Services

I help organizations organize their finances, projects, and processes so they work – simply, logically, and without chaos.

I don’t create overcomplicated strategies that end up in a drawer – only practical solutions that truly support, automate, accelerate, and simplify the team’s daily work.

Each service is a combination of compliance with rules (grant, accounting, audit) and a flexible approach to organizational realities.

🎯 Main Goal

To provide organizations with strategic and operational financial oversight without the need for a full-time position.
Consistent, hands-on support in financial planning, analysis, and control – ensuring that decisions within the organization are informed, secure, and data-driven, not based on intuition.

For organizations that need strategic financial support but do not plan (or do not need) to maintain a full-time Director or Head of Finance.

  • 💼 When you want to maintain control and financial direction without creating a new full-time position.

  • 💶 When funding comes from projects and task-based or time-limited support is more reasonable than permanent employment.

  • 📊 When your organization is growing and needs professional oversight of the budget, cash flow, and reporting.

  • 🔄 When you need a bridge between accounting and management – someone who can translate numbers into decisions and recommendations.

  • 🧩 When you want to build a stable, simple financial system that operates independently of staff changes.

You can choose the full range of financial support, covering all key areas of financial management, or select individual modules tailored to your organization’s current needs.

1️⃣

Financial Planning and Management

Ongoing supervision of the organization’s budget, cash flow, and financial performance.

In practice:

  • Preparation and regular updates of the annual budget

  • Liquidity forecasts and “what-if” scenarios

  • Financial variance analysis and decision-making recommendations

Effect:
💰 The organization operates with predictability, and financial decisions are data-driven and informed.

2️⃣

Management Reporting and Decision-Making Advisory

Designing and maintaining a reporting cycle that supports the Management Board and key organizational leaders.

In practice:

  • Monthly financial reports and variance analyses

  • Key indicators and “one-pagers” with essential data

  • Joint review of results and financial recommendations

Efekt:
📊 The Management Board makes decisions based on clear, up-to-date information.

(This module is available only in combination with “Financial Planning and Management.”)

3️⃣

Financial Policies, Procedures, and Standards

Building a simple and secure financial management system for the organization.

In practice:

  • Developing policies and rules for approvals, limits, and accountability

  • Standardizing document flow: contract → invoice → payment → accounting

  • Organizing folder and access structures (audit trail)

Effect:
📘 Clear rules and confidence that every expense has its justification.

4️⃣

Cost Control and Optimization

Regular review of expenditures and support in budget decision-making.

In practice:

  • Analysis of fixed and variable costs

  • Identification of financial “leakages”

  • Optimization recommendations and supplier negotiations

Effect:
💡 Rational spending and greater budget flexibility without compromising quality.

5️⃣

Internal Control and Audit Readiness

Design and implementation of simple internal control mechanisms (AO/IC) and audit checklists.

In practice:

  • Pre- and post-factum reviews

  • Compliance testing and internal mini-audits

  • Routine verification procedures and control sheets

Effect:
🔐 Financial security and full readiness for any external audit.

  • 📊 A clear and up-to-date picture of the organization’s finances

  • 💰 Budget, cash flow, and forecasts under control

  • 📘 A complete set of financial policies and procedures tailored to the organization’s reality

  • 📑 Reports and recommendations for the Management Board in a clear, concise format

  • 🧩 An organized financial system that operates efficiently, regardless of staff changes

  • The first and most important step is to understand the organization’s situation – its structure, challenges, and financial goals.
    That’s why the process always begins with a meeting with the Management Board or key decision-makers, during which we:

    • define priorities, needs, and areas requiring support,

    • identify processes that need the most attention,

    • align the scope of cooperation and mode of action.

    Depending on the selected modules, this stage includes:

  • 📁 Access to financial data and accounting reports

  • 💼 Access to budgets, forecasts, payment registers, contracts, and invoices

  • 🔐 Information on systems, cost structures, and division of responsibilities

All data are treated as strictly confidential and processed solely within the scope of the agreed advisory activities.

