Autonomy Runway
Where to start

Documents to prepare

Guide 5 of 8

What government buyers, SBA lenders, SBIR and STTR programs and investors ask to see.

In this guide

Documents for selling to government buyers

Who it is for. Drone and robotics companies getting ready to bid on federal, state or local government work, or to join a larger contractor's team as a subcontractor.

Government buyers ask for a standard set of papers: a registration in SAM.gov, tax and bank details, proof of insurance and licenses, and short documents that describe what the company does and has done. Some come from government systems (SAM.gov, the IRS, the FAA). Others the company writes itself. Each solicitation lists exactly what it wants, so this is the starting set, not the final list.

Steps

  1. Get an EIN from the IRSAn Employer Identification Number (EIN) is the company's federal tax number. Apply online at IRS.gov. The IRS says the EIN is free and takes minutes online: "You never have to pay a fee for an EIN." The online form times out after 15 minutes of inactivity.IRS: Get an EIN
  2. Gather the SAM.gov checklist itemsSAM.gov (the System for Award Management) publishes a checklist. Collect: legal business name and physical address (a post office box cannot be the physical address), date and state of incorporation, Taxpayer Identification Number (TIN), NAICS codes (North American Industry Classification System codes that describe what the company sells), bank account type, routing number and account number for electronic funds transfer (EFT), a remittance address, and names of points of contact. A company based outside the U.S. must request an NCAGE code (NATO Commercial and Government Entity code) before it starts a SAM.gov registration.SAM.gov Entity Registration Checklist (PDF)
  3. Register the company in SAM.govCreate a Login.gov account with your work email, then sign in at SAM.gov. Choose an "All Awards" registration to bid on contracts. SAM.gov assigns a Unique Entity ID (UEI). A CAGE code (Commercial and Government Entity code) is assigned after you submit, if you do not have one. The SAM.gov checklist says to allow at least ten business days after you submit for the registration to become active. Small businesses also fill in the SBA supplemental page.SAM.gov: Entity registration
  4. Complete the Small Business Search profileSBA (the U.S. Small Business Administration) says the information entered in SAM.gov is used to fill the company's profile in Small Business Search (SBS, formerly the Dynamic Small Business Search). SBA says government agencies use SBS to find small business contractors, and prime contractors use it to find small businesses. SBA lists a complete profile as including socioeconomic representations and certifications, a capabilities narrative, keywords, NAICS codes and performance history.SBA: How to win contracts
  5. Write a capability statementA capability statement is a short document the company writes about itself. It is not a government form. An SBA-listed APEX Accelerator workshop calls it "often a government buyer's first impression of your business." Common practice (not a rule) is one or two pages covering: what the company makes or does, past work, what sets it apart, company data (UEI, CAGE code, NAICS codes, any certifications) and a named contact. The APEX Accelerators program says it offers "no-cost guidance and support services" for selling to government.SBA event: Developing a Compelling Capability Statement (2026)
  6. List past performanceList recent contracts with each customer's name, what was delivered, dates, value and a contact person. Under the Federal Acquisition Regulation (FAR 15.305), solicitations let offerors list federal, state, local and private-sector work. An offeror with no relevant record "may not be evaluated favorably or unfavorably on past performance." Federal agencies record contractor evaluations in CPARS (Contractor Performance Assessment Reporting System). FAR 42.1503 gives contractors up to 14 calendar days to comment on an evaluation.FAR 15.305: Proposal evaluation
  7. Fill in the IRS tax form the buyer asks forU.S. companies use IRS Form W-9 (Request for Taxpayer Identification Number and Certification, revision March 2024). Give it to the buyer that asks for it. It does not go to the IRS. The IRS says foreign persons use a Form W-8 instead; foreign entities use Form W-8BEN-E.IRS: About Form W-9
  8. Get a certificate of insuranceAsk your insurance agent or carrier for a certificate showing your coverage. Each contract states the kinds and amounts of insurance it requires. For work on a government installation, FAR clause 52.228-5 requires the contractor to notify the contracting officer in writing that the required insurance has been obtained. FAR 28.307-2 lists minimum amounts, for example general liability of at least $500,000 per occurrence for bodily injury.FAR 52.228-5: Insurance on a government installation
  9. Collect business licenses and FAA certificatesState, county and city licenses depend on what the business does and where it is located. SBA points to your Secretary of State's website to find them. For drone operations under Part 107, the Federal Aviation Administration (FAA) requires a Remote Pilot Certificate. Pilots earn it by passing the knowledge test and completing FAA Form 8710-13 in IACRA (Integrated Airman Certification and Rating Application). Each drone flown for work is registered at FAADroneZone and gets a registration certificate.FAA: Certificated remote pilots and commercial operators
  10. Add quality certificates, if the company holds themFAR 46.202-4 names ISO 9001 and SAE AS9100 among the quality standards agencies can require for complex or critical items. When a contract includes FAR clause 52.246-11, the contractor must comply with the quality standard listed in it. ISO says it does not certify companies: an external certification body issues the certificate. ISO says certificates from accredited bodies can be checked in the IAF CertSearch database. The International Aerospace Quality Group (IAQG) lists suppliers certified to the AS9100 series in its OASIS database.FAR 46.202-4: Higher-level quality requirements
  11. Set up payment detailsUnder FAR 52.232-33, the government pays by electronic funds transfer (EFT) using the bank information in SAM.gov. The contractor is responsible for updating SAM.gov when that information changes. Defense contracts with DFARS clause 252.232-7006 (Defense Federal Acquisition Regulation Supplement) require invoices through Wide Area WorkFlow (WAWF).FAR 52.232-33: Payment by EFT
  12. Check the CMMC level for defense workThe Cybersecurity Maturity Model Certification (CMMC) applies to Department of War (DoW, also called the Department of Defense or DoD) contracts where a contractor handles Federal Contract Information (FCI) or Controlled Unclassified Information (CUI). The DFARS rule took effect November 10, 2025, starting Phase 1. Level 1 means a self-assessment and an affirmation every year of the 15 security requirements in FAR 52.204-21. Results and affirmations are entered in the Supplier Performance Risk System (SPRS) (32 CFR 170.15 and 170.22). 32 CFR 170.3 says Phase 2 begins one year after Phase 1 and adds Level 2 assessments by an authorized third-party assessor (C3PAO). The DoW 2026 SBIR Broad Agency Announcement (Amendment 2, July 15, 2026) says DoW announced on July 13, 2026 the immediate suspension of Phase 2, which had been scheduled for November 10, 2026. It says all Phase 1 self-assessment requirements remain in place. DoW SBIR topics list their projected CMMC level.Federal Register: DFARS CMMC final rule

