The Complete Guide to Grant Management Software for Nonprofits

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Erin Booker

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June 27, 2025

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5 minutes

Nonprofit Trends

How To Nonprofit

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Grant funding serves as a vital lifeline beyond donations for nonprofit organizations seeking to expand their impact and serve more communities. However, managing multiple grants with varying requirements, deadlines, and reporting obligations can quickly become overwhelming without the right tools and systems in place. This comprehensive guide explores the world of grant management software, helping fundraisers at nonprofits of all sizes understand how these powerful platforms can transform any nonprofit's approach to securing and managing funding.

There's so much that technology can do for nonprofits! Check out our article with over 100 tech tools made just for nonprofit use.

What is grant management software for nonprofits?

At its core, grant management software creates a centralized platform that brings all necessary grant-related information into one place, making it easier to manage and access critical data. The software automates processes like tracking application statuses, managing deadlines, and sending reminders, reducing manual work and lowering the risk of errors while ensuring accurate and timely reporting to governing bodies and stakeholders.

Who uses grant management software?

Grant management software serves two primary user groups within the philanthropic ecosystem, each with distinct needs and objectives: grantees and funders.

Grantees

Nonprofit organizations, as grantees, use grant management software to organize and streamline the many moving parts of the grant process, like identifying funding opportunities, tracking application deadlines, managing compliance requirements, and generating the budget reports that funders require.

For nonprofits, grant management can be complex and involve high stakes, as funders require grant recipients to follow specific rules to ensure funds are being used as intended. Failing to effectively or properly manage grant funds can result in awarded grants being withdrawn or required to be repaid, financial and legal issues, and reputational damage with funders, donors, and partners.

Funders

Foundations, corporations, and government agencies use grant management software to organize, prioritize, and process the grant applications they receive from charities, as well as simplify oversight of the grants they make. Software functions for grantmakers can include receipt, organization, and prioritization of grant applications, fund disbursement tracking, grant recipient collaboration, and impact-of-funds analysis.

The importance of grant management software for nonprofits

The investment in grant management software pays dividends not only in operational efficiency and compliance but in the increased capacity to pursue more funding opportunities, build stronger relationships with grantmakers, and ultimately serve more people through your nonprofit's vital work. Choose wisely, implement strategically, and watch as your organization's grant management capabilities transform your approach to sustainable funding and mission advancement.

The benefits of using grant management software primarily aid nonprofits' grant management practices in four key areas:

Efficiency
Organization
Collaboration
Reporting

Efficiency

Grant management software automates many tasks, such as tracking deadlines, sending reminders, and compiling necessary documents, saving time while reducing the risk of missing critical deadlines or overlooking essential details.

Organization

Each grant application comes with its own set of requirements, deadlines, and documents. Grant management software provides a centralized hub for all grant-related information, making it easy to organize and retrieve documents, track application status, and manage communications with funders.

Collaboration

Grant management software facilitates cross-team collaboration by providing tools that empower multiple users to work on applications, share notes, and track progress, ensuring everyone works towards the same goals and improving both the quality and quantity of applications.

Reporting

Transparency and accountability are critical in the nonprofit sector, particularly when showing funders how their grant money is being used. Great grant management software includes robust reporting features that allow organizations to generate detailed reports, providing funders with updates on money usage and demonstrating compliance with grant requirements.

How great fundraising software and grant management software make each other better

The collaboration between grant management platforms and comprehensive fundraising solutions like those offered by Funraise represents the future of nonprofit development operations. By connecting grant activities with individual donor management, corporate partnerships, and overall development strategy, organizations can build more resilient and diversified funding portfolios while reducing administrative burden and improving donor relationships.

The combination creates several advantages. First, unified data management ensures that all funding sources—individual donations, corporate gifts, and grants—are tracked within connected systems, providing development teams with comprehensive views of their funding portfolios. Second, relationship mapping becomes more powerful when fundraising CRM data informs grant prospecting, helping identify board connections, corporate partnerships, and foundation relationships that might lead to funding opportunities.

Third, report generation becomes more sophisticated when organizations can demonstrate diverse funding streams to potential grantmakers. Foundations often look favorably upon nonprofits that have established individual donor bases and corporate partnerships, as this demonstrates sustainability and community support beyond grant funding.

