Finance Analyst — FP&A & Business Systems

About the company

What’s Promptly in a nutshell

Promptly is building the first patient-centered global evidence network, offering real world data sharing and monetization capabilities. Together with a selected network of Partners, we generate new knowledge from harmonized datasets, augmented with the collection of longitudinal patient-reported data and patient-generated digital biomarkers within a secure and privacy-preserving environment.

We answer the question – is this patient treatment the best it could possibly be?

What’s our purpose

We exist to empower every patient and every health organization on the planet with evidence on the outcomes of care!

Why do we get up in the morning? Well, most healthcare professionals have chosen to work in healthcare driven by their desire to make a difference in patients’ lives. And so have we! We have chosen to follow this calling by addressing the biggest problem in healthcare: the lack of real-world evidence on the outcomes of care.

For us, society denying patients better care due to lack of access to data is unethical, in a world where technology improved so many aspects of our world. Making the right evidence available to healthcare organizations to help prevent one lost life, one care complication, one failed treatment is the moral obligation that big tech companies have – it’s our Hippocratic Oath.

At Promptly, everything we do is driven by our core purpose: to promote better healthcare at lower costs for patients every day, by making health outcomes available.

Finance Analyst — FP&A & Business Systems

The context

Promptly Health runs a federated health data platform used across Europe, and we're building our finance function from the ground up in 2026. It's deliberately lean: transactional accounting sits with an external BPO, while the internal team focuses on planning, analysis, controls and decision support — heavily assisted by AI agents and automated data flows. That only works if the underlying data is trustworthy, which is why this role sits where reporting and systems meet.

Alongside the commercial business, we run a portfolio of R&D and innovation projects supported by EU and national funding and incentive schemes (PT2030, PRR, SIFIDE and Horizon Europe). Those projects carry real money, real deadlines and real audit obligations, and need someone dedicated to their financial execution. That's a defined part of this role — roughly a third of it, concentrated around submission cycles. The financial execution becomes yours; the programme knowledge stays with our funded-projects lead.

The shape of the role

One role · three pillars

Three pillars — and all three are genuinely yours (~50% · FP&A, reporting & OSOT; ~30% · Funded projects; ~20% · Finance ops)

1-FP&A, reporting & OSOT

The monthly pack, budget vs. actual, KPI dashboards — and the Airtable data layer and automations that make all of it trustworthy.

2-Funded projects

Financial execution of PT2030, PRR, SIFIDE and Horizon Europe — cost allocation, evidence files, payment claims — alongside our funded-projects lead.

3-Finance operations

Supplier and contract master data, the accounts payable cycle, the weekly receivables cycle and expense follow-up.

What you'll do

FP&A, reporting & analysis

• Produce the monthly reporting pack and KPI/metrics dashboards — budget vs. actual by department, first-pass variance commentary for the Finance Manager's review, and metrics that mean the same thing in every deck.
• Support the annual budget and forecast cycles.
• Maintain the unit economics and profitability views.
• Turn around ad hoc analyses for the Finance Manager and leadership.

OSOT & automation

• Help build OSOT — our Airtable-based single source of truth for Roster, Suppliers, Clients, Contracts and Departments — working alongside the Finance Manager while it's being stood up, then take it on as its day-to-day operator: master records clean, weekly reconciliation against the ERP (Dynamics NAV).
• Build the automations and work daily with AI agents (Claude) that draft, reconcile and monitor — documenting each process as you design it.

Close & controls

• Monitor the BPO and support the close: check postings and the close package, chase missing items, and investigate flagged variances so sign-off lands on time.
• Review account balances and run the clean-ups they call for.
• Help implement the controls that make financial information reliable, taking on more formal responsibility in our financial governance as you develop.

Funded projects

The financial execution transfers to you; our funded-projects lead keeps the programme relationships and the eligibility rules. Much of the process is manual today, and improving it is part of the job.

• Personnel cost allocation: distribute hours by project, track absences, and prepare the monthly timesheets with employee and manager sign-off.
• Load hours and allocation percentages into each programme's platform.
• Identify and assemble the other eligible costs — services, equipment, third-party invoices — into an audit-ready evidence file per project.
• Prepare and submit payment claims in each programme's own reporting format, by direct platform entry or Excel upload, covering expense detail and the underlying financial flow.
• Manage the submission calendar and compliance obligations across every active project.

Finance operations

The recurring machinery a lean finance function runs on.

