Raffles Consulting Services
Reconcile an EEG claim across the approved equipment model, quotation, invoice, delivery, deployment address, serial number and payment.
An EEG model, quotation and deployment record must describe the same equipment from application through claim. A small change in model number, vendor, quantity or address can break the evidence chain. The applicant should reconcile each unit before payment and claim submission instead of assuming a similar replacement is acceptable. This unit-level approach also makes later holding-period checks practical when several models or sites are involved.
Create one row for every approved unit
Record manufacturer, full model number, capacity, quantity, vendor, quoted price, approved deployment address and application reference. Attach the product brochure and current approved listing used at application. Do not shorten a model number where suffixes distinguish efficiency, size or configuration.
The Energy Efficiency Grant page requires quotations, brochures and deployment-location evidence. The EEG FAQ states that a vendor or solution package cannot be changed after approval and that an application with the wrong quotation should be terminated and resubmitted before proceeding.
Reconcile invoice, delivery and installation
Match the invoice and delivery order to the approved model, quantity and address. Record serial numbers where available and take clear photographs showing the equipment installed and used at the approved site. Trace full payment from the applicant’s bank account to the vendor and explain any credit note or split payment.
Use the EEG model eligibility guide before application and the EEG installation calendar for timing. Keep GST, maintenance, used equipment and prohibited incentives outside the support calculation.
Stop when the approved record no longer matches
If the vendor proposes a substitute model, new package, different quantity or new site, pause procurement and test the current official route. Do not edit a quotation after approval or describe a nearby model as equivalent without authority support. Record commercial urgency separately from grant certainty.
Before claim, have a reviewer sample physical units and trace them back to the application. Preserve the final claim, approval notice and one-year holding diary. Continue to record ownership, site and use through the required holding period after final-claim approval.
Turn the decision into a controlled file
Use a dated decision record that identifies the applicant, business need, current official source, chosen route, responsible owner, costs, milestones and evidence. Separate facts already verified from forecasts and assumptions. A catalogue listing, supplier statement, consultant recommendation or portal acknowledgement does not establish approval. The company remains responsible for its declarations and commercial decision.
Give each quotation, contract, invoice, payment and deliverable a stable reference. Preserve earlier versions and explain material changes instead of silently replacing them. Where the authority, tax adviser, auditor or another professional must decide a point, record the open question and obtain the required view. Do not convert uncertainty into a confident eligibility statement.
Review before commitment and again before closeout
Run four reviews: suitability, authority, implementation and closeout. At suitability, test the entity, activity and business outcome. Before commitment, freeze the proposed scope, vendor and financial assumptions. During implementation, compare actual work with approved terms. At closeout, reconcile deliverables, accepted results, invoices, full payment, operating evidence and obligations that continue.
Name the person who may approve each stage and the records that person must see. Procurement should not treat a draft application as permission to contract. A project team should not treat supplier completion as company acceptance. Finance should not treat a submitted claim as cash received. Clear status words prevent accidental commitments and weak reporting.
Handle exceptions without rewriting history
Maintain an exception log for changed facts, delayed milestones, supplier variations, cost movements, missing records and failed tests. State the effect on scope, eligibility, timing and expected value. If an authority decision or formal variation is required, use the published route before relying on the change. Silence and helpdesk receipt are not approval.
If a material defect appears, pause the affected acceptance, filing or claim item. Keep original evidence, assign corrective action and set a review date. Do not backdate records, move costs between categories or adjust a baseline after seeing the result. A candid exception with an owned resolution is more credible than a clean-looking file that cannot explain what happened.
Plan handovers before the original project team disperses. The handover should identify the current version, source locations, system access owner, next review date, open exceptions and any condition that continues after payment or filing. Restrict personal, financial and commercially sensitive records to authorised users, while giving each responsible owner enough information to perform the assigned control. Record the external event that should trigger an earlier review, such as a changed programme page, revised authority letter, supplier failure or material business change.
Verify the final outcome independently
Ask someone who did not prepare the final pack to compare the decision, current official source, approved terms, deliverables, payments and operating evidence. Recalculate totals and sample source records. The reviewer should be able to reproduce the conclusion without relying on the preparer’s memory. Record unresolved points with named owners and dates.
Use the Singapore business support cornerstone for the wider decision and keep this article as the narrower operating guide. After submission, preserve the receipt and reconcile questions, adjustments and the final registered or paid outcome. Continue any reporting, retention, asset-use or other condition that survives closeout.
Practical review checklist
- Approved model copied exactly
- Quotation and invoice matched
- Delivery address confirmed
- Serial and installation evidence retained
- Full payment traced
The EEG claim is ready when each physical unit can be traced to the approved model, vendor, price, address, serial number, payment and installation evidence without unexplained substitutions.