Funraise's capabilities with payment processors, email marketing platforms, and fundraising metrics dashboard ensure unified data flow, eliminating manual entry and enhancing cross-platform donor engagement strategies. This connectivity allows grant managers to access donor data that might inform grant applications, while fundraising teams can leverage grant success stories in their donor communications.

Key features of top grant management software platforms for nonprofits

Understanding the essential features of grant management software helps nonprofits select platforms that will truly enhance their funding operations. The most effective solutions combine comprehensive functionality with user-friendly interfaces.

Application management and tracking

The foundation of any strong grant management platform. This feature provides tools to track and monitor grant applications, awards, and related activities throughout their lifecycle. Organizations need systems that maintain comprehensive overviews of all grant-related information, ensuring transparency and accountability while enabling users to see application statuses, track progress, and manage communications with funders.

Workflow automation

Software can automatically route applications to reviewers, send notifications, and track progress, while automated reminders ensure deadlines are met and prevent compliance issues. Configurable workflows align with different funding cycles and approval processes, reducing the need for manual intervention.

Compliance tracking and monitoring

Compliance with what? How 'bout tracking grant terms, reporting accuracy, and managing audit trails? The right grant software should store all relevant grant documents and track deadlines for reporting and other compliance-related activities, ensuring organizations meet their legal and contractual obligations.

Collaboration and communication tools

Facilitate effective teamwork by improving communication and coordination among team members and key stakeholders, enabling better and faster decision-making. These features allow multiple users to work on applications, share notes, track progress, and coordinate efforts among grant applicants, reviewers, and administrators.

Comprehensive reporting and analytics

Provide robust data reporting crucial for effective grant management: Grant management software collects data throughout the grant lifecycle and provides tools to analyze it, allowing organizations to track metrics, identify trends, and measure program effectiveness while generating grant summaries, financial reports, and automated reports for internal analysis and stakeholder communication.

Integration capabilities

Ensure seamless connection with accounting, CRM, and other platforms, allowing for smooth data flow while reducing manual entry and improving accuracy. Integrating with accounting software automates budget and expenditure tracking, while CRM integration improves stakeholder and grantee relationship management.

Document management and storage

Centralize all grant-related documents, including applications, budgets, reports, and correspondence. This feature ensures that teams can access historical information, track document versions, and maintain organized records for compliance and reporting purposes.

Budget and financial management

Track grant spending, manage budgets across multiple awards, and ensure compliance with financial requirements. These features often include expense tracking, budget vs. actual reporting, and tools for managing reimbursements and disbursements.

How to choose the best grant management software for nonprofits

Selecting the right grant management platform requires careful consideration of your organization's specific needs, resources, and growth objectives. The decision-making process should begin with a thorough assessment of your current grant management practices and identification of areas where technology can provide the greatest impact.

Assess your needs
Evaluate your tech stack
Consider onboarding requirements
Figure out pricing
Check out reviews
Get ready to grow!

1. Assess your organization's needs

What's your current grant volume, the complexity of your funding sources, your team size, and the specific pain points in your existing processes? Consider whether you need software primarily for grant discovery and application management, post-award compliance and reporting, or comprehensive lifecycle management.

2. Evaluate your current tech stack

The most effective grant management software integrates seamlessly with your current fundraising CRM, accounting systems, and other essential tools. Look for platforms that offer APIs or pre-built integrations with popular nonprofit software to ensure data flows smoothly between systems without manual entry.

3. Consider onboarding requirements

As software adoption success depends heavily on user acceptance, you'll want to choose platforms with intuitive interfaces that match your team's technical comfort level. Evaluate the learning curve required for implementation and ongoing use, and assess the vendor's training and support offerings.

Tim Lockie had it right when he came on the Nonstop Nonprofit podcast:

The moral of the story is that you've got to invest in your people, not just your tech.

4. Analyze pricing models

AKA, work out your budget. Pricing models vary significantly based on features, user counts, and implementation complexity. Some platforms charge per user, others per grant or application, and some offer flat-rate pricing. Consider both upfront costs and ongoing expenses, including training, customer success, and potential customization needs.

5. Read all the reviews

You think customer support isn't a big deal until the moment it's the one thing you need, so evaluate response times, support channels, and the vendor's commitment to the nonprofit sector.