  • 💼 Full “HoF” package or selected modules (“pick & mix”)

  • ⏱️ Hourly billing

  • ⚡ “Express mode” – for urgent or crisis situations

  • 💻 Remote and/or on-site work (Warsaw)

  • 🧾 Form of cooperation: B2B (in specific cases), contract, or part-time employment

Grants are not just numbers and guidelines… It’s a process that requires order, consistency, and calm.
I help organizations manage this process from start to finish so that it’s realistic, simple, and manageable in their daily operations.

  • entering grant projects consciously and without chaos,

  • managing them in line with the rules, but also adapted to your real needs and capacities,

  • completing them without losses, stress, or unnecessary corrections.

I tailor solutions to each organization and team, because everyone operates at their own pace, with their own structure and resources.
With years of experience in national and European projects, I know what can be done smartly, how to interpret the rules wisely, and how to turn formal requirements into real benefits and safe flexibility.

My services are not “grant training” – they’re hands-on financial support, step by step.

🎯 Main Goal

To ensure a safe and conscious start in PL/EU grant projects – by creating a simple, compliant system of rules, roles, and tools that enables the organization to prepare budgets, manage documentation, and report without chaos – from the very first day of the project.

🆕 For organizations starting their journey with grants

  • when you’re planning to join your first PL/EU projects,

  • when you don’t yet have established procedures, registers, or role assignments,

  • when the call deadline is approaching and you’re unsure how to organize the financial and administrative side.

🔁 For organizations with experience, but facing a new type of project

  • when you’re entering a new program, consortium, or larger-scale initiative,

  • when you need to adapt existing procedures to the rules of a new funding body,

  • when you want to avoid mistakes already at the proposal and budget preparation stage.

You can choose the full preparation process or only those elements that your organization needs before a specific call.

1️⃣ Readiness Diagnosis

🔸 I assess to what extent the organization is prepared to implement financially funded projects.

In practice:

  • review of procedures, document flow, time and purchase records,

  • analysis of archives, permissions, and audit trail,

  • risk assessment (eligibility, AO/IC, compliance with donor rules).

Effect:
📋 A “ready / partially / not yet” report with a list of gaps, priorities, and recommendations.

2️⃣ “Minimum Set” – Design and Implementation

🔸 I create a simple, realistic system for managing project finances.

In practice:

  • development of short procedures: approvals, registers, purchases, expense descriptions,

  • preparation of templates (expenditure registers, time/PM logs, templates for descriptions and checklists),

  • establishing folder structure and file naming conventions (audit-ready).

Effect:
🧩 Approved procedures and ready-to-use templates for immediate implementation.

3️⃣ Compliance Kick-off Workshop

🔸 A practical onboarding session for the project team.

In practice:

  • discussion of roles and responsibilities (finance, content, lead/consortium),

  • documentation rules from day one,

  • mini case study: how an expense is created “from contract to accounting.”

Effect:
👥 The team understands its responsibilities and knows what, how, and when to document.

4️⃣ Budget and Work Plan – Pre-award Support

🔸 Support in developing the project budget for the proposal stage.

In practice:

  • translating the concept or WBS into costs and person-months,

  • ensuring compliance with program rules and organizational realities,

  • identifying budget risks and providing recommendations (rates, indirect costs, co-financing).

Efekt:
💶 A realistic, justified, and guideline-compliant budget – ready for submission.

5️⃣ 30-Day Pilot

🔸 Testing how new procedures work in practice.

In practice:

  • simulation of real project situations (expenses, descriptions, approvals),

  • adjustments and fine-tuning of tools,

  • preparation for the first financial report or payment request.

Effect:
🔄 The process runs smoothly, and the organization is ready for the official project launch.

  • 📘 Readiness report and action plan

  • 🧾 Approved, concise procedures and templates

  • 🗂️ Document and folder structure in an audit-ready standard

  • 👥 Trained team that knows exactly “what to do starting tomorrow”

  • 📂 Access to existing regulations or procedures (if available)

  • 💼 A few sample financial documents (e.g. invoices, cost descriptions)

  • 🧠Information about systems used and division of roles

  • 🗓️ A short meeting with the management or key decision-makers – to define priorities and upcoming call deadlines

  • 💼 Full “Grant-readiness” package or selected modules (“pick & mix”)

  • ⏱️ Hourly or stage-based billing

  • ⚡ “Express mode” – for urgent or crisis situations

  • 💻 Remote and/or on-site work (Warsaw)

  • 🧾 Form of cooperation: B2B (in specific cases), contract, or part-time employment

🎯 Main Goal

Comprehensive, secure, and donor-compliant financial management of a project – from budgeting to audit – while maintaining a balance between formal requirements and the organization’s operational realities.

