NASA SBIR Submission & Tracking Guide

Introduction

Navigating NASA’s SBIR application process requires more than just a great idea. It takes careful preparation, an understanding of NASA’s unique systems, and a firm grasp of each stage—from registration to proposal submission to tracking your application status. Whether you’re applying for Phase I or gearing up for Phase II, this guide breaks down every step to help ensure your submission is both complete and competitive.

We’ll cover the systems you must register with, what to include in your proposals, how to use NASA’s electronic platforms, and what happens after you click submit. If your small business is developing innovative technology for aerospace, science, or space exploration, use this guide to streamline your path to NASA SBIR funding.

Register with the Required Systems

Before you can submit a proposal to NASA’s SBIR program, your company must complete several registrations. Each system plays a distinct role in the application process, and some take weeks to process—so start early.

Begin by registering at SAM.gov to obtain a Unique Entity ID (UEI) and CAGE code. Make sure your registration is listed under the appropriate NAICS code for small business R&D (like 541713 or 541715) and is marked for “All Awards.” Your SAM registration must remain active throughout the entire SBIR process.

Get Your SBC Control ID

Register on SBIR.gov to receive your Small Business Concern (SBC) Control ID. NASA requires you to upload a PDF copy of this registration as part of your proposal. This is a one-time registration that enables SBIR submissions across all federal agencies.

Create an NSPIRES Account

NSPIRES (NASA Solicitation and Proposal Integrated Review and Evaluation System) is NASA’s general proposal platform. For SBIR applicants, NSPIRES may be used to manage organization profiles or serve as a supplementary system to ProSAMS.

Set Up ProSAMS

ProSAMS (Proposal Submission and Awards Management System) is NASA’s dedicated SBIR submission portal. This system replaced the Electronic Handbook (EHB) in late 2024. You must submit both Phase I and Phase II proposals through ProSAMS.

Keep Your Credentials Organized

Store login credentials and confirmation emails for all systems in a secure, accessible location. Use calendar reminders to track registration renewals—especially for SAM.gov, which can lapse if not maintained annually.

Understand Proposal Requirements

NASA’s SBIR program is structured in two distinct phases—each with different goals, requirements, and expectations. Before preparing your proposal, it’s essential to understand what each phase entails and how to meet the agency’s standards.

Phase I

Purpose: Demonstrate the feasibility of your concept through a 6-month R&D project.
Funding Limit: Up to $150,000 per award.
Proposal Structure: Includes online forms, a 15-page technical PDF, a public briefing chart, and optional letters of support or TABA requests.
Compliance: Strict formatting and document requirements. Non-compliance results in immediate disqualification.
Timing: One annual solicitation with a pre-release window for Q&A before formal submission opens.

Phase II

Purpose: Build on Phase I results to create a working prototype and begin commercialization planning.
Funding Limit: Up to $850,000 over 24 months.
Eligibility: Only Phase I awardees may apply.
Proposal Structure: A much longer technical document (up to 46 pages), detailed budget, and a 5–10 page commercialization plan.
Evaluation Focus: NASA emphasizes Phase I results and the commercial viability of your Phase II plan.

How to Prepare and Submit in ProSAMS

Once your registrations are complete and you understand the proposal structure, it’s time to build and submit your application through NASA’s ProSAMS platform. This system is your central hub for uploading all required materials and certifications.

1. Find the Right Solicitation

Visit the NASA SBIR/STTR website to download the current solicitation. Confirm it’s open for submissions, and identify the subtopic that best aligns with your innovation.

2. Draft Your Proposal

Follow the solicitation’s required structure. Use clear, technical language and respond directly to the NASA subtopic’s needs. Phase I proposals must stay within a 15-page technical limit, while Phase II proposals are allowed up to 46 pages.

3. Complete Web Forms in ProSAMS

Company and PI information
Proposal abstract (non-confidential summary)
Budget details
Certifications regarding eligibility, ownership, and disclosures

4. Upload Attachments

ProSAMS accepts only PDF uploads for required documents:

Technical Proposal
Briefing Chart (using the NASA template)
Company Registry proof from SBIR.gov
Optional letters of support or TABA requests, if applicable

5. Validate and Review

Use the validation tool (if available) to check for missing information or formatting errors. Review all entries with your team for accuracy and completeness.

6. Endorse and Submit

The proposal must be electronically signed by the Principal Investigator and an authorized company official. Once both signatures are in place, you can submit through ProSAMS.

Submit early to avoid system lockout
NASA’s ProSAMS system shuts off precisely at 5:00 PM Eastern on the deadline date. Late proposals are automatically rejected.

7. Confirmation

You’ll receive a confirmation email once the proposal is fully submitted and endorsed. If you don’t receive confirmation, contact the NASA SBIR help desk immediately to verify status.

Tracking Your Application Status

After submitting your proposal, the waiting begins. While NASA doesn’t offer live tracking of the evaluation process, there are ways to confirm receipt and monitor your submission status.

1. Confirmation of Submission

Once your proposal is successfully submitted and endorsed in ProSAMS, you should receive a confirmation email. This is your first indication that NASA has received your materials.

2. Check Your ProSAMS Dashboard

You can log back into the ProSAMS portal at any time to see the current status of your proposal. Initially, it will appear as “Submitted.” Status updates beyond this point are rare until selections are announced.

3. Understand the Review Timeline

The typical review period for Phase I and Phase II proposals can span several months—often up to six. NASA does not provide feedback or interim updates during this time.

Review visibility is limited
NASA does not provide real-time status changes during proposal evaluation in ProSAMS.

4. If You Don’t Receive Confirmation

If no confirmation email arrives within an hour of submission, contact the NASA SBIR/STTR Program Support Office immediately. Proposals without confirmation may not have been received properly.

5. What to Do While You Wait

Gather letters of interest or commitment for potential Phase II work
Collect feedback from peers on your commercialization strategy
Explore NASA’s Firm Library and award archives to learn from past winners

Final Tips and Resources

Completing and submitting a NASA SBIR proposal is a significant milestone. Whether you’re waiting for a Phase I decision or planning for Phase II, here are a few closing recommendations to strengthen your strategy moving forward.

Use the NASA Firm Library

NASA’s SBIR/STTR website includes a Firm Library with sample documents, award histories, and tips from previous recipients. Reviewing these can clarify formatting expectations and improve your own proposal quality.

Start Building Your Commercialization Plan Early

Even if you’re applying for Phase I, it’s wise to begin thinking about commercialization. Identify potential customers, including internal NASA programs and commercial markets. Reach out to strategic partners and begin validating your market assumptions now.

Track Future Opportunities

NASA releases SBIR/STTR solicitations annually. Sign up for updates from the SBIR.gov and NASA SBIR/STTR websites so you’re alerted when new topics are posted—especially during the pre-release period when Q&A is permitted.

Reach Out When Needed

NASA’s SBIR help desk is available to answer administrative or technical submission questions. Don’t hesitate to ask if something isn’t clear—especially before the submission deadline.

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