard package forces your process into a generic framework, whereas custom grant software adapts to your regulations and way of working. Appfront aligns forms, validation logic and decisions with the steps set out in title 4.2 of the General Administrative Law Act, so the software grows with new schemes and remains demonstrably lawful. See also our custom software.
Grant portal for applicants
An accessible online counter where citizens apply via DigiD and organisations via eHerkenning, upload attachments and track progress. Automated receipt confirmations and clear guidance reduce the number of incomplete applications.
Assessment and decision
Case handlers check the application against the scheme, record their reasoning and generate the award or refusal decision from a template. Deadline monitoring, delegation and four-eyes review prevent errors and keep decisions demonstrably lawful.
Final determination and accountability
Afterwards, the applicant submits the substantive and financial accountability within the same file. The software supports the final determination, equal to or lower than the award, and produces the management and accountability reports your organisation needs.
Our development process for grant software
We work to a methodology that removes uncertainty early and delivers stable software. From an initial analysis of your schemes and assessment process through to go-live and ongoing management, every step is aimed at grant software that your case handlers understand and trust, and that demonstrably complies with the General Administrative Law Act.
We map out your schemes, assessment criteria, deadlines, mandates and reporting requirements, and determine which integrations, such as DigiD, eHerkenning and your case management system, are needed.
We design the grant portal, the assessment environment and the data architecture, with attention to accessibility (WCAG 2.1 AA), security in line with the BIO, and the correct checking and decision logic.
We build in short iterations with automated tests, logging and monitoring. You test working versions along the way with real case handlers, so the process works in practice before it goes live.
Controlled go-live with data validation and a safety net, followed by ongoing management, security updates and the addition of new schemes.
What grant software concretely delivers
Every grant application is configured around your schemes, assessment process and adjacent systems. Below are the functionalities we most often deliver for public organisations digitising the grant process from application through to final settlement.
Online application forms
Smart, accessible forms for each scheme, with conditional questions, validation and attachment uploads. Citizens log in with DigiD, organisations with eHerkenning, and where possible details are pre-filled from trusted sources such as the BAG.
Assessment & testing against schemes
Case handlers assess applications in a structured environment, with automated checks on eligibility, eligible costs and the funding ceiling. Rules per scheme are configurable, so decisions are consistently and demonstrably tested against the criteria.
Award, settlement & objections
From the award decision through to final settlement after reporting, including the option of a reduced settlement, and the handling of objections. Decisions are generated from templates with the correct reasoning, deadlines and legal remedies clause.
Case management & deadline monitoring
Every application has one central file containing the application, correspondence, decisions and accountability documents. The software monitors statutory decision deadlines, flags approaching deadlines and maintains a complete, traceable history for archiving.
Delegation & four-eyes control
Decisions are routed to the right mandate holders depending on the amount or scheme, with four-eyes control for awards and settlements. Role-based permissions ensure everyone sees and does only what their role requires.
Reporting & accountability
Real-time insight into application numbers, processing times, use of the funding ceiling and status per scheme. Accountability and management reports can be exported in a few clicks for the executive board, council or grant provider.
The organisations we build for
Grant software looks different for each organisation, because schemes, volumes and accountability requirements vary. We see a number of common variants — and for each we configure the application, assessment and settlement steps around the specific regulation and way of working.
Municipalities
Municipalities with a grants desk covering a wide range of schemes, from culture and sport to welfare and sustainability. Residents apply via DigiD, organisations via eHerkenning, and case handlers assess applications against the municipal grants ordinance. See also our municipality website and AI for municipalities and government.
Provinces & implementing bodies
Provinces and regional implementing bodies with larger, often multi-year schemes and tendering procedures. The software supports ranking within a funding ceiling, more complex assessment by multiple case handlers, and extensive accountability to the executive and the auditor.
Funds
Public and private funds that assess applications from organisations and individuals against substantive criteria. A clear application portal, an assessment environment with scoring and committee workflow, and transparent decision-making with case files and reporting on allocated funds.
Ministries & national implementation
Ministries and national implementing bodies with schemes serving large numbers of applicants. Scalable processing, tight deadline tracking and integrations with national services, with demonstrable lawfulness and full logging in line with the BIO (Dutch baseline information security standard) and the General Administrative Law Act.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology we use
We build grant management software on a modern, API-driven web stack, with the government integrations this process requires. We integrate DigiD for citizen applicants and eHerkenning for organisational applicants, and where relevant the BAG (Dutch address register) for address validation. We choose the exact stack so that your own team or a future supplier can manage and further develop the software. See also our software for municipalities.
For cultural organisations that need to account for reach per activity to municipalities and funders, there is our app for public reach and grant reporting.
Why choose Appfront for your grant management software?
Appfront builds custom software for organisations in the Netherlands, with a clear understanding of the demands placed on the public sector. We always begin with a thorough analysis of your schemes and processes. Software must not only work technically, it must also align with the General Administrative Law Act (Algemene wet bestuursrecht) and with the way your caseworkers operate.
On every project we write clear documentation and make sure your own team, or a future supplier, can understand and manage the software. No black box or vendor lock-in, just transparent code and clear agreements on monitoring, security and maintenance.