6. Plan to grow

Select software that can grow with your organization. Consider your anticipated grant activity over the next 3-5 years and ensure the platform can accommodate increased volume, additional users, and expanded functionality without requiring a complete system replacement.

Grantee management software options

Instrumentl

Pros

Instrumentl offers extensive databases of funders and RFPs, automated grant search capabilities, and funder insights that help organizations identify relevant opportunities efficiently from a single platform. The platform includes grant application management tools, integration with CRM and calendar systems, task and deadline management, centralized document storage, and comprehensive reporting features.

Cons

Subscription costs can be a concern, as well as limited options for robust team collaboration.

Submittable

Pros

Submittable's grant management software creates processes that flow smoothly from launch to closeout, offering easy-to-navigate software that cuts down on workload and gives every applicant clear next steps. The platform provides full grant lifecycle oversight with tools like Candid Charity Check, budget drawdowns, and CRM-like views of applicants, giving users comprehensive information at their fingertips.

Cons

Some limitations include potential complexity for organizations with simpler needs, and pricing that scales with usage, which could become expensive for organizations managing numerous applications.

Grantseeker

Pros

Grantseeker positions itself as helping nonprofit management teams by focusing on helping organizations discover, cultivate, and grow relationships with funders, offering tools designed specifically for grant discovery and relationship management. Grantseeker emphasizes affordability and effectiveness for nonprofit organizations seeking to expand their grant programs.

Cons

Organizations considering Grantseeker should request detailed demonstrations to understand how the platform's features align with their specific needs.

GrantStation

Pros

GrantStation offers tools for identifying grant opportunities and provides resources for organizations seeking funding. The strength of GrantStation lies in its focus on grant discovery and research, potentially offering cost-effective solutions for organizations primarily needing help identifying funding opportunities rather than managing awarded grants.

Cons

Organizations should evaluate whether GrantStation's focus on discovery meets their needs or if they require more comprehensive grant management functionality, including application tracking, compliance monitoring, and reporting capabilities.

Grants.gov

Pros

Grants.gov serves as the official portal for federal grant opportunities, providing a centralized location for federal agencies to publish funding opportunities and for organizations to submit applications for federal grants.

The platform serves as an essential resource for any organization seeking federal funding, providing the official channel for accessing and applying for government grants. Grants.gov offers comprehensive support resources and learning materials specifically designed for federal grant processes.

Cons

However, Grants.gov focuses exclusively on federal opportunities, limiting its usefulness for organizations seeking foundation, corporate, or other non-federal funding sources. The platform serves more as a portal and application system rather than a comprehensive grant management solution, requiring organizations to use additional tools for post-award management and compliance tracking.

Thompson Grants (GrantScape)

GrantScape provides robust search and filtering capabilities, allowing users to customize grant alerts based on specific needs, including grantee organization type, location, grant category, and update frequency preferences. The platform makes sharing opportunities with team members straightforward and efficient.

Cons

As with many high-value products, GrantScape comes with a high cost, which many nonprofits may find out of their budget. But if your nonprofit can make use of GrantScape's tools, you may find that the juice is worth the squeeze.

Pebble Impact

Pros

Pebble Impact focuses specifically on grant budgeting, reporting, and operational analytics for nonprofits and is particularly strong for organizations struggling with grant budget management and financial reporting requirements. The platform's focus on budget optimization and compliance monitoring addresses specific pain points many nonprofits experience with grant management.

Cons

However, the platform's specialization in budgeting and reporting might require integration with other tools for comprehensive grant lifecycle management, including opportunity discovery and application management.

Amplifund

Pros

AmpliFund positions itself as more than software, serving as a partner committed to delivering exceptional customer service and tools needed to realize the full potential of grants. The platform's comprehensive approach to grant lifecycle management, combined with a strong customer service emphasis, makes it attractive for organizations seeking both technology solutions and ongoing support.

Cons

Organizations considering AmpliFund should evaluate whether the platform's comprehensive approach aligns with their specific needs and whether the partnership model provides value compared to more self-service software options.

Funder grant program management software options

Fluxx

Fluxx provides cloud-based grants management software that enables data-driven grantmaking to improve decisions and maximize impact. The platform serves as the world's most trusted grants management software solution, specifically designed for foundations and government organizations.