For organizations implementing projects financed from national or EU funds that want to:

  • have full financial control over the project from start to finish,

  • avoid errors caused by inconsistencies between the plan, budget, and documentation,

  • build a simple, logical system for managing project finances,

  • prepare for audits and controls without stress,

  • work within a team or consortium following shared rules and timelines.

The service works in a “pick & mix” format – you can select only the modules you currently need or order the full end-to-end financial cycle.

1️⃣ Budget and Work Plan

🔸 I translate the project concept or WBS (Work Breakdown Structure) into specific costs, person-months and timelines, ensuring compliance with donor rules and eligibility requirements.

In practice:

  • building a new budget or verifying the existing one,

  • breaking down tasks and costs in a logical structure (WPs, deliverables, milestones),

  • adapting to the organization’s real needs and financial systems.

Effect:
📊 A budget and work plan that can stand up to an audit and is ready for implementation within the team.

2️⃣ Project Start (Compliance Kick-off)

🔸 I establish rules that ensure consistency and compliance from day one.

In practice:

  • developing simple principles for documenting and describing expenses,

  • defining approval paths and responsibilities within the team or consortium,

  • preparing a “mini compliance guide” for the project.

Effect:
🗂️ The team knows how to operate, and the project is “audit-ready” from the start.

3️⃣ Monitoring and Reporting

🔸 I help implement rhythms and tools that allow for ongoing control of progress and costs.

In practice:

  • introducing simple reporting templates and indicators,

  • conducting regular financial progress reviews,

  • preparing financial reports and payment requests with justifications.

Effect:
📈 Complete, logical reports aligned with actual project activities.

4️⃣ Financial Coordination in Consortia

🔸 I support the implementation of a unified financial settlement system among project partners.

In practice:

  • developing shared templates for registers and reports,

  • creating schedules for financial data exchange,

  • reviewing and analyzing variances between partners.

Effect:
🤝 Consistent settlements and clear collaboration principles within the consortium.

5️⃣ Risk and Compliance Management

🔸 I provide a system of simple, practical internal controls and eligibility checklists.

In practice:

  • reviewing documentation and processes (pre- and post-control),

  • assessing risks and recommending improvements,

  • providing ongoing guidance on eligibility and donor requirements.

Effect:
🧾 Consistent and secure processes compliant with the guidelines of the funding institution.

6️⃣ Audit and Control Preparation

🔸 I help prepare the project and team for audit so that the process runs smoothly and without stress.

In practice:

  • conducting a pre-audit review,

  • preparing a complete documentation set for verification,

  • supporting communication with auditors and participating in audit meetings.

Effect:
🔐 The audit proceeds efficiently, and the team feels confident that everything is in order.

7️⃣ Project Closure (Final Settlement)

🔸 I finalize the settlement process – up to the last signature and confirmation from the funding body.

In practice:

  • reconciling differences between the plan and actual implementation,

  • preparing final materials and reports,

  • supporting communication with the donor and formal project closure.

Efekt:
📘 A calm, secure project closure with a complete and compliant set of documentation.

  • 📊 A budget and work plan that can stand up to audit verification

  • 🗂️ A clear system of documents and cost descriptions

  • 📑 Reports and payment requests complete with justifications

  • 🔄 Structured information flow within the team or consortium

  • ✅ A smooth and stress-free audit and project closure

The scope of materials and access required at the start is determined individually – depending on the selected modules and the stage of the project.

  • 💼 Full “End-to-End” package or selected modules (“pick & mix”)

  • ⏱️ Hourly or stage-based billing

  • ⚡ “Express mode” – for urgent or crisis situations

  • 💻 Remote and/or on-site work (Warsaw)

  • 🧾 Form of cooperation: B2B (in specific cases), contract, or part-time employment

🎯 Main Goal

To minimize – and where possible, completely eliminate – the risk of funding withdrawal or financial loss, while simultaneously organizing project documentation and strengthening the project management system.

