If a vendor adds maintenance to a proposed EDGE quotation, ask what the charge covers and whether it belongs in the selected activity. Do not assume that a bundled package is fully supportable because one component appears eligible.
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The EDGE scheme covers a range of activities with different requirements. Review the actual activity and supporting instructions against the final quotation, not just a vendor’s headline description.
Divide the quotation into meaningful components
Identify implementation, licences or subscriptions, equipment, training, migration, maintenance and optional services. Record the period each component covers and whether it is a one-off or recurring charge.
A line reading “complete solution” makes it difficult to assess what the company is buying. Request an accurate breakdown rather than assigning arbitrary amounts internally. The supplier’s revised quotation should remain consistent with the proposed contract and work.
Example: support continues after implementation
A package includes installation and two years of support, with an automatic renewal afterwards. The director needs to understand both the initial cost and the continuing obligation. The grant review should identify which components are being proposed for support, while the commercial budget includes the full liability.
Check the scope before the application is submitted
- Which selected activity is relevant?
- Which services are included in its supportable scope?
- Are vendor or solution requirements satisfied?
- What period does each quoted fee cover?
- Which items require clarification or remain outside the proposed support?
- Does the supplier’s contract use the same scope and price?
Keep the official requirements consulted and the version of the quotation reviewed. If the vendor changes the package, repeat the relevant checks before submission.
Watch for an option becoming an obligation
A maintenance add-on may appear optional in a sales discussion but become compulsory in the signed contract. Check cancellation, renewal and price-adjustment provisions. Ask whether the company can use the purchased equipment or system without continuing to buy a separate service.
Where access to company records depends on the subscription, review export and handover arrangements. A grant-supported purchase should still meet the company’s operational needs after support ends.
Do not rely on a later amendment to fix the quotation
The EDGE FAQ limits the types of changes permitted after approval. It explains that an incorrect quotation after approval may require termination and a fresh application before proceeding. Treat accurate scope and pricing as an application-stage task.
If the project is already approved, review the specific position through the official channel before changing vendors, scope or costs. Avoid paying for a revised package on the assumption that the grant file can be adjusted afterwards.
Give the accountant a full cost schedule
Separate the proposed supported costs from the company’s other expenditure and continuing commitments. The accounting treatment of a subscription or maintenance service may differ from equipment or implementation expenditure. The grant label does not decide that treatment.
Is maintenance always excluded?
Check the selected activity and exact service. A blanket statement about every maintenance charge is not a substitute for reviewing the applicable scope.
Should excluded costs disappear from the purchase budget?
No. They remain costs the company must consider, even if they are outside the proposed grant support.
Related guidance
Read our guides to grant record keeping and accounting for government grants, or explore our business grant resources.
Help with the company’s grant records and contracts
Raffles Corporate Services can help organise supporting records and review the accounting implications of a proposed project. For advice about contractual obligations, we can arrange assistance through our associated law firms. Email [email protected] or WhatsApp +65 8501 7133. Applications and claims must be submitted by the applicant company’s own authorised staff through the prescribed process; our support does not guarantee grant approval.