BAFA funding for AI consulting: How a funded AI potential analysis works

An AI consulting is eligible for funding under the BAFA consulting grant if it is structured as a management issue: Where can AI be used sensibly in the company, what does it deliver, and in what order? BAFA subsidizes 50% or 80% of up to €3,500 in consulting costs, for applications up to 31.12.2026. The result is a consulting report with a roadmap – the company pays for implementation itself.

The grant in figures

• 80 % (up to €2,800) in the new federal states as well as the Lüneburg and Trier regions.
• 50 % (up to €1,750) in the old federal states, in Berlin and in the Leipzig region.
• Assessment basis: consulting costs of no more than €3,500 net, a maximum of five consulting days.

A possible process over five consulting days

The following process is an example; scope and focus depend on your company.

Day 1: Initial situation

Discussions with management and the teams, review of processes and systems. Where is time lost, where are tasks repeated, where do errors occur?

Day 2: Identify areas of application

Matching processes with proven AI applications: inquiries by phone and chat, documents and receipts, internal knowledge, quotations. An overview of typical areas is provided by Possible applications of AI in SMEs.

Day 3: Evaluate and prioritize

Each area of application is assessed according to benefit, effort, data situation, and risk – following the pattern from Which processes should be automated?.

Day 4: Framework conditions

Data protection, EU AI Act, internal rules for the use of AI, employee training, and the question of which systems need to be connected.

Day 5: Roadmap and report

Specific recommendations for action with sequence, responsibilities, and a rough estimate of effort. The consulting report is signed by both parties.

What is not funded

Software, licenses, programming, and the setup of AI solutions are not consulting. Workshops and group training sessions are also excluded. Those who want support with implementation will find a suitable complement in INQA-Coaching – see Have the introduction of AI subsidized through INQA-Coaching.

Requirements at a glance

• SMEs with registered office and business operations in Germany, operating commercially or as freelancers.
• Among those not eligible to apply are, among others, management consultancies, tax advisors, lawyers, non-profit companies, and associations.
• Application before the start of the consulting; sign the contract only after the information letter has been received.
• Pay the invoice in full by bank transfer, provide proof of use within six months – see BAFA proof of use.

bettersorted is registered with BAFA and advises on digitalization and AI – more on the page AI consulting. Whether your company is eligible to apply is shown by the Funding Check.

Typical outcomes of a subsidized AI consulting project

• Overview of processes with the greatest potential for relief
• Evaluated list of possible AI applications with benefits and effort
• Recommendation for an initial step that can be implemented quickly
• Framework conditions: data protection, rules for AI, qualification
• Roadmap for the coming months

After the consultation: what can happen next

The company pays for implementation itself. For the supported introduction with employees, INQA-Coaching may then be an option – for a different project than the subsidized BAFA consultation. For software and hardware, some federal states offer their own programs, such as the Digitalbonus in Bavaria; an overview is provided by Funding opportunities for companies in Germany.

BAFA or INQA for the AI project?

• Program operator: BAFA (Federal Office for Economic Affairs and Export Control) – INQA-Coaching: Federal Ministry of Labour and Social Affairs
• Grant: BAFA 80% (new federal states, Lüneburg, Trier) or 50% – INQA 80% nationwide
• Scope: BAFA up to €3,500 in consulting costs, max. 5 days – INQA up to 12 days at max. €1,200 each
• Format: BAFA individual consulting with report – INQA participation-oriented process with lab team
• Duration: BAFA applications until 31.12.2026 – INQA vouchers until 30.06.2028
• Frequency: BAFA up to 2 per year, 5 in total – INQA once per company

Who we are

bettersorted is a BAFA-registered consultant and authorized INQA coach with a focus on digitalization and AI, based in Schwerin and co-founder of the KI|werk MV network. We have supported, among others, the DRK Mecklenburg-Vorpommern in the strategic introduction of AI and the Pumpenallianz Nordin an AI consulting engagement.

Preparation: How to get the most out of five days

• Describe processes in advance at a high level: Who does what with which program?
• Collect figures: inquiries per week, invoices per month, calls per day.
• Identify contacts from the relevant departments and block out time slots.
• Ask the team about previous experience with AI tools.

Frequently asked questions from management

• “Isn’t it too early for us?” – Especially at the beginning, an analysis helps avoid costly wrong decisions.
• “We don’t have an IT department.” – That is normal for SMEs; the consulting takes your resources into account.
• “What happens to our data?” – Data protection is an integral part of the consulting process.

Which AI topics are suitable for five consulting days

• Improve accessibility: support phone calls and inquiries with AI
• Relieve administration: automatically process receipts, emails, and documents
• Secure knowledge: make internal knowledge searchable
• Support sales: pre-qualify inquiries, prepare quotations
• Creating the framework: AI policy, data protection, training

Each consulting engagement should focus on one main topic; a second topic can be covered in a separate consultation.

Frequently asked questions

Is an AI consultation subsidized by BAFA?

Yes. Consulting on where and how AI can be used sensibly in a company is a matter of management and is therefore eligible for funding – with a 50% or 80% grant, for applications submitted by 31.12.2026.

How high is the BAFA grant for an AI consultation?

Up to €2,800 (80%) in the new federal states as well as the Lüneburg and Trier regions; otherwise up to €1,750 (50%), in each case based on a maximum of €3,500 in consulting costs.

Does BAFA also fund the introduction of AI software?

No. Only the consulting is funded. The company must cover software, licenses, and programming itself.

How long does a BAFA-funded AI consulting project take?

A maximum of five consulting days, which do not have to be consecutive. Report preparation and travel time are not counted.

As of: October 2026. Only the currently valid version of the funding guideline is authoritative.