How to get consulting and advisory fees reimbursed with small business grants

Hiring a consultant can help you fix real business problems—cash flow gaps, weak sales strategy, or unclear growth plans. The challenge is cost. Many Canadian small business grants will reimburse part of your consulting and advisory fees, if you follow the rules. Some programs cover up to 75% of eligible professional fees, but only when the work meets strict criteria.

Canadian grant programs often pay you back for a portion of consulting costs, but only if you understand how the process works, know which expenses qualify, and avoid the most common mistakes.

How consulting fee reimbursement works in Canadian small business grants

Most programs do not pay consultants directly. Instead, you pay the consultant first, then claim reimbursement after the work is completed and approved.

Here is the typical structure across consulting advisory grants in Canada:

Reimbursement-based funding: You submit paid invoices and proof of payment.
Cost-share model: The grant covers a percentage of fees, not 100%.
Defined scope of work: Consulting must address a specific business problem.
Pre-approval required: Costs incurred before approval are usually ineligible.

Example: Consulting Advisory Services (Metro Business Opportunities)

The Consulting Advisory Services program is a clear example of how these grants work in practice.

Funding amount: Up to 75% of professional fees, capped at $5,000
Type of funding: Repayable
Who can apply: Small businesses and non-profits located in St. John’s or Mount Pearl, NL
Eligible costs: Third-party consulting and advisory services tied to a specific challenge
Key rule: The business must apply, not the consultant

This program reimburses consulting costs only after the proposal and consultant are approved.

Eligible and Ineligible Consulting Costs

Understanding what consulting fees can and cannot be reimbursed is key to a successful grant application.

What types of consulting and advisory fees are usually eligible

While each grant is different, reimbursable consulting fees often include:

Strategic planning and business diagnostics
Financial analysis and cash flow forecasting
Marketing strategy and sales process reviews
Operations improvement and process design
Growth, export, or expansion planning

The consulting must solve a defined problem, not provide general advice. Programs like Consulting Advisory Services require the proposal to clearly link the consultant’s work to a gap, deficiency, or opportunity in your business.

GrantHub’s eligibility matcher can help you filter programs by province and industry, so you can focus on grants that explicitly allow professional fees.

What expenses are usually not reimbursed

Many applications fail because businesses assume all professional services qualify. Commonly excluded costs include:

Ongoing retainers or monthly advisory services
Internal staff time or founder compensation
Legal services unrelated to business improvement
Consulting work started before approval
Generic coaching with no defined deliverables

Always check whether the program allows arm’s-length consultants only. Some grants will not reimburse work done by related parties or existing advisors.

How to apply for a consulting fee reimbursement grant

Follow these steps to increase your chances of approval:

Define the business problem
Be specific. For example, “low customer retention” is stronger than “marketing help.”
Select a qualified consultant
The consultant must have relevant experience and provide a detailed proposal.
Get pre-approval
Programs like Consulting Advisory Services require approval before work begins.
Complete the consulting project
Stick to the approved scope and timeline.
Submit invoices and proof of payment
Reimbursement is based on actual costs paid by your business.

Common mistakes to avoid

Starting work before approval
Most grants will reject expenses dated before the approval letter.
Letting the consultant lead the application
For Consulting Advisory Services, the request must be initiated by the business, not the consultant.
Using vague project scopes
“Business advice” is too broad. Programs want clear deliverables.
Ignoring repayment terms
Some advisory programs are repayable, even though they function like grants.

Frequently Asked Questions

Q: Can small business grants cover 100% of consulting fees?
No. Most programs use a cost-share model. For example, Consulting Advisory Services covers up to 75% of fees, capped at $5,000.

Q: Are consulting reimbursement grants only for startups?
No. Many programs support established SMEs and non-profits, as long as the consulting addresses a defined business challenge.

Q: Do I need to pay the consultant upfront?
Yes. Reimbursement grants require you to pay first and claim eligible costs afterward.

Q: Are advisory grants always non-repayable?
No. Some programs, including Consulting Advisory Services, provide repayable funding rather than a non-repayable grant.

Q: Can I use my existing accountant or advisor?
Sometimes. Programs often require arm’s-length consultants and may exclude ongoing service providers.

GrantHub tracks hundreds of active grant programs across Canada—use it to check which ones match your business profile and allow consulting and advisory fees.

Next steps

If consulting support could move your business forward, start by identifying the problem you need solved and the type of advisor required. Then look for grants that explicitly reimburse professional fees and match your location and industry. GrantHub helps you compare advisory-focused programs and see which costs are eligible before you apply.

See also:

What Business Expenses Are Eligible Across Canadian Grants and Loans?
Repayable vs Non-Repayable Business Funding in Canada: Program Examples Explained
What Skills and Support Do Canadian Business Accelerator Programs Provide?

How to get consulting and advisory fees reimbursed with small business grants