Finding AI consultants: How to recognize a good AI consultancy

A good AI consultant is recognized by the fact that they first want to understand your processes and only then talk about tools. Look for verifiable references, a clearly described outcome, independence from individual vendors, and knowledge of data protection and the EU AI Act. And check early whether the consultant is eligible for funding – otherwise you may miss out on up to 80% in grants.

9 criteria for selecting

1. Understands your business: Asks about processes, bottlenecks, and goals before tools come into play.
2. Independent of individual tools: Can explain why a solution fits – and also when AI is not the right answer.
3. Verifiable references: Real projects with names or at least a clearly described initial situation, not just logos.
4. Concrete result: It is clear in advance what will be delivered at the end – report, prioritized use cases, roadmap.
5. Data protection and AI Act: Knows the requirements for data processing, data processing agreements, and the obligations under the EU AI Act .
6. Involves your team: Workshops and training are part of this, because AI only works when employees use it.
7. Can be implemented, but does not have to be:A consultant with implementation experience estimates effort realistically; the decision of who carries out the implementation remains with you.
8. Eligible for funding:Registered with BAFA or an authorized INQA coach – only then is the consulting eligible for a grant.
9. Transparent costs:Scope in hours or days, clear description of services, follow-up costs specified.

Warning signs

• Guaranteed savings in percent before anyone has seen your processes
• Every question is answered with the same product
• No references or only anonymous success stories without the initial situation
• Customer data is to be sent to any cloud services without review
• "AI for everything" – without prioritization based on benefit and effort

Questions for the initial consultation

• How do you proceed, and what is the result at the end of the consulting process?
• Which comparable projects have you supported – and what were the outcomes?
• How do you take data protection and the EU AI Act into account?
• Which tools do you use, and what does the selection depend on?
• Are you registered with BAFA or an INQA coach? Who takes care of the funding application?
• How do you involve our employees?

Funding: What matters when choosing a consultant

For the BAFA consulting subsidy the consultant must be registered with BAFA; what this means is explained in the article BAFA consultant. For the INQA-Coaching you need an authorized INQA coach – how to find one is explained in the article Find an INQA coach.

The consulting itself is eligible for funding. The BAFA consulting grant covers 80% of consulting costs in the new federal states as well as the Lüneburg and Trier regions (maximum €2,800) and 50% in the rest of Germany (maximum €1,750); it was extended in October 2026 until the end of 2028. For a longer, guided rollout with your team, there is INQA-Coaching with 80% of up to €1,200 per day for up to twelve days. The funding covers the consulting, not software or implementation. Which program is the right fit is shown by the Funding check.

Consultancy, agency or IT service provider?

Not every project needs consulting. If you already know exactly which solution you want, an implementation partner is the better fit. The article shows when which partner is the right choice AI consulting, AI agency or IT service provider.

From practice

The DRK Mecklenburg-Vorpommern faced the challenge of making AI usable across multiple associations – there was a lack of a unified strategy, know-how at management level, and concrete use cases. The consulting process resulted in a master plan for the step-by-step, GDPR-compliant introduction, practical AI workshops for the managing directors of the district associations, and an analysis of use cases for recruiting volunteers. Today, the management teams can assess and steer AI projects themselves.

How we advise is explained on the page AI consulting.

Frequently Asked Questions

How can I tell whether an AI consultancy is reputable?

By a clearly described outcome, verifiable references, independence from individual tools, and knowledge of data protection and the EU AI Act. A reputable consultancy also says when AI is not the right solution.

Does an AI consultant have to be certified?

There is no legally protected title of “AI consultant.” For funding, it is important that the consultant is registered with BAFA or is an authorized INQA coach.

Can the AI consulting be subsidized?

Yes. The BAFA consulting grant covers up to 80% of consulting costs (maximum €2,800), and INQA-Coaching covers 80% of up to €1,200 per day for up to twelve days.

Should the consultant also be able to implement?

It helps because they can assess effort and feasibility more realistically. However, you should be free to decide who carries out the implementation.

As of October 2026. Funding conditions may change; the applicable guidelines in force at the time are decisive.