How to Use European Funds to Automate Your Operational Processes

Cum să folosești Fondurile Europene pentru a-ți automatiza procesele operaționale

In this article, we explain step by step How to Use European Funds to Automate Your Operational Processes — A Practical Guide for SMEs, what funding programs are relevant, what types of expenses can be financed, how to prepare a competitive application, and how to turn funding into measurable operational value.

Why It’s Worth Accessing European Funds for Automation

Automating operational processes (RPA, ERP/CRM integration, low-code/no-code applications, API integration, streamlined document workflows) reduces errors, minimizes processing time, and increases business scalability. The EU has allocated significant financial instruments for digitalization (Digital Europe, PNRR, ERDF), designed to support companies in adopting advanced technologies. European Funds represent an essential opportunity for small and medium-sized enterprises (SMEs) in Romania that want to automate their operational processes, thus increasing efficiency and competitiveness.

What are European Funds for Automation and How Do They Work?

European Funds for operational process automation are non-reimbursable financing programs managed by the European Union through its member states. In Romania, these funds are administered by the Ministry of Investments and European Projects (MIPE) and are available through several programs: the National Recovery and Resilience Plan (PNRR), the Operational Programme Competitiveness 2021-2027, and the Rural Development Programme.

The funding mechanism operates on the basis of open calls, where companies submit detailed projects describing their current operational processes and the proposed solutions. After evaluation and approval, beneficiaries receive grants ranging from €50,000 to €5 million, depending on the project size and sector of activity.

Relevant European Programs for SMEs That Want to Automate

  • Digital Europe Programme — finances AI adoption, cybersecurity, digital capacity building, and advanced technology deployment.
  • PNRR (National Recovery and Resilience Plan) — in Romania, several components support digital transformation with dedicated funding lines for SME digitalization.
  • Structural Funds (ERDF / ESIF) — regional funds that co-finance investments in IT infrastructure, software, and digital skills.
  • Other instruments: regional grants, national funding programs under MFF 2021–2027, and development-bank instruments (e.g., EIB-backed financing).

Practical Steps to Turn an Automation Idea Into Approved Funding

Practical Steps to Turn an Automation Idea Into Approved Funding

1. Internal Assessment — Define the Problem and the Benefits

  • Identify repetitive processes, processing times, and associated costs.
  • Estimate success KPIs: time saved, error reduction, lower cost per transaction.
    This analysis forms the foundation of the feasibility study in your funding application.

2. Select the Type of Eligible Project

  • Software investment project (ERP/CRM + RPA integration), license acquisition, custom development, or AI adoption pilot.
  • Check available calls and eligibility criteria for each program.

3. Build Your Project Team and Choose Partners

  • Include an internal IT lead, process analyst, software provider — or a company that covers everything end-to-end like ROBORA, and, if necessary, a research/academic partner for advanced projects.
  • Well-defined roles and strong partners improve evaluation scores.

4. Writing the Application — What Evaluators Look For

  • Clear title, measurable objectives (KPIs), phased implementation plan, detailed budget, and sustainability plan.
  • Include risk assessment, employee training plan, and impact indicators. Evaluators appreciate clarity, feasibility, and scalability.

5. Budget and Eligible Expenses

  • Eligible costs: software development/purchase, system integration, licenses, required hardware, consultancy, training.
  • Some costs may be non-eligible — always check the call guidelines.

6. Monitoring, Reporting, and Sustainability

  • Implementation must be measured against the KPIs in the project.
  • Prepare internal reporting processes (monthly/quarterly) and proof of efficient use of resources. Evaluators track real impact post-completion.

Practical Tips to Increase Approval Chances

  • Use data (current vs. projected processing time, error rate, ROI).
  • Highlight sustainability: how the solution will operate after the grant ends (licenses, maintenance).
  • Demonstrate managerial and financial capacity (experience, cashflow, key people).
  • Use relevant keywords in documentation: “operational process automation,” “RPA for SMEs,” “business digitalization,” “operational efficiency”.

Examples of Technologies You Can Finance Through European Funds

Examples of Technologies You Can Finance Through European Funds
  • RPA (Robotic Process Automation) for repetitive tasks.
  • Integrated ERP/CRM systems with automated billing, procurement, order management flows etc.
  • Workflow & DMS systems (document management)
  • AI-powered software robots for OCR, data extraction, document classification etc.
    Technologies must be justified through a realistic ROI estimate.

Useful Resources & Where to Find Open Calls

  • Official EU Funding & Tenders Portal (guides, open calls).
  • National government platforms (e.g. calls: PNRR/POCIDIF).

Conclusion — Turn Funding Into Real Business Value

Accessing European funds for automation is a structured process: identify the problem → choose the right call → build a strong project → implement with clear KPIs. When done correctly, non-reimbursable funding becomes a catalyst that transforms operational efficiency into a long-term competitive advantage and represents a winning strategy for Romanian SMEs, providing essential financial and technological resources for sustainable growth.

With the help of the PNRR and other EU funding programs, costs are no longer a barrier. SMEs companies in Romania can access up to 5 million euros to automate their processes, with their own costs reduced to a minimum(up to 10% own contribution). The potential for savings and increased productivity – 40-60% cost reduction and 300-400% ROI in 2-3 years – makes these programs investments with guaranteed returns.

How ROBORA Can Help

At ROBORA, we offer complete consultancy services for non-reimbursable funding projects and end-to-end implementation of automation solutions (RPA, ERP/CRM integration, workflow & DMS, Implementation of AI tools, ChatBot & Conversational AI). 

We support companies with application writing, project management, and software delivery. Learn more about our non-reimbursable funding services here: https://robora.io/en/non-refundable-funds/.

Contact us today for a free consulting session! Click here

The opportunity is now available. The automated and digital future of your business depends on the decisions you make today.