Raffles Consulting Services
Keep the right invoices, payment records, usage evidence and serial numbers for a Singapore PSG claim after your solution is approved.
A Productivity Solutions Grant claim needs more than an invoice. After accepting the Letter of Offer, the company must buy or subscribe to the approved solution, pay the vendor in full, deploy the solution and keep evidence that it has been used for at least one month. The claim then needs to match the approved vendor, package, cost and company name.
The safest approach is to create the claim file as soon as approval arrives. Put one person in charge of the dates and another person in finance in charge of the money trail. This avoids the common end-of-project problem where the software works but the invoice, bank evidence or usage report cannot be reconciled.
Read the Letter of Offer before ordering
The current Enterprise Singapore PSG page says the Letter of Offer records the conditions of support, grant amount, qualifying period and approved equipment or IT solution. Compare the letter with the vendor quotation before issuing a purchase order. If the package, quantity, subscription term or vendor is different, do not assume the claim will be adjusted later.
Record the acceptance deadline, project end date and claim due date in the company calendar. Keep the accepted letter and final approved quotation together. If a vendor proposes a change, obtain the required approval through the official route before relying on the new arrangement.
Build one claim record for each approved item
| Record | What it must show | Check before filing |
|---|---|---|
| Invoice | Registered company name, approved vendor and approved package | Names and amounts match the Letter of Offer |
| Payment evidence | Payer, payee, date, amount and completed transaction status | Full payment can be traced to the invoice |
| Usage report | At least one month of actual use for an IT solution | Period and licence identify the approved solution |
| Photo | Software licence number or equipment serial number | Number is clear and matches the claim form |
| Company approval | Internal confirmation that delivery and use were checked | Someone independent of the vendor reviewed the evidence |
Make the invoice easy to verify
Enterprise Singapore states that the invoice must be addressed to the applicant’s registered company name and issued by the approved vendor. It should cover the approved package shown in the Letter of Offer. A trading name, shortened company name or invoice from a related vendor can create a mismatch even when the business understands what was supplied.
Ask the vendor to correct errors before payment. The invoice description should be specific enough to identify the approved product, licence, subscription period or equipment. Keep credit notes and revised invoices in the same folder so the final claimed amount is clear.
Keep a complete payment trail
The company must have paid in full before it submits the claim. Enterprise Singapore lists bank statements, bank transfer evidence and similar records as examples of proof. The record should identify the applicant as payer, the approved vendor as payee, the payment date, amount and successful status.
Reconcile each payment to an invoice. If one transfer covers several invoices, prepare a schedule that allocates the amount. If instalments were used, retain every instalment record. Do not treat an unpaid invoice, pending card transaction or internal payment voucher as proof that the vendor received full payment.
Prove deployment and actual use
The current programme page says the approved IT solution or equipment must be deployed and installed for at least 30 days before the claim. The official PSG frequently asked questions also explain the usage, payment and holding requirements. For IT solutions, the claim includes a usage report showing at least one month of use and a clear photo of the software licence number. Equipment claims require a clear photo of the serial number. The number must also be declared in the claim form.
Set a deployment date and collect evidence from that date. Useful internal records include the installation sign-off, user list, system-generated activity report and a note of any service interruption. The official claim requirements control what must be submitted, but these supporting records help management confirm that the solution was genuinely in use.
Check the claim due date and bank setup
Claims are filed through the Business Grants Portal by the deadline stated in the Letter of Offer. Enterprise Singapore says approved disbursements can be paid through Corporate PayNow or GIRO. Corporate PayNow uses the company’s UEN, with a suffix where applicable, and is the faster route described on the programme page. A company without a valid disbursement method cannot receive the approved payment.
Do a final review at least ten working days before the claim deadline. Confirm the applicant’s legal name, vendor, approved item, qualifying period, invoice total, full payment, usage period, licence or serial number and bank arrangement. Save the portal receipt and a copy of everything submitted.
Example: a software subscription with two invoices
Assume an approved retail company subscribes to a point-of-sale system. The vendor issues one invoice for setup and another for the annual subscription. Finance pays both by bank transfer. The system goes live on 10 September, and the vendor provides a usage report covering 10 September to 9 October.
The claim schedule lists both invoices and both transfers, links them to the approved quotation, and records the licence number shown in the claim photo. Management checks that the total does not exceed the approved package and files before the Letter of Offer deadline. If the vendor had substituted a different package, the company would first confirm the official change process rather than simply submitting the new invoice.
This post deals with the claim stage. Companies still deciding which support route fits can read our Singapore business support guide, while applicants planning a custom project can review the EDG project-start rules. The Enterprise Support and Grants hub brings the main programmes together.