Customer story · Public funding consultancy
A Barcelona consultancy has helped innovative companies win grants for more than 35 years. It brings proposals, e-signature, hiring, web analytics and publishing into one internal platform. It also launches a trilingual website and trains its whole team in generative AI.
· 3 min read
- Industry
- Public funding, tax incentives and European projects consulting
- Location
- Barcelona, Catalonia (Spain)
- Period
- December 2025 – July 2026
- Scope
- Internal platform with Microsoft sign-inProposals and e-signatureHiring, web metrics and blog modulesTrilingual corporate websiteGrant justification deadline trackingPrivate AI workspace and team training
- Benefits
- A proposal is built, signed online and filed in the CRM without leaving the platform
- Applications, web traffic and blog posts live in the same place, behind one corporate login
- Grant justification deadlines live in the CRM, with alerts, instead of in an Excel and an Outlook calendar
- The whole team uses generative AI daily, with a shared prompt library for its technical documents
Modules in production (Contracts, Talent, Metrics, Posts)
Languages (ES/CA/EN) on the new corporate website
Training sessions and individual follow-ups on generative AI
Document types covered by the shared prompt library
We stopped chasing dates and documents and went back to winning funding for our clients.
Context
The firm helps innovative, mostly technology-based companies secure public funding in Spain and Europe through grants, subsidies, soft loans and tax incentives. Each client has live applications with their own calls, deadlines and justification periods, often running for years after the grant is awarded.
Around that core work sit sales, a tax and law area, HR and marketing. Each of them had gathered its own tools, files and habits.
The challenge
Proposals were written from scratch in Word, signed through scattered channels and often reached administration late. CVs arrived by email, web traffic lived in a separate tool, and publishing a post on the website depended on someone outside the team.
The most critical dates in the business, when each grant has to be justified, lived in an Excel and an Outlook calendar maintained by hand.
At the same time, the team wanted to use AI for its technical reports and grant memoranda. But it had no shared tools, no method and no safe place to use its own historical documents.
The solution
The work ran over seven months, delivered module by module, alongside the firm's day-to-day work.
- One internal platform
- We built an internal web app (Next.js and Supabase) that only opens with the firm's Microsoft account. Contracts: a consultant enters the client's details, ticks the service blocks and lines, and a live preview builds the branded proposal. Each proposal gets a reference and saves itself. It can be downloaded as .docx, passes internal review and approval, and is sent for e-signature (Signaturit) with automatic notifications. The signed document is filed in the client's deal in the CRM. Talent: an applicant tracking system with a public application form. Metrics: a live dashboard of website traffic. Posts: a blog editor that publishes straight to the corporate website.
- A new website
- A multi-page corporate website in Spanish, Catalan and English explains the firm's three service lines. It has real testimonials, legal pages, a working contact form, and a news section fed by the Posts module.
- Grant justification deadlines
- Each grant record in the CRM now holds its justification dates, imported for every live grant. A dedicated view shows the next three months (company, project and deadline), and an email alert fires as each date approaches. Both systems ran in parallel until the CRM fully replaced the old system.
- AI for the whole team
- We built a private AI workspace on the firm's own server (Ollama, Docker and OpenWebUI, connected to the Claude API). With it, past grant memoranda can feed new ones. We mapped automation use cases with every department and ran five training sessions and thirty individual follow-ups. We also built a standard prompt library for each document type. Finally, we simplified the grant-detection platform's workflow next to the CRM and added AI meeting notes for the sales team.
Results
A proposal now goes from draft to signed and filed without anyone chasing it, and every team works from the same platform with one login. Justification deadlines can no longer get lost in an Excel, and the website is updated by the team itself.
The team has gone from experimenting with AI to using it every day, with shared prompts and a private environment for its own documents.
Next step
Are your proposals, dates and documents spread across Word files, spreadsheets and inboxes? Let's talk about putting them in one place.