• Keep contract data current in OSOT — value, dates, payment terms, renewal windows.
• Supplier onboarding and master data: collecting and validating documentation, keeping supplier records clean and audit-ready.
• Run the accounts payable cycle: route supplier invoices for approval, chase approvers, prepare payment runs for authorisation and resolve supplier queries — with the posting itself handled by the BPO.
• Run the weekly receivables cycle across all clients, escalating to the Finance Manager past agreed ageing thresholds.
• Monthly expense and corporate card follow-up.
• Prepare financial information packs for third parties — tender documentation, auditor requests, client financial questionnaires — with Finance Manager sign-off before anything leaves the company.

Act as backup for the Finance Manager on core recurring tasks.

Tools & approach

Excel (advanced, daily); Financial modelling; Budget vs. actual & forecasting; KPI & unit economics; Airtable · OSOT; AI agents (Claude); Dynamics NAV; BI tooling; PT2030 · PRR · SIFIDE; Horizon Europe; SNC · IFRS basics

You'll thrive here if you

• Hold a degree in finance, management, economics or accounting — with 1–3 years in FP&A, controlling, audit or corporate finance, or as a recent graduate ready to learn quickly and take real responsibility.
• Have proven advanced Excel skills — you build and fix models, you don't just fill them in.
• Think in structured data: tables, relationships, reconciliations. You're only comfortable with a number once you can trace it to its source.
• Are rigorous and genuinely at ease with deadline-driven, documentation-heavy work — month-end and funding submissions both reward precision over improvisation.
• Communicate clearly in English — it's our working language and all our deliverables are written in it.
• Take ownership: you'd rather run a process end-to-end than execute isolated tasks.

Bonus points if you

• Have automated something in your own work — a script, an Airtable or Notion automation, an AI agent that saved you a morning a week.
• Have worked with an ERP (Dynamics NAV, SAP, Primavera) or a BI tool (Power BI, Looker, Metabase), or can write basic SQL.
• Have hands-on experience with PT2030, PRR, SIFIDE or Horizon Europe: payment claims, cost allocation, eligibility rules, and platforms like Balcão dos Fundos or the EU Funding & Tenders Portal.
• Have seen a finance function scale, or been part of building one.

What you'll gain

A front-row seat while a finance function is designed rather than inherited. You'll work directly with the Finance Manager and leadership on the numbers that drive real decisions, own the data layer the whole company reports off, and build an AI-first way of working that most finance teams are still only talking about. Add a funded-projects workstream that's genuinely yours — with an experienced colleague beside you while you learn it — and you'll leave with a skill set that compounds unusually fast: analysis, controls, systems, automation and grants execution.

Position

• Remote-first
• Full-time
• Based in Portugal (north)

What we offer

Ownership & Growth

• Ownership, defining your own career pathway
• A unique growth opportunity, being one of the firsts on a fast-growing team that will make healthcare better and have a significant impact in people’s lives
• Fantastic working environment, with a young and enthusiastic, and talented 100+ team coming from highly reputed players from Healthcare to Unicorn Startups, and leading Multinational

Financial Benefits

• Competitive salary
• Annual performance bonus
• Equity compensation via our ESOP (open to all team members)
• Annual training allowance
• Private health insurance
• Home-office equipment allowance

Non-Financial Benefits

• Equal opportunity and inclusive environment
• Flexible work schedule and vacation policy
• Corporate events and international team gatherings

Privacy notice for applicants

Promptly - Software Solutions for Health Measures, S.A. (“Promptly”) is the controller of the personal data contained in your application. We process that data to manage our recruitment activities: reviewing applications, organising and conducting interviews, tests and assessments, evaluating candidates, communicating with you throughout the process and, where an offer is made, preparing your hiring. We do so on the basis of the steps taken at your request prior to entering into a contract, and of our legitimate interest in selecting suitable candidates for the role. Your data is accessible only to the members of the Promptly team involved in the selection process and to service providers that support the tools we use to manage it, acting on our instructions and bound by confidentiality and data protection obligations. We do not use your data for purposes unrelated to recruitment, we do not share it with third parties for their own purposes, and we do not take decisions about you based solely on automated processing.

If you are not selected, we keep your application for up to 12 months so that we may contact you about future openings that match your profile. You may ask us to delete it at any time, and we will do so.

You have the right to access, rectify, erase, restrict and port your personal data, and to object to its processing. To exercise these rights, or to ask any question about how we handle your data, write to dpo@promptlyhealth.com. You may also lodge a complaint with the Portuguese supervisory authority (Comissão Nacional de Proteção de Dados - CNPD).

Applicant declaration

By submitting this application, I confirm that the information provided by me, and in any documents attached to it, is true and complete to the best of my knowledge, and that I have not omitted any material fact. I confirm that I have disclosed any previous employment or engagement with Promptly. I accept that if any of the information provided is false or incorrect, my application may be rejected, any offer of employment may be withdrawn and, where employment has already begun, this may constitute grounds for disciplinary action, including termination, in accordance with applicable law.