What to have ready

  • Active SAM.gov registration with Unique Entity ID (UEI) and CAGE code (from SAM.gov)
  • Employer Identification Number (EIN) (from the IRS)
  • Capability statement (written by the company; common practice, no government form)
  • Past performance list with customer contacts (company records; federal evaluations are in CPARS)
  • IRS Form W-9 for U.S. companies, or Form W-8BEN-E for foreign entities (IRS form, filled in by the company)
  • Certificate of insurance (from the company's insurance agent or carrier)
  • State and local business licenses (from the state, county or city)
  • FAA Remote Pilot Certificate for each pilot, and FAA drone registration certificates, for companies that fly drones for work (from the FAA)
  • Bank details for EFT: account type, routing number, account number and remittance address (from the company's bank; entered in SAM.gov)
  • Quality certificates such as ISO 9001 or AS9100, when held (from an external certification body)
  • CMMC Level 1 self-assessment and affirmation, entered in SPRS, for defense contracts that list a CMMC level (32 CFR 170.15)

Time, cost, renewal and where to send

TimeEIN: minutes online (IRS). SAM.gov: allow at least ten business days after you submit (SAM.gov checklist). FAA drone registration: online at FAADroneZone. FAA Remote Pilot Certificate: after passing the knowledge test at an FAA-approved testing center. Insurance and quality certificates: set by the private provider.
CostSAM.gov is free: SAM.gov says there is no charge to get a Unique Entity ID, register, or maintain a registration. The EIN is free (IRS). FAA drone registration for Part 107 costs $5 per drone and lasts three years (FAA). Insurance and quality certification are paid services from private providers.
RenewalSAM.gov: every 365 days (SAM.gov). FAA drone registration: every three years (FAA). CMMC Level 1: self-assessment and affirmation every year (32 CFR 170.15 and 170.22). Update SAM.gov whenever bank details change (FAR 52.232-33). Insurance certificates end when the policy ends.
Where to sendSend documents the way each solicitation says: through the SAM.gov contract opportunity, an agency portal, or to the contracting officer named in the notice. Give the W-9 (or W-8BEN-E) and insurance certificate to the buyer that asks, not to the IRS. Defense invoices go through Wide Area WorkFlow (WAWF) when the contract includes DFARS 252.232-7006.

