Preparing for a WBSO Audit: Documentation and Records

Proper documentation and accurate record-keeping are vital for successfully passing a WBSO audit or control. The Netherlands Enterprise Agency (RVO) requires companies to maintain clear and organized documentation that supports their WBSO claims. Here's how to ensure you're fully prepared:
  • Maintain Comprehensive Project Documentation: Keep thorough records of all R&D activities. This includes detailed project plans, technical notes, progress reports, and any updates or changes to the scope and objectives of your R&D projects. Ensure every development is documented to demonstrate the progression of your innovation efforts.
  • Accurate Time Tracking: Ensure precise tracking of the hours worked by all employees involved in R&D. Utilize timesheets or time-tracking tools like Traqqie to record time spent on eligible R&D activities. Time entries should be updated regularly, ideally within the WBSO-required 10 business days, to ensure compliance.
  • Document R&D Expenses: Keep detailed financial records of all costs related to your R&D projects. This includes receipts, invoices, and other supporting financial documentation. Ensure that all documented expenses are directly linked to eligible WBSO R&D activities. Costs related to materials, equipment, and labor should be properly itemized.
  • Prepare Compliance Reports: Create periodic compliance reports that summarize your R&D activities, hours worked, and associated expenses. These reports should provide a clear overview and ensure alignment with WBSO requirements. Compliance reports help streamline audits by demonstrating that your projects meet the necessary criteria.
  • Audit Preparation: Be proactive by regularly reviewing your documentation and ensuring it aligns with WBSO audit requirements. In the event of an audit, having a well-maintained system in place will make the process smoother and reduce the risk of penalties or rejected claims.
  • By adhering to these best practices, you will ensure that your company is audit-ready and compliant with WBSO regulations, helping secure valuable tax benefits.

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