How to Apply to the AI-Powered Supply Chains Cluster (Scale AI): Complete Application Guide

Canada’s AI-Powered Supply Chains Cluster (Scale AI) provides co-investment to accelerate AI adoption and commercialization in value chains. For industry-led projects, Scale AI typically reimburses up to 40% of eligible project costs, paid on a quarterly basis. This guide explains how to apply, what documents you need, how projects are evaluated, and what to expect after submission.

As of December 2, 2025, Scale AI operates continuous intake for industry-led projects and occasionally launches thematic calls. The process is collaborative and business-focused, with a clear path from initial contact to a Master Project Agreement (MPA) and then quarterly reimbursements.

This step-by-step application guide helps your project team move from eligibility checks to a strong submission aligned with Scale AI’s selection criteria.

Overview of the AI-Powered Supply Chains Cluster (Scale AI)

Scale AI is Canada’s Global Innovation Cluster dedicated to AI-powered supply chains. It co-invests in industry-led, multi-partner projects that deploy or commercialize AI to improve value chain performance in sectors such as manufacturing, retail, logistics, transportation, healthcare, and construction.

Key points:

• Funding model: Non-repayable contribution (grant-style co-investment).

• Reimbursement: A predefined portion of eligible costs (often up to 40%) reimbursed quarterly.

• Typical project duration: 12 to 18 months; longer timelines are possible if defined in the agreement.

• Funding size: No fixed minimum or maximum per project; funding depends on scope, budget, and assessment.

• Continuous intake: Project ideas can be submitted year-round; some special calls may set deadlines.

• Membership: Non-members may submit; selected projects must become Scale AI members to receive funding.

Scale AI selects projects based on strategic alignment, collaboration, incremental innovation, and readiness, with a scoring framework covering team, business impact, strategy fit, and ecosystem impact.

Eligibility Requirements

Before you apply, verify that your organization and project meet Scale AI’s core requirements. Use this checklist to self-assess:

• Multi-partner consortium

• Your project has more than one participant.

• At least one participant is an SME (generally defined as fewer than 500 full-time employees).

• Sector and value chain relevance

• Activities target AI adoption or AI product commercialization that improves value chains in Canada.

• Sectors may include manufacturing, retail, logistics, transportation, healthcare, infrastructure, ICT, and related supply chain contexts.

• Strategic alignment (In-Scope)

• The proposal aligns with Scale AI’s strategy to boost industry productivity via AI in value chains.

• Collaboration

• Each partner contributes meaningfully and benefits from outcomes; roles are clear (e.g., solution adopter, product company, service provider, academic partner, consultant).

• Incrementality and IP

• The project creates incremental AI development beyond business-as-usual.

• Foreground intellectual property (IP) to be created is identified; an approach to IP management is outlined.

• Readiness and executive endorsement

• Executive leadership endorses the project.

• Technical feasibility has been validated to a reasonable degree (e.g., data readiness, a proof of concept or pilot track record).

• The consortium has sufficient AI expertise to deploy and sustain the solution.

• Canadian execution

• Project activities are executed in Canada. International owners can participate if the work and benefits occur in Canada.

• Membership rule

• You can submit as a non-member, but if selected you must become a member to receive funding.

• Funding type and stacking

• The funding is a non-repayable co-investment with cost sharing. Confirm any stacking limits with other public funding to avoid overfunding.

If you can answer “yes” to the above, you are likely eligible to proceed.

Required Documents

Preparing a complete, well-structured dossier significantly improves review speed and outcomes. Organize the following materials early:

• Organization and consortium

• Legal names and registration details for each partner.

• CRA business numbers (as applicable) and contact information.

• Short partner profiles outlining role (adopter, product, service, academic, consultant).

• Letters of intent or signed participation letters from all partners.

• Executive endorsement and governance

• Executive endorsement letters confirming commitment, funding, and resources.

• A project governance plan (steering committee composition, decision-making).