📅 Project Implementation Phase

  • lack of an up-to-date expenditure register,

  • documents scattered across folders, emails, and spreadsheets,

  • inconsistencies between budget, invoices, payments, and accounting records,

  • incomplete or inconsistent cost descriptions,

  • upcoming final report, control, or audit with missing documentation.

🔍 Before the Audit

  • need to organize project documentation,

  • requirement to prepare reconciliations, clarifications, and corrections,

  • risk of certain costs being questioned.

🚨 After the Audit

  • audit revealed irregularities or non-eligible expenses,

  • need for credible justifications, corrections, or appeals,

  • goal: defend cost eligibility and minimize financial recoveries.

The service works in a “pick & mix” format – you can select only the modules you currently need, or request the full recovery process or a single stage.

1️⃣ Recovery Sprint – Diagnosis

🔸 A fast, comprehensive assessment of the project’s condition (financial and documentation).

In practice:

  • analyzing consistency between budget – invoices – payments – accounting,

  • checking documentation completeness,

  • identifying risks and gaps,

  • preparing a Project Status Card with the following markers:
    🟢 safe | 🟡 requires action | 🔴 risk of fund recovery

Effect:
📊 A clear picture of the project’s situation, a list of risks and priorities, and a plan of corrective actions.

2️⃣ Recovery Sprint – Reorganization

🔸 Corrective phase – cleaning up, supplementing, and reconciling project documentation.

In practice:

  • updating the expenditure register and linking documents,

  • organizing folder structures,

  • preparing an “audit-ready package”,

  • describing and justifying costs,

  • cooperating with accounting during corrections.

Effect:
🗂️ A complete and organized documentation package – ready to be submitted to the funding institution.

3️⃣ Reporting & Payments

🔸 Support in project closure and financial reporting.

In practice:

  • preparing financial reports and payment requests,

  • drafting corrections and justifications,

  • linking financial data with the content-related part of the project.

Effect:
📑 Reports and payment requests that are consistent, complete, and ready for submission.

4️⃣ Audit Support

🔸 Full support before and during the audit process.

In practice:

  • conducting audit simulations (pre-audit),

  • preparing the team for Q&A sessions,

  • assisting in document organization during control,

  • supporting the preparation of answers and clarifications.

Effect:
🔒 A smooth and calm audit – without chaos or misunderstandings.

5️⃣ Post-Recovery Stabilization (optional)

🔸 Implementation of solutions that safeguard future projects.

In practice:

  • developing sets of procedures, templates, and checklists,

  • creating model expenditure registers and description guidelines,

  • holding short onboarding sessions with the team.

Effect:
⚙️ A lasting project financial management system and greater team peace of mind.

  • 📘 Project Status Card – status, risks, and recommendations.

  • 📗 Audit Package – complete, consistent documentation: registers, links, checklists, cost descriptions, and file lists.

  • 📒 Risk & Decision List – classification of safe, conditional, and non-eligible costs.

  • 📙 Reports and Payment Requests – ready for submission, complete with justifications and attachments.

  • 📔 Preventive System – simple procedures, guidelines, and templates for future projects.

Final Effect:
✅ Project settled safely, with complete documentation and a system that prevents repeated mistakes.

I don’t require perfect order – it’s enough that we know where to look and who can answer specific questions.

To begin with:

🗂️ Project documents: application, contract, annexes, consortium agreement

💰 Financial data: budget, invoices, payments, records, registers

📩 Correspondence with the funding institution (emails, interpretations, notes)

👥 Contact person responsible for finance and project content

  • 💼 Full “Recovery” package or selected modules (“pick & mix”)

  • ⏱️ Hourly or stage-based billing

  • ⚡ “Express mode” – for urgent or crisis situations

  • 💻 Remote and/or on-site work (Warsaw)

  • 🧾 Form of cooperation: B2B (in specific cases), contract, or part-time employment

Before sharing any data, I sign a confidentiality agreement.

Offer will be available soon…

Beata Etmanowicz