Academic research is largely characterized by scientific projects striving to advance understanding in their respective fields. Financial support is often subject to the fulfilllment of certain requirements, such as a fully developed knowledge transfer (KT) plan and dissemination strategy. However, the evaluation of these activities and their impact is rarely an easy path to clarity and comprehensiveness, considering the different expectations from project officers and funding agencies or dissemination activities and objectives. With this paper, based on the experience of the management and outreach team of the EU-H2020 APPLICATE project, we aim to shed light on the challenging journey towards impact assessment of KT activities by presenting a methodology for impact planning and monitoring in the context of a collaborative and international research project. Through quantitative and qualitative evaluations and indicators developed in 4 years of the project, this paper represents an attempt to build a common practice for project managers and coordinators and establish a baseline for the development of a shared strategy. Our experience found that an assessment strategy should be included in the planning of the project as a key framing step, that the individual project's goals and objectives should drive the definition and assessment of impact and that the researchers involved are crucial to implement a project's outreach strategy.