BAFA proof of use: documents, deadline, mistakes

The most important points at a glance

Proof of use no later than six months after the information letter.
Documents: Form, SME/de minimis declaration, Charter of Fundamental Rights declaration, report, invoice, bank statement.
Most common mistake: Consulting agreement signed before the information letter signed.
Only bank statement or bank confirmation counts as proof of payment.

The BAFA proof of use is the final step before payment: no later than six months after receipt of the information letter you submit the signed form, the SME and de minimis declaration, the declaration on the EU Charter of Fundamental Rights, the consulting report, the invoice, and the bank statement showing payment. Errors at this stage can, in the worst case, cost you the entire grant.

Overview of the documents

Proof of use form, signed.
SME declaration and de minimis declaration.
Explanation of the EU Charter of Fundamental Rights.
Consulting report, signed by the company and consultant.
Invoiceof the consultant.
Account statement confirming full payment of the invoice.
For companies in their first year after founding: the confirmation of the information meeting with the regional contact person.

The deadline: six months from the information letter

The deadline begins upon receipt of the information letter from the central office – not at the end of the consultation. Plan the consultation so that there is enough buffer time between completion, report, invoice, and payment.

The most common mistakes

1. Started too early

The consultation may only begin after the information letter. Also, a a consulting contract signed beforehand already counts as the start – and excludes funding.

2. Not paid in full or not paid by bank transfer

The invoice must be paid in full by bank transfer including VAT. Cash payment or offsetting against counterclaims excludes the grant.

3. Incorrect proof of payment

Only a bank statement or a bank confirmation counts as proof. A transaction overview from online banking or a transfer receipt is not sufficient.

4. Report without recommendations for action

The consulting report must include the initial situation, weaknesses and concrete, actionable recommendations – and be signed by both parties. A mere record or presentation is not sufficient.

5. More than five consulting days

A maximum of five consulting days is eligible for funding. Report preparation and travel time do not count, but should be clearly separated on the invoice.

6. Deadline missed

Anyone who exceeds the six-month period risks losing the grant. Set the deadline in your calendar as soon as you receive the information letter.

Checklist before submission

Is the date of the consulting contract after the information letter?
Is the report complete and signed by both parties?
Has the invoice been paid in full by bank transfer?
Is a bank statement or bank confirmation attached?
Are all declarations signed?
Six-month deadline met?

Describe the entire process from application to paymentApply for BAFA consulting funding and the page BAFA consulting funding. As a consultant registered with BAFA, we support you with the report and documents – contact via Contact page.

What belongs in the consulting report

Initial situation: How is the company structured, which topic was examined?
Analysis:What was reviewed, which weaknesses were identified?
Recommendations for action: concrete, actionable steps with justification.
Implementation notes: sequence, responsibilities, and, where applicable, timeframe.
Signatures by companies and consultants.

Prepare the invoice correctly

List consulting days individually, with date.
Show report preparation and travel expenses separately – they do not count as consulting days.
Show VAT; the full amount must be paid.
Issue the invoice only after the consulting has been completed.

After submission

The coordination office and BAFA review the documents. If anything is missing, there is usually a request for additional information – respond promptly. Once the review is successful, the grant is transferred to your company’s account.

Our support

bettersorted is a consultant registered with BAFA and authorized INQA coach with a focus on digitalization and AI, based in Schwerin and co-founder of the KI|werk MV network. Among other things, we have supported the DRK Mecklenburg-Vorpommern in the strategic introduction of AI and the Pumpenallianz Nord in AI consulting. In our BAFA consulting, we prepare the report so that it meets the requirements, and review the documents for the proof of use together with you.

Timeline of a BAFA consultation

Application via the BAFA platform.
Information letter from the central office – from now on, six months begin.
Consulting agreementsign, carry out the consultation (max. five days).
Consulting report prepare and sign.
Invoice receive and pay in full by bank transfer.
Bank statementsecure via payment.
Proof of usesubmit with all documents.
Review and paymentof the grant.

Special case: young companies

Companies that are still in their first year after founding at the time of application must first attend a free information meeting with a regional contact person – usually the Chamber of Industry and Commerce or the Chamber of Crafts. The confirmation must be included in the proof of use.

Who is not eligible to apply

Regardless of documents and deadlines, the following are excluded, among others: management consultancies, tax advisors, lawyers, auditors, non-profit organizations, and companies with public-sector ownership. Details on the page BAFA consulting funding.

Example: a proof of use in figures

A company in Mecklenburg-Western Pomerania receives five days of consulting on digitalization and AI; the fee is €3,500 net plus VAT. The company pays the full invoice by bank transfer and submits the bank statement. At a funding rate of 80%, the grant amounts to €2,800, with the company’s own contribution at €700 net. In Hamburg, the grant would be 50%, i.e. €1,750. The example is illustrative and follows the values set out in the guideline.

About bettersorted

bettersorted is an AI consulting and automation company from Schwerin. We are a BAFA-registered consultant, an authorized INQA coach, and co-founder of the KI|werk MV network; our practical experience comes from the social economy, skilled trades, and mid-sized businesses. Our solutions run on servers in Germany, with transparent workflows instead of a black box.

Frequently asked questions

By when must the BAFA proof of use be submitted?

No later than six months after receipt of the information letter from the central office.

Which proof of payment is accepted by BAFA?

Only a bank statement or a bank confirmation of full payment. Transaction overviews from online banking and transfer receipts are not sufficient.

What happens if the consulting started before the information letter?

Then the consulting is not eligible for funding. The signing of the consulting contract already counts as the start.

Does the consulting report have to be signed?

Yes. The consulting report must be signed by your company and by the consultant and is part of the mandatory documents for the proof of use.

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

BAFA proof of use: documents, deadline and the most common mistakes