You work with a dedicated point of contact who understands both the technology and the grant process. This keeps communication short, prevents misunderstandings and speeds up decisions when choices need to be made during development.
See also our wider services for the public sector, such as software for municipalities, a citizen portal, housing association software and custom water board software.
- Experience with custom software for the public sector
- Knowledge of the grant process under the General Administrative Law Act (Algemene wet bestuursrecht)
- Integrations with DigiD, eHerkenning, the BAG and your case management system
- Secure by default, built in line with the GDPR and the BIO
- Accessible portal compliant with WCAG 2.1 AA
- Comprehensive audit logging and monitoring from day one
- Clear documentation your team can read and manage
- A fixed point of contact, no account managers passed around
- No vendor lock-in: you retain control over code and data
- Ongoing maintenance and the addition of new schemes
Security, privacy and accessibility
Grant applications contain personal data and commercially sensitive information. Appfront builds grant management software in line with the GDPR and the Baseline Informatiebeveiliging Overheid (BIO). This includes data minimisation, role-based access following least privilege, encryption in transit and at rest, and full logging of who made which decision and when, so that every decision is traceable and demonstrably lawful.
The applicant portal meets WCAG 2.1 AA and therefore the Dutch Digital Accessibility of Government Decree (Besluit digitale toegankelijkheid overheid), so that everyone can submit an application. We document data flows and retention periods so that your record of processing activities is complete and you can demonstrably comply with the GDPR. The audit trail per case serves as evidence for every step in the decision-making process.
More on our security approach: information security policy and CVD policy.
- GDPR-compliant data processing and data minimisation
- Security in line with the Baseline Informatiebeveiliging Overheid (BIO)
- Encryption in transit (TLS 1.2+) and at rest
- Role-based access and least-privilege principles
- Accessible portal compliant with WCAG 2.1 AA
- Full audit logging of decisions and changes
- EU-based hosting, with clear retention periods
- Documentation for your record of processing activities
Frequently asked questions about grant management software
Answers to the questions we are asked most often about custom grant management software.
Grant management software is a custom application that supports the entire grant process of a government organisation: an online grant portal where applicants submit their applications, an assessment environment in which case officers review applications against the scheme, and functionality for awarding, final settlement, objections, case file management and reporting. The software follows the steps set out in title 4.2 of the General Administrative Law Act (Algemene wet bestuursrecht) — application, assessment, award and final settlement — and keeps deadlines, decisions and accountability in one place.
Off-the-shelf packages assume a generic grant process, whereas every scheme has its own criteria, assessment steps, deadlines and reporting requirements. Custom grant management software adapts to your schemes and way of working rather than the other way around: you set up application forms, assessment rules, decision templates and reports the way your organisation and ordinance require. Custom software makes most sense if you manage several schemes, need integrations with DigiD, eHerkenning or your case management system, or if existing software limits your process or reporting.
The software supports the entire process in line with the General Administrative Law Act: submitting an application via the grant portal, the admissibility check and substantive assessment against the scheme, the award decision, final settlement after accountability reporting (including the option of settling at a lower amount), and the handling of objections. Around this, the software manages case files, deadline monitoring, delegation of authority, correspondence, and management and accountability reports.
We build on a modern web stack: an API-driven backend in Node.js, Python or .NET, and an accessible React frontend. For applicant authentication we integrate DigiD for citizens and eHerkenning for organisations, and where relevant the BAG for address validation. We can also connect to your case management system, financial administration and document management. We choose technology that your own team or a future supplier can maintain.
Costs depend on the number of schemes, the complexity of the assessment and eligibility rules, the integrations required (such as DigiD, eHerkenning, case management and financial administration), and the requirements for reporting and archiving. Ongoing maintenance, hosting and support also factor in. We first map out your situation without obligation, then provide a clear, well-founded quote with no surprises.
Yes. We build in line with the GDPR and the Baseline Information Security for Government (BIO), with data minimisation, role-based access, encryption in transit and at rest, and full logging of who took which decision and when. The applicant portal meets WCAG 2.1 AA and therefore complies with the Dutch Digital Accessibility of Government Bodies Decree (Besluit digitale toegankelijkheid overheid). We document the data flows so that your record of processing activities stays complete and you can demonstrably meet legal and regulatory requirements.
Yes. Appfront also takes over existing grant applications, even if they were originally built by another party. We review the architecture, integrations, eligibility rules and security, document the current setup and propose improvements. From there we can add new schemes, extend integrations, adjust reports and manage maintenance and further development on an ongoing basis.
Grant management software suits any organisation that awards public funds through grants: municipalities and provinces, public and private funds, ministries and implementing agencies. Whether you manage a single scheme or run a broad grants desk with dozens of schemes, the software is configured to your regulations, your assessment process and your accountability requirements, from small one-off grants to multi-year institutional subsidies.
Ready to build your grant management software?
Tell us which schemes you manage and what your grant process looks like. We are happy to help you think through the application portal, assessment, integrations with DigiD and eHerkenning, and accountability reporting. A no-obligation first conversation will quickly give you a clear picture of what is possible. Feel free to get in touch.
Would you like to look at this issue from the custom software side? On applatenmaken.com you will find an explanation of WBSO and subsidies for software | what does and doesn't qualify.