Where to get help

  • APEX AcceleratorsThe program site says APEX Accelerators offer "no-cost guidance and support services" and are funded in part through a cooperative agreement with the Department of War. SBA says they help businesses selling to federal, state and local governments, including registering in the proper places.
  • SBA Small Business Development Centers (SBDCs)Local centers SBA says provide counseling and training to small businesses.
  • SBA Small Business Search (SBS)The SBA database agencies and prime contractors use to find small businesses; filled from SAM.gov.

Watch out

  • SAM.gov is free. SAM.gov says there is no charge to get a Unique Entity ID, register your entity, or maintain the registration.
  • A post office box cannot be the physical address in SAM.gov (SAM.gov checklist).
  • Companies based outside the U.S. must request an NCAGE code before starting a SAM.gov registration (SAM.gov checklist).
  • If SAM.gov cannot validate the TIN or CAGE code, it sends an email with instructions. SAM.gov says to check spam or junk folders during this time.
  • Government payments go to the bank account in SAM.gov. The contractor must update SAM.gov when bank details change (FAR 52.232-33).
  • ISO does not issue certificates. ISO says a company cannot be certified by ISO; external certification bodies do this.
  • Form W-9 is for U.S. persons. The IRS says foreign persons use a Form W-8 or Form 8233 instead.
  • Blue UAS: the DoW 2026 SBIR BAA says the Blue UAS certification process moved from the Defense Innovation Unit (DIU) to the Defense Contract Management Agency (DCMA) as of December 2025, under a July 10, 2025 Secretary of War memo. Products are submitted through DCMA's Blue List portal (bluelist.appsplatformportals.us).
  • FAA drone registration: the FAA lists owners who are U.S. citizens or legal permanent residents. For foreign operators, the FAA says the certificate is a recognition of ownership, not a certificate of U.S. aircraft registration.
  • CMMC Phase 2 (third-party Level 2 assessments) is suspended, according to the DoW 2026 SBIR BAA (Amendment 2). Phase 1 self-assessment requirements remain in place.

Official sources

Documents for an SBA-backed loan

Who it is for. Small drone and robotics companies applying for an SBA 7(a) or 504 loan through a bank or other SBA-approved lender. SBA limits these loans to businesses whose direct and indirect owners are all U.S. citizens or U.S. nationals living in the United States.

For a 7(a) loan, the company applies through a lender, not through SBA (the U.S. Small Business Administration). The lender collects SBA's forms and the company's financial records. SBA's rulebook for lenders, SOP 50 10 8.1 (Standard Operating Procedure, effective October 1, 2026), lists what the lender must have in the file. The lender decides the final list for each loan.

