A credible AI adoption budget connects each cost to an operational change, a milestone and a way to measure the result. The project also needs cash to pay bills while claims are processed.
For the 2026–27 B.C. business intake, the published cutoff is November 23, 2026 at noon Pacific. Start with the PacifiCan RAII eligibility and intake guide to check business size, operating history and project fit.
1. Define the workflow before asking for a quote
Consider a hypothetical B.C. manufacturer. Maintenance records, machine events and spare-parts inventory sit in separate systems. Operators log stoppages in free text, so supervisors spend time reconstructing incidents before they can act.
Scope an integration that joins those records, flags recurring issues and shows supervisors the evidence behind each suggested action. A supervisor owns the decision. Before development, collect a baseline for unplanned downtime per line, median investigation time and how often parts records match the floor count. Use these same definitions during the pilot and after rollout.
2. Cost the milestones and separate ongoing operations
For an illustrative C$500,000 eligible project, a 50% contribution would be C$250,000. That is a ceiling under this example. PacifiCan determines which costs qualify and what it will offer. Keep a separate cash-flow line for items outside the project.
| Milestone | Illustrative CAD budget | Evidence to retain |
|---|---|---|
| Data preparation and connectors | C$150,000 | Data map, integration tests, contractor invoices |
| Workflow implementation and pilot | C$180,000 | Test cases, change log, pilot acceptance and cost records |
| Validation, governance and rollout | C$120,000 | Access reviews, evaluation results, rollout acceptance |
| Project training and handover | C$50,000 | Training records, operating instructions, sign-off |
Ask suppliers to distinguish implementation, training and technical services from routine hosting, license renewals and post-launch support. Ask PacifiCan about uncertain cost categories and dates before committing. The example figures show how to structure a budget.
3. Budget for reimbursement and repayment
PacifiCan requires confirmation that at least half the project funding comes from non-government sources. Its guidance lists current bank statements, unused credit and signed term sheets as examples of evidence. Forecast revenue and receivables do not count as proof.
Map invoices, payroll and supplier deposits against anticipated claims. Model a late reimbursement and a reduced contribution. Put future repayment on the same worksheet so the team can see what remains affordable after rollout. Disclose other assistance and have the program administrator confirm any stacking assumptions.
4. Assemble the application evidence
- One accountable owner, a scope for each supplier, and milestones with acceptance criteria.
- Current operating baseline, how results will be tracked, and the job and revenue targets PacifiCan requests.
- A detailed budget worksheet, confirmation of financing and the required financial statements.
- A plan for data access, human approval, change control and incident response.
Review the official PacifiCan application guide and forms for the full list. Its funding overview covers matching funds and cost exclusions.
Keep the project useful if the funding changes
Decide which first milestone creates enough standalone value to justify it. For the manufacturer, that could be getting reliable stoppage and maintenance data into one view. A smaller scope can also be compared with BDC LIFT or existing financing. If you need to define the integration or supplier deliverables, discuss the scope with Creatrixe.