If the same supplier invoice appears in two grant files, pause and map the costs before either claim proceeds. The question is not just whether the company has two approvals. It is whether the same eligible expense is being presented for support twice.
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The EDGE FAQ excludes expenses already approved for funding by Enterprise Singapore or another government agency. Read each approval and the applicable conditions rather than assuming two scheme names allow the same invoice to be reused.
Start with the invoice lines, not the folder names
Identify the actual goods and services, delivery dates, invoice amounts, supplier credits and payments. Then map each line to the work described in the relevant approval. A folder labelled “digitalisation” and another labelled “internationalisation” do not establish that the costs differ.
Where an invoice bundles several services into one price, ask the supplier for an accurate explanation of the scope and pricing. Do not invent a split simply to fit the approved budgets.
Build an overlap register
- Invoice number, supplier and applicant entity.
- The specific work or item covered.
- The approval references in which it appears.
- The amount allocated to each project and the basis for allocation.
- Credits, refunds or changes affecting the amount.
- Unresolved overlap requiring agency clarification.
Link the register to the original documents. Avoid creating a second renamed invoice file that hides the fact that both records refer to the same transaction.
Example: implementation and a separate overseas campaign
A supplier invoice describes a software implementation and an overseas campaign. The finance team should determine whether those are separately priced, distinct deliverables and whether each falls within the applicable approval. If the price is bundled or the campaign includes software already supported elsewhere, the team needs a defensible explanation before seeking reimbursement.
Check the application declarations as well as the claim
Review what the company disclosed when each application was submitted. A later cost allocation does not necessarily resolve an earlier inaccurate declaration. Where funding overlap or a changed project scope is identified, seek clarification through the relevant official process.
Preserve the chronology: when the first approval was obtained, when the second proposal was submitted and what the company knew at each stage. This helps advisers assess the actual issue rather than guessing from the current folder contents.
Reconcile the amount to the accounts
The expense register and grant schedule should lead back to the same accounting records. Include credit notes and refunds, and record who paid the supplier. If the accountant has recognised a receivable for both grants against the same cost, review that treatment promptly.
Do not solve the problem by moving the expense to a different accounting code while leaving the underlying claim unchanged. The economic transaction and grant conditions matter, not merely the ledger label.
Resolve the uncertainty before submission
Give the authorised company staff preparing the claim a clear summary of the potential overlap and supporting evidence. Obtain an official response where necessary. If one allocation is not supportable, correct the file and consider the effect on the other approval and accounts.
Is the same invoice always unusable across two files?
The presence of one invoice is a warning to examine the actual costs and approvals. It does not justify assuming either that all lines overlap or that a self-selected allocation will be accepted.
Can we claim first and explain later?
Resolve known material uncertainty before submission. An accurate claim needs an evidenced allocation, not an intention to reconstruct it if queried.
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.