Steps

  1. Read SBA's basic 7(a) rulesSBA says a 7(a) borrower must be an operating, for-profit business located in the U.S. It must be small under SBA size rules and not an ineligible type of business. It must be unable to get the credit on reasonable terms from non-government sources, and it must be creditworthy and able to repay. The maximum 7(a) loan is $5 million.SBA: 7(a) loans
  2. Check SBA's ownership ruleSOP 50 10 8.1 limits SBA financing to businesses whose direct and indirect owners, and SBA-required guarantors, are all U.S. citizens or U.S. nationals with their principal residence in the U.S. Entity owners must be organized in the U.S. The SOP's list of "Ineligible Persons" includes visa holders, other people who are not U.S. citizens or U.S. nationals, and lawful permanent residents (green card holders). It also looks back six months: an ineligible owner in that period must fully divest before SBA issues the loan number.SBA: SOP 50 10 (current version)
  3. Find lenders with Lender MatchAnswer SBA's Lender Match questions online (SBA says it can take as little as five minutes). SBA says it prepares a summary of interested lenders two business days after the request. SBA says Lender Match is not a loan application and does not ensure a match or a loan offer. Its checklist names a business plan, the loan amount and use, credit history, financial projections and collateral.SBA: Lender Match
  4. Fill in SBA Form 1919SBA Form 1919 (Borrower Information Form, effective March 19, 2025) collects information about the business, its owners, the loan request, existing debts, and current or previous government financing. SBA says it also supports background checks. The business completes it and gives it to the lender. Each co-borrower completes a separate Form 1919.SBA Form 1919
  5. Complete SBA Form 413 for each owner of 20% or moreSBA Form 413 (Personal Financial Statement, effective February 13, 2025) lists personal assets and debts. SOP 50 10 8.1 requires one for every owner of 20% or more, including the assets of the owner's spouse and minor children, and for each proposed guarantor. It must be signed and dated within 90 days of submission to SBA. Lenders may use their own equivalent form.SBA Form 413
  6. Gather business financial statementsSOP 50 10 8.1 asks for either business financial statements or tax returns for the last 3 years, plus current (interim) statements, for the business and any affiliates. This means year-end balance sheets with a detailed debt schedule and year-end profit and loss (P&L) statements for 3 years. Add an interim balance sheet and P&L dated within 120 days of submission. New businesses and projection-based requests add detailed projections with assumptions. They must show debt service coverage of at least 1.15 within 2 years.SOP 50 10 8.1 (Word file)
  7. Expect an IRS tax transcript checkThe lender checks the company's financial data against IRS tax transcripts. SOP 50 10 8.1 says lenders get transcripts through the IRS Income Verification Express Service (IVES) or with IRS Form 8821, and names Form 4506-C or Form 8821 for follow-up requests. SBA does not allow the borrower or its own tax preparer to file Form 8821 for an SBA loan. SBA says an applicant that has not filed required federal tax returns cannot get SBA financing.
  8. Add the documents that fit the loan's purposeDepending on the use of the money, SOP 50 10 8.1 lists: a copy of the lease, a list of machinery and equipment to buy with cost quotes, a list of assets bought with the loan, and a list of all collateral. Buying real estate adds an appraisal and a signed purchase agreement. Refinancing adds copies of the notes being refinanced. Every owner of 20% or more signs a full personal guaranty (SBA Form 148 or the lender's equivalent).
  9. Disclose any paid helperIf the company pays an agent, such as a loan packager or consultant, to help with the application, SOP 50 10 8.1 requires SBA Form 159 (Fee Disclosure Form and Compensation Agreement). The applicant, the agent and the lender all sign it.

What to have ready

  • SBA Form 1919, Borrower Information Form (SBA form, completed by the business)
  • SBA Form 413, Personal Financial Statement, for each owner of 20% or more and each proposed guarantor, dated within 90 days (SBA form, or the lender's equivalent)
  • Business financial statements or tax returns for the last 3 years: year-end balance sheets with a detailed debt schedule, and year-end profit and loss statements (company records and filed returns)
  • Interim balance sheet and profit and loss statement dated within 120 days (company records)
  • Projections with written assumptions, for new businesses or requests based on projections
  • IRS Form 8821 or Form 4506-C, when the lender uses them to get IRS tax transcripts (IRS forms named in SOP 50 10 8.1)
  • Business plan (SBA's Lender Match checklist says most lenders expect one for startup funding)
  • Lease, equipment quotes, list of assets to buy and list of collateral, when they apply
  • Personal guaranty on SBA Form 148 or the lender's equivalent (signed at closing)
  • SBA Form 159, if a paid agent helped with the application
  • For a 504 loan: the Certified Development Company (CDC) collects a similar set, including SBA Form 413 and the last year of federal income tax returns for each owner of 20% or more (SOP 50 10 8.1)

Time, cost, renewal and where to send

TimeLender Match: SBA prepares a summary of interested lenders two business days after the request (SBA). Form 413 must be dated within 90 days, and business financial statements within 120 days, of submission to SBA (SOP 50 10 8.1). SBA does not publish one approval time. It depends on the lender and how the loan is processed.
CostSBA charges the lender an upfront guaranty fee, which the lender may pass to the borrower. SOP 50 10 8.1 sets the maximum at 2% of the SBA-backed portion of the loan for loans of $150,000 or less and 3% for $150,001 to $700,000. For $700,001 to $5 million, it is 3.5% on the SBA-backed portion up to $1 million plus 3.75% above that. Loans of 12 months or less pay 0.25%. SBA may announce temporary changes for a fiscal year. Interest and lender fees vary by lender.
RenewalNot a registration. The financial papers expire: Form 413 must be dated within 90 days, and business financial statements within 120 days, of submission to SBA.
Where to sendGive the forms and records to the SBA lender (a bank, credit union or other SBA-approved lender) for a 7(a) loan, or to a Certified Development Company (CDC) for a 504 loan. The lender submits the application to SBA through the SBA Loan System. The company does not send these forms to SBA itself.