Key features include collaborative grantee portals that improve communication and eliminate redundant tasks, intuitive role-based dashboards that visualize and streamline grantmaking processes, connected data providing easy access to related information for full visibility and control, integrated systems connecting third-party tools and applications to improve efficiency and accuracy, and robust reporting capabilities for tracking funding, making better decisions, and demonstrating impact.

Foundant Technologies

Foundant simplifies grantmaking and maximizes impact through cloud-based solutions that securely manage funding activities and streamline entire grantmaking processes in easy-to-use environments. Features include application creation and processing that simplify and automate application processes, reducing manual effort and speeding review times.

Salesforce for Nonprofits

Salesforce Grantmaking ensures alignment and flexibility with grantees through centralized grantee budgets, progress reports, and amendment tracking. Compliance maintenance occurs through central management of grant requirements, contracts, and disbursements with ease.

Salesforce provides out-of-the-box templates for creating branded portals where grantseekers can apply for funding opportunities, work with collaborators, and discover award statuses using Experience Cloud. The platform enhances grantee experiences through single portals for collaborative work, progress reporting, and ongoing support.

However, Salesforce's complexity and enterprise focus may require significant implementation resources and technical expertise, potentially making it less suitable for smaller organizations or those seeking simpler, more focused grantmaking software.

Benevity Grants Management

Benevity provides grants management solutions as part of their broader corporate social responsibility and employee engagement platform, focusing on helping corporations manage their grantmaking programs effectively.

The platform integrates grants management with other CSR activities, including employee giving, volunteering, and community investment programs, providing comprehensive views of corporate social impact initiatives.

FluidReview

FluidReview, part of SurveyMonkey, offers application and review management solutions that can be adapted for grantmaking processes, providing tools for collecting, reviewing, and managing applications through customizable workflows.

The platform emphasizes ease of use and flexibility in managing review processes, with capabilities for handling various types of applications and submissions beyond just grants, including scholarships, awards, and other competitive programs.

FluidReview's strength lies in its review management capabilities and integration with SurveyMonkey's broader platform, providing organizations with familiar tools and interfaces for managing application processes.

Giving Data

GivingData provides grants management systems specifically for private and family foundations, helping foundations streamline grantmaking and better connect with nonprofit partners. The purpose-built grants management system unites funders and grantees in shared missions to focus on collaborative problem-solving and impact increase.

GivingData appears particularly focused on relationship-building aspects of grantmaking, emphasizing trust-based approaches and collaborative partnerships between funders and grantees. This focus makes it attractive for foundations prioritizing relationship-centered grantmaking practices.

Power up your grant management

TheShareWay

TheShareWay provides an all-in-one tool for finding, applying for, and tracking in-kind donations and grant funding, offering intuitive platforms for grant discovery and management. The platform helps nonprofits find, save, and track grant opportunities in a single location.

Even better, Funraise offers a partnership with TheShareWay so that nonprofit customers can focus on diversifying their resource acquisition beyond traditional donations, providing comprehensive solutions for securing both funding and needed goods from corporate donors and foundations.

Impact Innovations

Impact Innovations is a consultancy that addresses common nonprofit struggles, including maxed-out fundraising team capacity, technology hindrances rather than solutions, organizational growth roadblocks requiring new strategies, and needs for trusted partners to guide organizational advancement.

Their team makes grant management easier by providing strategic consulting that helps organizations develop more effective approaches to identifying, applying for, and managing grants while integrating these efforts with broader fundraising and technology strategies for comprehensive development program optimization.

Grant Professionals Association

The Grant Professionals Association (GPA) serves as the premier professional organization for grant professionals, providing education, networking, certification, and professional development opportunities for individuals working in grants management and development.

GPA offers extensive learning and growth opportunities through GrantSchool, training programs, webinars, publications, and career development resources. The association maintains professional standards through codes of ethics, governance structures, and certification programs that elevate the grant profession.

GrantWorks

GrantWorks represents a purpose-driven company committed to providing high-quality services at affordable costs, with over 45 years of experience successfully assisting more than 700 government entities in designing and delivering critical projects and programs.

The organization makes grant management easier, faster, and more efficient by providing comprehensive project management expertise that ensures grants are implemented successfully, offering proven processes and controls that minimize risks and maximize outcomes, providing experienced staff that handles complex administrative requirements, delivering financial management support that ensures compliance and proper fund utilization, and offering end-to-end support from grant application through project completion and closeout.

