SBIR Submission on Government Portals
- josh84483
- May 7
- 4 min read
Updated: 7 hours ago
How to Apply to SBIR Grants: Part V
Welcome to the SBIR Grant Writers Series
This is the final part of Akela Consulting's SBIR Grant Writers Series, designed to guide you through every step of the SBIR process. In previous articles, we covered portal registration, finding the right opportunities, preparing to write, and creating a compelling application. Now, we'll tackle the crucial final step: successfully submitting your proposal.
Series Overview:
Part 4: Writing a Winning SBIR Proposal
Part 5: Submitting Your SBIR Proposal on Government Portals
At Akela Consulting, our team of SBIR grant consultants helps small businesses navigate this complex process, ensuring they meet every requirement and submit competitive proposals. Whether you're just getting started or looking to refine your approach, we're here to guide you.
The Final Hurdle: SBIR Submission
After all the hard work of researching, preparing, and writing your SBIR proposal, the submission process might seem like a mere formality—but underestimating this step can be costly. Government submission portals present unique challenges that require planning and patience.
Submit Your SBIR Proposal Early—Very Early
Submitting on government platforms can be frustrating and somewhat daunting. The most important advice we can offer is: don't wait until the last minute. Many government portals experience significant slowdowns or even complete crashes on submission deadlines as hundreds of applicants try to upload simultaneously.
We recommend submitting at minimum one full day before the deadline—ideally 2-3 days early. This buffer gives you time to:
Resolve unexpected technical issues
Address any formatting problems identified by the system
Confirm all components have been properly uploaded
Make last-minute corrections if necessary
Remember: a perfect proposal that misses the submission deadline has zero chance of funding. Even a proposal that could use additional polishing but meets the deadline has a fighting chance.
Common Submission Challenges
Each agency's portal has its own quirks and requirements. Here are some common issues to prepare for:
File Size Limitations: Government systems often have strict file size limits. Large graphics, charts, or supporting documents may need to be compressed or divided.
Format Conversion Problems: Some portals convert your uploaded documents to their own format, which can disrupt careful formatting. When possible, review the converted document before final submission.
Sequential Form Completion: Many portals require you to complete forms in a specific sequence, and you cannot skip ahead. Plan time to work through each section methodically.
Attachment Verification: Systems may have specific requirements for how attachments are labeled or formatted. Double-check that all attachments appear correctly in the system.
SBIR Submission Confirmation
One crucial step that's often overlooked: make sure you receive official confirmation that your submission was successfully received. Depending on the agency, this confirmation might come in different forms:
An email confirmation with submission details
A unique submission number displayed on screen
A confirmation page you can print or screenshot
A status change in your portal account
Don't consider your submission complete until you have this confirmation in hand.
The Waiting Game
After submission comes the waiting period. Typically, you can expect to wait 3-5 months before hearing back from different agencies. This extended timeline is why it's crucial not to put your SBIR strategy on hold while waiting.
Use this time to:
Begin identifying your next SBIR opportunity
Continue developing your technology to show progress since submission
Connect with potential federal partners or customers to strengthen future applications
Start preparing for your next application
Win, or Lose and Improve
When feedback does arrive—whether you're selected for funding or not—you'll often receive valuable reviewer comments. This feedback is gold for improving future submissions. Even if your proposal isn't selected, understanding why it fell short will significantly strengthen your next application.
Many successful SBIR recipients weren't funded on their first attempt, but they used each rejection as a learning opportunity. Reviewer comments often provide specific insights about weaknesses in your technical approach, commercialization plan, or overall alignment with agency priorities that you might not have recognized.
In some cases, this feedback may lead to a conversation with program officers that can shed additional insight into future submissions. These discussions, when available, offer invaluable perspective on agency priorities and how to better position your innovation.
The Cyclical SBIR Strategy
Successful SBIR recipients typically approach the process as cyclical rather than linear. Once you've submitted your first proposal, the hardest part is behind you. Everything you've created can be used and tailored for your next submission, assuming it has similar research goals.
Consider this approach:
Submit your current proposal
Immediately return to Step 2 (See Part 2: Finding the Right SBIR Grants For you)
Don't skip Step 3 (preparing to write)—though it will be significantly easier with experience (See Part 3: Preparing to Write Your SBIR Proposal)
Refine and tailor your existing material for the new opportunity
Submit again, incorporating improvements
With each cycle, your understanding of what reviewers want, your library of proposal content, and your chances of success all improve dramatically.
Conclusion: Beyond SBIR Submission
The SBIR journey doesn't end at submission—it actually marks the beginning of your next opportunity. By approaching SBIR funding as an ongoing process rather than a one-time attempt, you position your company for long-term success.
Remember that persistence pays off. Many successful SBIR recipients weren't funded on their first attempt, but they used each submission as a learning opportunity. The feedback you receive, even from rejected proposals, provides invaluable insights into how to improve.
At Akela Consulting, we help companies through multiple SBIR cycles, building on each experience to increase their chances of success. The journey from first-time applicant to SBIR expert is challenging but rewarding—and each submission brings you closer to your goal.
How Akela Consulting Can Help
Akela Consulting specializes in guiding companies through every phase of the SBIR process—from preparation to submission. As trusted SBIR grant writers and consultants, we help you maximize your chances of success through:
Identifying and prioritizing SBIR opportunities
Submission preparation and review
Technical assistance with portal requirements
Strategic planning for multiple SBIR opportunities
Analysis of reviewer feedback
Guidance on incorporating improvements in subsequent applications
Looking for more guidance? Visit Our Website To Learn More or contact us.