Where to get help

Watch out

  • SBA's ownership rule: SOP 50 10 8.1 limits SBA financing to businesses with 100% of direct and indirect owners who are U.S. citizens or U.S. nationals living in the U.S. Its list of Ineligible Persons includes visa holders and lawful permanent residents (green card holders).
  • Owners from the past six months count too. The business is ineligible if it had an ineligible owner in the six months before the loan number, unless that owner fully divested before the loan number was issued (SOP 50 10 8.1).
  • An applicant that has not filed required federal tax returns cannot get SBA financing (SOP 50 10 8.1).
  • SBA does not allow the borrower or its own tax preparer to file IRS Form 8821 for an SBA loan (SOP 50 10 8.1).
  • Paid agents must be disclosed on SBA Form 159, signed by the applicant, the agent and the lender (SOP 50 10 8.1).
  • Lender Match is not a loan application, and SBA says it does not ensure a match or a loan offer (SBA).
  • SOP 50 10 8.1 takes effect October 1, 2026 and replaces SOP 50 10 8.

Official sources

Documents for an SBIR or STTR proposal

Who it is for. U.S. small businesses proposing research and development work to a federal agency through SBIR (Small Business Innovation Research) or STTR (Small Business Technology Transfer). STTR also requires a formal partner research institution. The steps use the Department of War (DoW, also called the Department of Defense) portal, DSIP, as the example.

SBIR and STTR awards pay for research in phases. The government takes no equity or intellectual property (sbir.gov). Phase I runs about 6 to 12 months with $50,000 to $275,000, and Phase II about 24 months with up to $1.8 million (sbir.gov). A proposal needs three registrations: SAM.gov, the SBA Company Registry, and the agency's portal. At the Department of War, the 2026 SBIR Broad Agency Announcement (BAA) lists seven proposal volumes in DSIP.

Steps

  1. Check the SBIR/STTR basic rulesSbir.gov lists the basics: a for-profit company located in the U.S. with fewer than 500 employees, owned and controlled by U.S. citizens or permanent residents. Under 13 CFR 121.702, the company must be more than 50% directly owned and controlled by U.S. citizens or permanent resident aliens (or by certain other small businesses or tribal entities). The DoW 2026 BAA adds that companies majority-owned by multiple venture capital firms, hedge funds or private equity firms cannot apply unless the specific component allows it.SBIR.gov: How to apply
  2. Register in SAM.govSbir.gov says a company needs a Unique Entity ID (UEI) from SAM.gov (the System for Award Management) to receive an SBIR or STTR award. Registration also creates a CAGE code (Commercial and Government Entity code). The DoW BAA asks companies already registered to confirm the registration is active and their representations and certifications are current. SAM.gov registration is free.SAM.gov: Entity registration
  3. Register in the SBA Company RegistryRegister the company at SBIR.gov. The UEI is required for this registration. Save the SBC Control ID and download the proof of registration. The DoW BAA requires both at proposal submission. The BAA says SBIR.gov's enhanced identity verification takes extra processing time and cannot be expedited, and a valid SBC Control ID is required to submit in DSIP.SBIR.gov: Company registration
  4. Create a DSIP accountDSIP is the DoW's SBIR/STTR Innovation Portal. It uses Login.gov to sign in. Each company names a Firm Admin, who creates the Firm PIN and completes the firm-level forms before any proposal can be submitted. The DoW BAA says DSIP can be used only from inside the United States.DSIP sign-in
  5. Pick a topic and read its instructionsSearch open topics in DSIP. Under the DoW 2026 SBIR BAA, components may release new topics once a month through fiscal year 2026. Release 6 opened September 23, 2026 and closes October 21, 2026; its topic questions (Q&A) close October 7, 2026 at 12:00 p.m. Eastern Time. Unless the topic says otherwise, proposals are due by 12:00 p.m. Eastern Time on the close date. Each component (Army, Navy, Air Force and others) adds its own instructions, page limits and cost limits. Each topic lists its projected CMMC (Cybersecurity Maturity Model Certification) level.DSIP: Topic search
  6. Volume 1: Cover sheetFilled in on DSIP. It includes a technical abstract and a summary of expected benefits and commercial uses, each up to 3,000 characters. Leave out proprietary information: if the proposal is selected, the abstract and benefits text may be published online.
  7. Volume 2: Technical volumeOne PDF, within the component's page limit. Use type no smaller than 10-point and one-inch margins. The DoW BAA sets the order: the problem or opportunity, Phase I objectives, statement of work, related work, link to future R&D, commercialization strategy, key personnel, foreign citizens, facilities and equipment, subcontractors and consultants, prior or pending similar proposals or awards, and restrictions on the government's use of technical data. Resumes count toward the page limit.DoW 2026 SBIR BAA preface, Amendment 3 (PDF)
  8. Volume 3: Cost volumeFilled in on the DSIP form. List each key person and their hours, plus equipment, materials, travel, and subcontractor and consultant costs in the same detail. For Phase I, the company must do at least two-thirds of the research work. For Phase II, it must do at least half.
  9. Volume 4: Company Commercialization ReportRequired only if the company has had an SBIR or STTR Phase I or Phase II award before. Update and certify the report at SBIR.gov, download the PDF, and have the Firm Admin upload it to DSIP "Firm Forms." Companies with no prior awards select "No."
  10. Volume 5: Supporting documentsThe DoW BAA lists what can go here, when it applies: letters of support, extra cost details, the funding agreement certification, technical data rights assertions, the lifecycle certification, allocation of rights, joint venture verification, and DD Form 2345 (Militarily Critical Technical Data Agreement) if any work falls under the International Traffic in Arms Regulations (ITAR).
  11. Volumes 6 and 7: Training and foreign disclosuresVolume 6: the Proposal Owner reviews the fraud, waste and abuse training (a 3-page PDF) once a year. Volume 7: complete the "Disclosures of Foreign Affiliations or Relationships to Foreign Countries" webform in DSIP. PDF uploads are no longer accepted. The proposal cannot be certified until this form is submitted. The DoW BAA says disclosing a foreign affiliation does not mean denial.