• Conflict-of-interest statements if applicable.

• Technical and data readiness

• Problem statement and AI solution description.

• Data sources, data quality assessment, and data governance plan.

• Prior feasibility work, POCs, or pilots with outcomes and lessons learned.

• Architecture overview (algorithms, models, infrastructure, integration plan).

• Work plan and milestones

• Detailed statement of work (SOW) with work packages.

• Milestones, deliverables, and acceptance criteria.

• Risk register with mitigations (technical, operational, data, privacy, security).

• Budget and financials

• Detailed cost breakdown by partner, category, and period (quarterly if possible).

• Cash flow plan and funding sources (private/public split).

• For each partner, recent financial statements or equivalent to demonstrate capacity.

• IP and knowledge sharing

• Foreground IP to be created, background IP contributions, and licensing approach.

• Knowledge-sharing or ecosystem benefit plan (while respecting confidentiality).

• Compliance and Canadian execution

• Confirmation that work will be executed in Canada.

• Privacy, cybersecurity, and compliance approaches if handling sensitive data.

• Reimbursement documentation plan

• Timesheet approach, invoicing, proof-of-payment processes.

• Record-keeping and audit readiness plan.

Format tips:

• Use clear section headings matched to Scale AI’s review areas.

• Ensure numbers reconcile across budget, SOW, and cash flow.

• Keep partner roles and benefits explicit and non-duplicative.

Step-by-Step Application Process

Follow these steps to apply for Scale AI industry-led project funding. Timelines are indicative and vary by project complexity and team responsiveness.

Step 1: Validate fit and readiness (1–2 weeks)

• Review Scale AI’s strategy and your alignment to AI-for-value-chain outcomes.

• Confirm the multi-partner and SME requirement.

• Conduct an internal readiness check: data availability, solution maturity, and executive support.

• If needed, attend an information session to clarify fit and next steps.

Step 2: Build your consortium and define roles (1–3 weeks)

• Identify essential partners:

• Solution adopter(s) responsible for implementation and benefits realization.

• Product company(ies) and/or service provider(s) supplying AI technology and services.

• Academic or research partners if relevant to R&D or validation.

• Consultants for specialized tasks (e.g., change management, data governance).

• Secure letters of intent and align responsibilities, budget shares, and in-kind contributions.

Step 3: Draft the initial proposal or concept note (1–2 weeks)

• Prepare a concise concept that explains:

• Value chain problem and target outcomes.

• AI solution approach and differentiators.

• Consortium composition, including at least one SME.

• Estimated budget, requested co-investment, and cost share.

• Project duration and high-level milestones.

• Identify potential foreground IP and ecosystem benefits.

Step 4: Engage with the investment team and refine scope (1–3 weeks)

• Discuss your concept with Scale AI’s investment team for early feedback.

• Incorporate guidance on strategic alignment, collaboration depth, budget realism, and risk mitigations.

• Confirm any stream nuances if your project falls under a special call with specific rules.

Step 5: Prepare the detailed proposal (3–6 weeks)

• Expand the dossier into a comprehensive submission including:

• Technical plan, data readiness evidence, and solution architecture.

• Detailed SOW with milestones and deliverables mapped to business outcomes.

• Budget by partner and cost category with quarterly phasing.

• IP framework and knowledge-sharing plan.

• Governance, executive endorsements, and risk management.

• Reimbursement readiness (timesheets, invoice and payment proof processes).

• Ensure budgets include only eligible costs and reflect the intended co-investment percentage.

Step 6: Submit and iterate with reviewers (2–4 weeks)

• Submit the full proposal and be ready to respond quickly to clarifying questions.

• Provide any supplements requested (e.g., deeper data assessments, security details).

• Align on evaluation areas, noting the scoring model:

• Team and project management plan (25%)

• Business impact (20%)

• Strategic alignment to Scale AI’s plan (30%)

• Ecosystem impact (25%)

Step 7: Funding decision and membership confirmation (~4 weeks after complete submission)

• Once the dossier is complete, the selection process typically takes about one month.