Best practices for using grant management software

Implementing grant management software successfully requires strategic approaches that maximize the benefits of these powerful tools while avoiding common pitfalls that can limit their effectiveness.

Grantees

Build a well-trained team

Each team should be included in the entire grant process from grant proposal development through grant closeout, with coordinated timelines and deliverables established before submitting applications. Teams should establish recurring meetings to assess grant performance, confirm deliverables are being met within agreed timelines, and review expenses to ensure alignment with approved budgets.

Establish grant tracking systems

Dedicated grant management calendars serve as essential tools for staying on top of multiple application deadlines, report due dates, and renewal periods. These calendars ensure operations flow smoothly and keep grant management processes functioning efficiently while creating collaborative documents that can be reviewed and updated regularly by all stakeholders.

Prioritize budget management

Organizations must demonstrate track records of using grant funds efficiently to support their missions if they hope to receive future grants. Detailed budget planning increases project success likelihood while building trust and confidence with donors and stakeholders, leading to future funding opportunities.

Maintain detailed documentation

Grant management software should serve as a centralized repository for all grant-related information, making it easier to manage and access critical data while ensuring nothing falls through the cracks.

Funders

Define clear objectives and metrics

Establish well-defined objectives and measurable outcomes using SMART goals that provide a clear understanding of expectations for both funders and recipients. Metrics should be quantifiable and directly tied to project purposes, allowing for accurate assessment during monitoring periods.

Establish transparent communication processes

Communication is the cornerstone of successful monitoring, facilitating early identification of potential issues and providing opportunities for both parties to adapt as needed. Organizations should outline communication methods from the beginning and ensure recipients know who to contact for clarification.

Implement comprehensive review systems

Establish review committees with diverse stakeholders, including executive leaders, employees, community representatives, and external advisors. Committees should receive training on grant purposes and guidelines, utilizing established scoring rubrics and evaluation criteria to ensure fair and transparent decision-making processes.

Monitor and evaluate impact systematically

Staying in touch with recipients throughout grant periods to monitor spending and performance requirements. Organizations should establish KPIs, including program reach, services provided, resource utilization, and stakeholder satisfaction, while scheduling regular check-ins and site visits for comprehensive impact assessment.

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FAQ: Grant management software for nonprofits

What key features should I look for in grant management tools?

Essential grant management software features include application tracking and monitoring, workflow automation, compliance tracking, collaboration tools, comprehensive reporting and analytics, integration capabilities with existing systems, document management and storage, and budget management tools. Look for platforms offering automated deadline reminders, customizable workflows, and robust data security features to streamline your grant lifecycle management process effectively.

How do I choose the right grant management software?

Start by assessing your organization's specific needs, grant volume, and team size. Evaluate integration requirements with existing systems, consider user experience and training needs, analyze pricing models carefully, and review vendor support and reputation. Plan for scalability to accommodate future growth while ensuring the platform aligns with your current budget and technical capabilities.

How do I improve my grants strategy?

Improve your grant strategy by casting a wide net during prospect research, taking time for thorough funder analysis, setting realistic funding goals, creating standardized reporting processes, effectively managing calendars and deadlines, and regularly refreshing your strategy to adapt to changing community needs.

How do you keep track of grants?

Effective grant tracking software for nonprofits involves using dedicated grant management software or spreadsheets to monitor application statuses, deadlines, and requirements. Create centralized systems for document storage, establish recurring reporting processes, maintain detailed budget tracking, and use automated calendar reminders. Implement standardized processes for quarterly or monthly reviews to ensure compliance and maximize fund utilization throughout the grant lifecycle.

What is the best grant management software?

Top grant management software options include Instrumentl for comprehensive grant discovery and management, Submittable for full grant cycle management, Fluxx for data-driven grantmaking, Foundant Technologies for established foundations, and Salesforce for integrated CRM capabilities. The best choice depends on your organization's size, budget, specific needs, and integration requirements with existing systems.

What is the best free grant database?

It depends on what you're looking for! Grants.gov is the premier free grant database for federal funding opportunities, offering comprehensive search capabilities and application tools. Other valuable free resources include foundation websites, Candid's limited free access, local community foundation databases, and government agency portals.