What to have ready

  • SAM.gov registration with UEI and CAGE code (from SAM.gov)
  • SBA Company Registry SBC Control ID and proof of registration PDF (from SBIR.gov)
  • DSIP account with Firm PIN and completed firm-level forms (from DSIP; sign-in by Login.gov)
  • Volume 1: Cover sheet with technical abstract and expected benefits (written in DSIP)
  • Volume 2: Technical volume, one PDF within the page limit (written by the company)
  • Volume 3: Cost volume (DSIP form)
  • Volume 4: Company Commercialization Report PDF, only for companies with prior Phase I or II awards (from SBIR.gov)
  • Volume 5: Supporting documents such as letters of support, data rights assertions, and DD Form 2345 if ITAR applies
  • Volume 6: Fraud, waste and abuse training, completed once a year (in DSIP)
  • Volume 7: Foreign affiliations disclosure webform (in DSIP)
  • Resumes of key personnel (inside Volume 2; they count toward the page limit)

Time, cost, renewal and where to send

TimeDoW 2026 SBIR BAA: topics pre-release, then stay open about four weeks. Release 6 is open September 23 to October 21, 2026, closing at 12:00 p.m. Eastern Time. SAM.gov: allow at least ten business days for a new registration. Phase I lasts about 6 to 12 months and Phase II generally 24 months (sbir.gov, DoW BAA).
CostSAM.gov registration is free (SAM.gov). Sbir.gov says the government takes 0% equity or intellectual property. Neither sbir.gov nor the DoW 2026 BAA lists a fee to register or submit a proposal.
RenewalSAM.gov: every 365 days. Fraud, waste and abuse training: once a year (DoW BAA). The company certifies it still meets program rules at each award, before final Phase I payment, before receiving 50% of a Phase II award, and before final Phase II payment (DoW BAA). The Company Commercialization Report is required when the last deliverable is complete. After that, SBA asks for voluntary yearly updates for at least five years.
Where to sendDepartment of War proposals: DSIP (dodsbirsttr.mil). Other agencies: the portal named in that agency's solicitation. Sbir.gov says to apply through the agency's SBIR or STTR program. Company Commercialization Report: update it at SBIR.gov, then upload it to DSIP Firm Forms.

Where to get help

  • SBIR.gov tutorials and local assistanceSBA's program site. It links to tutorials and to local partners that help with proposals, SAM registration and commercialization. It also notes that some states run "Phase 0" programs that help cover proposal costs.
  • APEX AcceleratorsA Department of War-funded network offering "no-cost guidance and support services" for government contracting.
  • Project SpectrumThe DoW 2026 BAA says DoW partnered with Project Spectrum for online courses on cybersecurity readiness (CMMC) and foreign ownership, control or influence.
  • DSIP SupportHelp with the DSIP system itself, at DoDSBIRSupport@reisystems.com, Monday to Friday 9:00 a.m. to 5:00 p.m. Eastern (DoW BAA). It does not give proposal status.