• If selected:

• Confirm or initiate Scale AI membership to unlock funding eligibility.

• Finalize co-investment percentage and the statement of eligible costs.

Step 8: Sign the Master Project Agreement (MPA) and launch (1–3 weeks)

• Negotiate and execute the MPA detailing:

• Scope, milestones, and deliverables.

• Budget, eligible cost categories, and reimbursement terms.

• IP, confidentiality, and knowledge-sharing commitments.

• Reporting cadence and audit obligations.

• Upon MPA execution, initiate the project and set up reporting systems.

Application Timeline

Indicative end-to-end timeline for a responsive team:

• Fit validation and consortium formation: 2–6 weeks

• Initial concept and early feedback: 2–4 weeks

• Detailed proposal preparation: 3–6 weeks

• Review and selection after complete dossier: ~4 weeks

• MPA negotiation and signature: 1–3 weeks

Overall: 8–19 weeks from concept to MPA, depending on complexity and speed of iteration. Project work may start after MPA signature, following the defined commencement date.

Tips for a Successful Application

• Anchor to value chain outcomes

• Quantify productivity, cost, service level, or resilience improvements.

• Tie AI deliverables to operational KPIs and adoption plans.

• Demonstrate incrementality

• Show what is new versus BAU; specify models, methods, or integrations created.

• Describe foreground IP and how it supports commercialization or adoption.

• Strengthen consortium credibility

• Include at least one SME and articulate each partner’s unique contribution.

• Highlight past collaborations, pilots, or POCs that de-risk execution.

• Prove data and technical readiness

• Provide evidence of data availability and quality.

• Outline security, privacy, and responsible AI considerations.

• Be reimbursement-ready

• Establish timesheet, invoicing, and proof-of-payment processes before project start.

• Assign a claims lead and maintain organized records from day one.

• Plan change management

• Add training, enablement, and user adoption activities to ensure benefits realization.

• Engage early and iterate

• Use investment team feedback to refine scope, budget, and milestones.

• Address reviewer questions promptly to keep momentum.

Common Mistakes to Avoid

• Single-participant proposals or missing an SME partner

• Vague business outcomes or insufficient link to value chain improvements

• Budgets that include ineligible costs or lack cost-sharing clarity

• Weak data readiness, unclear integration plan, or missing security/privacy details

• No executive endorsement or unclear governance

• IP approach omitted or ecosystem benefit not articulated

• Disorganized documentation leading to delays in review and claims

What Happens After You Apply

• Review and Q&A

• After submission, expect targeted questions; respond with concise, evidence-based answers.

• Selection decision

• Once a complete proposal is on file, decisions typically follow in about one month.

• Membership and MPA

• Non-members must become members before receiving funds.

• The MPA defines scope, milestones, eligible costs, reimbursement rates, and reporting.

• Project delivery and reporting

• Submit periodic progress reports aligned to milestones and KPIs.

• Keep auditable records: timesheets, payroll records, vendor invoices, proofs of payment, and deliverable evidence.

• Reimbursements

• Claims are usually filed quarterly and reimburse a predefined share of eligible costs.

• Align your internal accounting to claim cycles for smooth cash flow.

• Knowledge sharing and ecosystem benefits

• Deliver on agreed knowledge-sharing commitments while protecting confidential IP.

• Changes and amendments

• If scope or timelines change, request amendments through the process outlined in the MPA.

Conclusion

Applying to Scale AI’s AI-Powered Supply Chains Cluster requires a clear value chain use case, a capable consortium including an SME, and a detailed plan for incremental AI development and adoption. By validating eligibility, preparing a complete dossier, and engaging proactively with the investment team, organizations can navigate the application efficiently. With up to 40% of eligible costs reimbursed quarterly and a business-friendly selection process, Scale AI provides a practical pathway to scale AI adoption and commercialization across Canadian value chains.