What does a grant consultant cost in Germany? Fee models, contract terms and eligibility

Grant consulting fees in Germany are not regulated: there is no official fee schedule (Gebührenordnung) and no reliable market statistic that would support a “typical” price or percentage. Consultants (Fördermittelberater) agree fees freely, usually as a fixed fee, an hourly or daily rate, a success fee, or a mix. What protects you is not the model itself but a clear written contract covering scope, payment dates and what happens if the application fails or funds are clawed back.

Four fee models

For context: in its information sheet on choosing consultants, Germany’s Federal Office for Economic Affairs and Export Control (BAFA) says daily rates for general business consulting range from EUR 600 to EUR 5,000 in its experience. This is not a market figure for grant consulting, but it shows how wide the range is. BAFA also advises looking at total cost including travel and expenses.

Success fees: the details that matter

1. Basis: is the percentage applied to the approved amount, the amount actually paid out, or total project costs? In multi-year projects the approved amount is often much higher than what is finally paid.
2. Due date: is the fee due on approval or in step with each payment? German grants are usually paid only after funds requests, so an immediate fee can strain cash flow (see funding rates and own contribution).
3. Clawbacks: what if the funding body cuts, revokes or reclaims funds? A fair clause reduces or refunds the fee proportionally, at least where you are not at fault.
4. Follow-up applications: does the fee also cover later applications in the same programme?
5. Minimum fee: some contracts include an effort-based fee even on rejection. That is legitimate if clearly stated in euros.

For Germany’s tax-based research allowance, the benefit is assessed per financial year and offset against tax, so the contract should state which year and which assessed amount a success fee refers to.

Contract checklist

• Scope: eligibility check, programme selection, proposal text, budget, submission, follow-up questions. Are funds requests, interim reports and the final proof of use (Verwendungsnachweis) included or billed separately?
• Your obligations: documents and staff time required.
• Fees and due dates: amounts, timing, expenses, VAT.
• Rejection, reduction, clawback: a clear rule for each case.
• Term and termination: minimum term, exclusivity, withdrawal rights.
• Confidentiality and data protection.
• Conflicts of interest: does the consultant receive commission from third parties?
• Liability: you remain responsible for the content of the application; false statements to funding bodies can be a criminal offence in Germany (subsidy fraud, § 264 of the Criminal Code).

BAFA’s information sheet also warns against fees tied to your future turnover and against cheap introductory analyses designed to sell expensive follow-up work.

Are consulting costs fundable?

Mostly not, or only to a limited extent. The BAFA consulting grant excludes consulting that predominantly concerns funding, so pure grant consulting cannot be subsidised through it (see our BAFA consulting grant guide). In project funding, application costs arise before the approved start and are often ineligible. Under the research allowance, eligible costs are mainly staff costs, contract research, own work, depreciation of certain assets and, from 2026, an overhead flat rate; consulting fees for the application are not among them. Ask your tax adviser whether fees are deductible as business expenses.

Which model fits which job?

• Eligibility check or first assessment: limited scope, so a fixed fee or a capped number of hours is easy to budget.
• Well-structured application with a reasonable chance of success: fixed fee or hybrid.
• Large, uncertain application, for example in a competitive EU call: hybrid with a moderate base fee; a pure success fee is risky for the consultant and priced accordingly.
• Support after approval: hourly or daily rate with a cap, or a fixed fee per report.

A pure success fee also creates an incentive to apply for as much as possible. Make sure the budget and work plan match what you really intend to do, because you will have to explain deviations to the funding body later.

Comparing offers

Get at least two written offers and convert each into euros for three scenarios: full approval, reduced approval and rejection. That makes fixed fees and success fees comparable. Our guide on choosing a grant consultant has a checklist, and the grant consultant directory lists providers.

Please note: we do not broker consultants and we do not take commission.

Sources

• BAFA: Funding for SME business consulting
• BAFA: Funding guideline for SME business consulting (German)
• BAFA: Information sheet on choosing a consultant, as of 1 January 2023 (German)
• Research Allowance Act (FZulG)

This guide does not replace tax or legal advice; the programme guideline and the grant decision of the funding body are binding.