Comparison
Beneficia vs Clockify for EU-funded projects
Clockify is a time tracker: a timer, timesheets, projects, reports, approval, invoicing. Beneficia is grant compliance: the same hours, under the rules of the grant agreement. This page says what each does, so you can see what a Horizon Europe or LIFE grant needs on top of time tracking — and how to move.
Many organisations run EU grants on Clockify or a spreadsheet and are not wrong to: hours by project are the raw material. What the agreement then asks — the month signed by two people, day-equivalents, the 215 ceiling across grants, a daily rate from actual cost, a record that cannot be rewritten — is not a time tracker’s job, and Clockify does not claim it is.
| What a grant needs | Clockify (as its site describes it) | Beneficia |
|---|---|---|
| Hours by project and task | Timer, timesheet, calendar, auto tracker, kiosk; projects with tasks | A weekly grid per work package of a grant; what was done written beneath the row |
| Approval | “Submit and approve timesheets” (Approval) | The person signs the month with the attestation; the project manager approves or sends it back with a reason; Finance locks it |
| A locked record | Not named on its features page | A locked month is frozen at the rate in force; a correction keeps the original and reopens the month for both signatures |
| Day-equivalents and the 215-day ceiling | Not a feature; a time tracker counts hours per project | Hours converted per reporting period, rounded once; every person measured against their own ceiling across EU grants |
| Rates | Rates, billable hours, multiple levels of hourly rates | Hourly rates with their history for the lock; the daily rate from actual personnel cost ÷ 215 for the cost statement |
| Budget | Project budgets and estimates in hours or money (Projects) | The contractual budget by cost category and beneficiary, read from the agreement, against locked cost and booked invoices |
| Reports and exports | Reports; “Download PDF, CSV, or Excel” | Cost statements per reporting period; frozen report figures; CSV, JSON and ZIP exports with a manifest; the audit chain the auditor verifies offline |
| Deliverables and milestones | Not a feature | Annex 1 on a ruler of project months, with what was submitted and when |
| Invoices and subcontractors | Expenses and invoicing (what you bill) | Purchase invoices read from the PDF, claimed to the grant by line; a contractor’s month linked to the invoice that pays for it |
| Audit trail | Activity (who tracked what) | Every change in the same transaction, chained by hash, anchored daily; a verifier for the auditor |
| Price | A free plan and paid plans, on its site | Per organisation, for the grants it runs; people are never counted. Quoted on request, onboarding included |
Moving from Clockify
- 1
Export the detailed report from Clockify (Reports › Detailed) as CSV or Excel and upload it to Beneficia as it is. The user, start date, client (your grant’s acronym), project (opening with the work package number, like “WP2 - Engineering”), description and duration are read; the rest is ignored.
- 2
Before anything is confirmed, Beneficia shows what passed and what was left out, and why — a name it does not know, a month already locked, a day with more than 24 hours. Nothing is guessed.
- 3
The imported hours arrive as drafts. Each person confirms they are theirs; an Admin may do so for someone who has left, with the old signed sheet attached. From there the month is approved and locked like any other.
We read Clockify’s features page on 13 October 2026 and name only what it says. Clockify is a trademark of its owner; this page is not affiliated with it.
More resources
- GuideTimesheet requirements under Horizon EuropeWhat the 2021–2027 EU grant agreements require of time records: dated and signed monthly by the person and their supervisor, day-equivalents, the 215 cap. With the agreement’s own wording.
- GuideWhat EU auditors check in personnel costsThe trail an auditor follows from a declared personnel cost back to a signed time record and a payslip, and where the usual findings come from.
- Free toolDaily-rate calculatorWork out a person’s daily rate under the EU 2021–2027 grant agreements: actual annual personnel cost divided by 215, pro rata for part-time and partial years. Checked against the AGA’s own example.
- Free toolDay-equivalent calculatorConvert hours worked on an action into day-equivalents by the three methods the agreement allows, rounded to the nearest half-day per reporting period.
- Free toolTimesheet templateA monthly timesheet per person with work packages down, days across, the day-equivalent arithmetic in the sheet and the two signature lines Article 20 asks for. No email required.
See it on your own kind of project
Half an hour, in Dutch or English, with the people who build it.