The proof of use decides whether you keep the grant. What needs to be included, which deadlines apply, and the most common mistakes from practice.
The proof of use is the settlement of your funded project towards the approving authority: it demonstrates that the money was spent for its intended purpose. It usually consists of two parts, a factual report describing what was implemented, and a financial proof with invoices and payment receipts. Anyone who submits it too late, incomplete, or contradictory risks the reclaim of the entire grant, even with a professionally flawless project.
The deadline is stated in the approval notice and varies by program. A documented example: for the BAFA advisory funding the proof of use must be complete at the latest six months after the information letter, otherwise the grant lapses. A calendar entry on the day of approval is the simplest safeguard. How the path there looks is shown in our article BAFA application step by step.
In case of missing the deadline, the approving authority can reclaim the grant in whole or in part, even if the project was implemented properly. Some authorities send one reminder, but there is no legal claim to this. The deadline from the approval notice must therefore be taken just as seriously as the application deadline before the project start.
No, in addition to the invoice, the flow of payment is checked, usually via bank statement or transfer receipt. The amounts must match the approved cost plan, and the factual report must explain what the figures prove. Contradictions between the report, invoice, and notice are the most common reason for follow up questions.
The recipient of the grant, meaning your company, is always responsible. However, a good service provider delivers the building blocks on time: the report on the service provided, clean invoices matching the cost plan, and the project documentation. At NordFlux, these documents are created alongside the project, so that the proof is a mere formality at the end.
Yes, for multi year projects, the ancillary provisions of most grant notices require annual interim proofs, usually by a fixed deadline after the end of the budget year. They follow the same logic as the final proof: status report plus figures. Anyone who keeps the receipt filing from the start of the project handles the interim and final proof from the same folder.
Generally yes: approving authorities ask about discrepancies and set an additional deadline, but there is no legal claim to this. Answer follow up questions completely and within the set deadline, because an unanswered inquiry is treated like a missing proof and can trigger a reclaim.
NordFlux builds digital employees for organisations: automations and AI agents that take over repetitive work. You stay in control.
Almost every grant application requires a de minimis declaration. What it means, how the 300,000 euro threshold works, and what you need to enter.
The complete BAFA application process: choose consultant, apply online, conduct consultation, submit proof of use, receive payment.
BAFA funding 2026: The cost cap rises to 3,500 euros, and the distinction between young and established companies is dropped. What this change means for SMEs.
A late or incomplete proof of use can cost you an already approved grant retroactively, for BAFA consulting as soon as six months in. We support your automation or AI project from the application through to the finished proof of use, with all the documentation the awarding authority actually requires.