Watch out

  • DSIP can be used only from inside the United States (DoW 2026 BAA).
  • Under the DoW 2026 BAA, companies majority-owned by multiple venture capital firms, hedge funds or private equity firms cannot apply unless the component's instructions allow it.
  • The DoW reviews every proposal for foreign security risks (15 U.S.C. 638(vv)). It may not make awards that pose unacceptable security risks. The DoW 2026 BAA calls this the Foreign Risk Evaluation (FRE) Program and says disclosing a foreign affiliation does not mean denial.
  • Uploading a new Company Commercialization Report reopens every proposal the company already submitted under open solicitations. Each must be recertified and resubmitted, or it will not be evaluated (DoW BAA).
  • Some components reject the whole technical volume if it goes over the page limit (DoW BAA).
  • The principal investigator must be primarily employed by the company, meaning more than half their time (DoW BAA).
  • All research work, including subcontractors' work, must be done in the United States (DoW BAA).
  • Knowingly false statements may be a felony under 18 U.S.C. 1001 (DoW BAA).
  • The DoW 2026 BAA says companies do not need Blue UAS certification to compete unless the topic requires it, and SBIR/STTR offices do not reimburse Blue UAS certification costs.

Official sources

Documents for talking with investors

Who it is for. Drone and robotics companies getting ready to raise money by selling ownership (equity) or other securities to investors, including angel investors, venture funds and SBA-licensed Small Business Investment Companies (SBICs).

No government rule lists what goes in an investor "data room" (the shared folder investors review before they invest). The SEC (U.S. Securities and Exchange Commission) and SBA describe the core items: a cap table, financial statements, a plan for using the money, a business case and a forecast. Securities laws apply to every offer and sale of securities, so the SEC's pages on exempt offerings are part of getting ready.

Steps

  1. Read the SEC's "Ready to raise capital" pageThe SEC's small business office lists what to prepare: updated financials, a cap table, a calculation of how long the money will last (runway), a plan for how the money will be spent, target investors, attorneys and accountants, and a long-term plan for returning money to investors.SEC: Ready to raise capital
  2. Build the cap tableA capitalization table (cap table) lists who owns what part of the company. The SEC says to have "a cap table that clearly reflects the ownership interests in the company."SEC: Ready to raise capital
  3. Prepare financial statementsPrepare the three basic statements: balance sheet, income statement, and statement of cash flows. The SEC's Capital-Raising Building Blocks page links to an SEC guide on each one.SEC: Capital-Raising Building Blocks
  4. Write the business case and forecastSBA's "Get more funding" guidance lists: a short statement of the amount requested and why, an updated business plan, descriptions of the management team, financial history (revenue, expenses and profit over time), a business credit report, a business valuation, and a forecast of revenue and expenses that explains the assumptions.SBA: Grow your business (Get more funding)
  5. Check the company's governing documentsSBA says a company selling ownership must follow its own documents: the articles of organization and operating agreement for an LLC, or the articles of incorporation and bylaws for a corporation. Notify the state as needed. SBA also notes that selling ownership dilutes current owners.SBA: Grow your business
  6. Assemble the data roomCommon practice, not a rule: investors usually ask for formation documents, the cap table, financial statements and tax returns, customer and government contracts (including SBIR awards), intellectual property records such as patents and invention assignments, key employee and contractor agreements, insurance certificates, and licenses and certifications (FAA, ISO 9001 or AS9100, CMMC). No SEC or SBA page lists these as required.
  7. Learn the offering rules before contacting investorsThe SEC says every offer and sale of securities must be registered or rely on an exemption. Rule 506(b) is a private placement that prohibits general solicitation. Rule 506(c) permits general solicitation when all buyers are accredited investors and the company takes reasonable steps to verify that. Regulation Crowdfunding allows up to $5 million in 12 months, only online through an SEC-registered broker-dealer or funding portal. The SEC says a company files Form D on its EDGAR system within 15 days after the first sale in a Rule 504, 506(b) or 506(c) offering.SEC: Exempt offerings
  8. For crowdfunding, prepare the Form C disclosuresUnder 17 CFR 227.201, a Regulation Crowdfunding company discloses its legal status, directors and officers, owners of 20% or more of voting equity, business and business plan, number of employees, main risks, target amount, and use of proceeds. Financial statements depend on the target offering amount plus other crowdfunding sales in the past 12 months. At $124,000 or less, they are certified by the principal executive officer, with tax return figures. Above $124,000 up to $618,000, an independent public accountant reviews them. Above $618,000, they are audited, except that first-time crowdfunding issuers may use reviewed statements up to $1,235,000.eCFR: 17 CFR 227.201
  9. If approaching an SBIC, follow SBA's stepsAn SBIC is a privately owned investment company licensed and regulated by SBA. SBA's steps: research SBICs in the directory for your region and industry, prepare a business plan that shows profitability, and network through accountants, attorneys and executives for introductions. SBA says SBICs typically target mature, profitable businesses with enough cash flow to pay interest.SBA: Investment capital (SBICs)
  10. Foreign companies: check FinCEN beneficial ownership reportingFinCEN (the Financial Crimes Enforcement Network) says its final rule, issued August 11, 2026 and effective August 14, 2026, makes permanent the exemptions first set in its March 26, 2025 interim final rule. U.S. companies are exempt from beneficial ownership information (BOI) reporting. Under the interim final rule, only entities formed under a foreign country's law and registered to do business in a U.S. state or tribal jurisdiction are reporting companies. Reporting companies do not report BOI for U.S. person beneficial owners. There is no fee to file directly with FinCEN.FinCEN: Beneficial ownership information

