Grant Management Software for Nonprofits and Foundations

Grant pipeline for grant-seeking organisations tracks every active funder relationship from prospecting through to close: letter of inquiry deadline, application deadline, decision date, grant period start and end, and all reporting deadlines for the full grant period. Grant status dashboard shows the number of active grants, total awarded, total pending, and upcoming reporting deadlines within the next 30, 60, and 90 days. Alert notifications go to the grants manager and programme director as deadlines approach, with escalation to senior leadership for high-value grants approaching a reporting deadline without a completed draft. Historical grant record for every funder relationship holds the application history, the award amounts, the reporting submissions, and any funder communications stored against the funder record.

Restricted grant budget management for each active grant shows the approved budget by category, expenditures posted against each budget line as costs are incurred, and the remaining balance visible to programme and finance staff at any point during the grant period. Expenditure posting from the finance system via integration or manual entry allocates costs to the correct grant based on the account coding used in the financial system. Budget modification tracking documents funder-approved moves between budget categories against the grant record and updates the revised budget. Variance report generation for interim and final grant reports shows approved budget versus actual expenditure by category in the format required by the funder. Indirect cost recovery tracking handles grants where the funder allows an overhead or indirect cost rate, with the indirect cost calculated and recorded as part of the grant budget management.

Online application portal for grant applicants with configurable application forms by grant programme: different programmes have different eligibility questions, narrative sections, and document upload requirements. Two-stage application process manages a letter of inquiry before inviting full proposals, LOI submission, review, and invitation to full proposal within the platform, with applicant status notifications at each stage. Eligibility pre-screening filters out ineligible applications before reviewer time is consumed on them. Applicant organisation profile with registered charity number, financial data, and previous grant history is accessible to reviewers without requiring applicants to resubmit the same information for every grant programme. Application deadline management closes automatically at the configured deadline and acknowledges receipt to every applicant.

Internal review workflow assigns applications to reviewers based on programme area, geography, or rotation rules. Scoring rubric is configured per grant programme with the criteria and weighting that reflect the foundation's grant-making priorities. Reviewer scoring is completed within the platform with scores and written comments stored against the application and visible to the programme officer and grants committee. Conflict of interest declaration requires each reviewer to declare per application, with flagged applications excluded from that reviewer's queue and the conflict documented for the decision record. Committee meeting preparation compiles application summaries, aggregated scores, and reviewer comments into a committee pack without manual assembly. Decision recording captures the grant award amount, conditions, and any declination notes against the application for the foundation's decision record.

Grantee portal where awarded organisations submit progress reports, financial reports, and supporting documents for each grant requirement. Report templates are configured per grant programme with the narrative sections, financial reporting format, and document requirements the foundation needs for compliance review. Submission deadline tracking sends automated reminders to grantees as reporting deadlines approach, and overdue report flags alert foundation staff when a grantee has missed a deadline. Foundation staff review submitted reports within the portal with review comments, approval, and any follow-up requests documented against the submission. Payment release ties to report approval for foundations where grant payments are conditional on satisfactory reporting: the next payment isn't released until the required report has been reviewed and approved.

Multi-year grant management records the full award commitment at the point of award and schedules individual payment tranches across the grant period. Payment schedule tracking records each tranche's scheduled date, amount, conditions, and actual payment date, with total committed versus paid visible to the foundation's finance team for cash flow planning. Conditional payment releases flag tranches conditional on a specific milestone or report submission in the payment schedule, with the release trigger configured in the review workflow. Portfolio reporting for foundations with large multi-year grant commitments shows total outstanding commitment across all active multi-year grants, payments due in the current fiscal year, and projected payments in future years for board and investment committee planning. Grant closure workflow archives the grant record and preserves the funder-grantee relationship history when the final payment has been made and the final report received.