INQA-Coaching process: From the initial consultation to reimbursement in seven steps

The INQA-Coaching takes place in seven steps: free initial consultation at an INQA consulting center, coaching voucher, selection of an authorized coach, coaching in three phases, full payment, reimbursement of 80%, and a closing meeting. The coaching must be completed within seven months of the voucher being issued.

Step 1: Initial consultation at an INQA consulting center

The starting point is always the free initial consultationat an INQA consulting office (IBS). It checks whether your company meets the requirements – including SME status, at least two years on the market, at least one full-time position subject to social insurance contributions – and whether it is ready for a participatory process. The detailed requirements are listed in INQA-Coaching requirements.

Step 2: The coaching voucher

If everything fits, the consulting office issues the INQA-Coaching voucherfrom. From that date, seven months are available for the coaching. Under the guideline of 12 June 2026, vouchers will be issued until 30 June 2028.

Step 3: Choose an authorised coach

Only authorised INQA coaches are permitted to carry out subsidised coaching. The advisory centre may not recommend a specific coach – you choose one yourself, for example via the INQA coach map. What matters here is described in Find an INQA coach.

Step 4: The coaching in three phases

The coaching follows a defined agile method with a steering committee made up of management and employees and a lab team, which develops the solutions:

• Initial phase: Define topics and objectives, appoint the lab team, kick-off workshop.
• Innovation phase: The work programme is implemented in defined work phases, each with a moderated planning and review session.
• Learning phase:Evaluate the results together so that the company can continue the process independently.

Up to twelve consulting days are subsidized. Coaching usually takes place on site; digital appointments are possible as long as no employees are excluded as a result.

Step 5: Payment

The funding follows the reimbursement principle: your company initially pays the coach’s invoice in full.

Step 6: Reimbursement of 80%

After completion and review, 80% of the eligible fee is reimbursed – up to €1,200 per consulting day. How this translates into euros is shown by INQA funding: costs and own contribution.

Step 7: Closing meeting

Three to six months after the coaching, a closing meeting is held with the advisory centre: What has become of the results, what will continue?

Scheduling

Coaching vouchers are available until 30 June 2028, and the coaching must be completed by 31 December 2028. Anyone who starts late may have less than seven months available. Plan the initial consultation early — which advisory centre is responsible in your city is listed in our city articles on the page INQA-Coaching.

bettersorted is an authorized INQA coach with a focus on digitalization and AI. Whether your company meets the requirements is shown by the funding check.

What funding period applies to the current INQA coaching program?

The basis is the guideline of 12 June 2026 (BAnz AT 22.06.2026 B2), valid until 31.12.2029. After that, coaching vouchers will be issued until 30 June 2028; later only with the approval of the BMAS. Each coaching must be completed within seven months after the voucher is issued, but no later than 31 December 2028. So anyone who only starts in spring 2028 should calculate carefully how much time remains.

What companies should prepare

• Proof of SME status and market presence for at least two years
• Information on employees (at least one full-time position subject to social security contributions)
• Brief description of the topic and objectives
• Names of the people for the steering committee and lab team
• Time slots for coaching appointments at the company

Roles in the coaching process

Steering committee

Management and employee representatives steer the process and make decisions.

Lab team

Employees from the affected areas develop and test solutions.

INQA-Coach

Facilitates, contributes methods and expertise, but does not impose ready-made solutions from outside.

Who we are

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 others, we have supported the DRK Mecklenburg-Vorpommern in the strategic introduction of AI and the Pumpenallianz Nord in an AI consulting project.

Typical stumbling blocks in the process

• Started too late: Seven months pass quickly when it is difficult to find appointments in the company.
• Lab team too small or too large: Representatives from the affected areas are needed, but the team must remain workable in size.
• Unclear goals:Without a clear focus, the work phases become scattered.
• Forgetting liquidity:The coaching is paid for first; the grant comes later.

INQA-Coaching and BAFA compared

INQA-Coaching supports a longer process with employee involvement nationwide at 80%. BAFA consulting funding subsidizes a short individual consultation – at 80% only in the new federal states as well as Lüneburg and Trier, otherwise at 50%, and only for applications submitted by 31.12.2026. The detailed comparison is shown by INQA-Coaching or BAFA funding.

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 sector, skilled trades, and SMEs. Our solutions run on servers in Germany, with transparent workflows instead of a black box.

Frequently Asked Questions

How does an INQA coaching process work?

Free initial consultation at an INQA advisory center, issuance of the coaching voucher, selection of an authorized coach, coaching in the initial, innovation, and learning phases, payment, reimbursement of 80%, and a closing meeting three to six months later.

How long does an INQA coaching last?

It must be completed within seven months of the coaching voucher being issued. Up to twelve consulting days are funded.

May the advisory center recommend a coach?

No. The INQA advisory center may not recommend any specific coach. The company selects an authorized INQA coach itself.

Until when are INQA coaching vouchers available?

According to the guideline, from June 12, 2026 to June 30, 2028. The coaching must be completed by December 31, 2028 at the latest.

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