What to have ready

  • Cap table showing who owns what (company record; SEC)
  • Financial statements: balance sheet, income statement and statement of cash flows (company records; SEC)
  • Use-of-proceeds plan and runway calculation (company-written; SEC)
  • Business plan or business case with the amount requested and why (company-written; SBA)
  • Management team descriptions (company-written; SBA)
  • Forecast of revenue and expenses with assumptions (company-written; SBA)
  • Business credit report and business valuation (from a credit bureau and an appraiser or self-evaluation; SBA)
  • Formation documents: articles of organization and operating agreement, or articles of incorporation and bylaws (from company records and the state)
  • Form D, filed on EDGAR within 15 days after the first sale in a Regulation D offering (SEC)
  • Form C with reviewed or audited financial statements as required, for Regulation Crowdfunding (SEC; 17 CFR 227.201)
  • Common practice, not a rule: contracts and SBIR awards, IP records, employee and contractor agreements, insurance, licenses and certifications

Time, cost, renewal and where to send

TimeForm D: within 15 days after the first sale of securities (SEC). No official timeline exists for investor review; it depends on the investor.
CostThe SEC charges no filing fee for Form D or its amendments (SEC). There is no fee to file BOI directly with FinCEN (FinCEN). Accountant reviews or audits for crowdfunding, and attorney help, are paid services from private providers.
RenewalNo renewal. Update the cap table and financial statements after each financing and each reporting period.
Where to sendShare data room documents with the investors reviewing the company, under the confidentiality terms the company sets (common practice). File Form D with the SEC on EDGAR. A Regulation Crowdfunding offering runs only through an SEC-registered broker-dealer or funding portal. The Form C information is filed with the SEC and given to investors and that intermediary. Foreign reporting companies file BOI with FinCEN.

Where to get help

Watch out

  • Every offer and sale of securities must be registered under the Securities Act of 1933 or rely on an exemption (SEC).
  • Rule 506(b) offerings prohibit general solicitation (SEC).
  • The SEC defines a broker as "any person engaged in the business of effecting transactions in securities for the account of others." Its Guide to Broker-Dealer Registration lists people and businesses that "may need to register as a broker, depending on a number of factors." The list includes "Finding investors for 'issuers' (entities issuing securities), even in a 'consultant' capacity" and "Engaging in, or finding investors for, venture capital or 'angel' financings, including private placements." It also asks whether pay depends on the outcome or size of the deal.
  • Regulation Crowdfunding sales must happen online through an SEC-registered broker-dealer or funding portal (SEC).
  • Investor ownership can affect SBIR eligibility. 13 CFR 121.702 bars any single venture capital, hedge fund or private equity firm from owning more than 50% unless it meets the program's ownership test. The DoW 2026 SBIR BAA also asks about venture investors with ties to a foreign country of concern.
  • Selling ownership dilutes current owners (SBA).

Official sources

Last checked September 25, 2026. Rules, fees and programs change; the official sources are where to confirm them before applying or spending money.

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