Choosing grant management software is one of the most consequential technology decisions a foundation or grant-making body makes. The right platform streamlines workflows, provides visibility across the portfolio, improves grantee relationships, and generates the reporting that boards and funders need. The wrong platform creates administrative burden, generates errors, and makes programme staff less effective than they'd be with a spreadsheet.
This guide covers what to look for in grant management software and how to evaluate options for your organisation.
Many grant programmes start with generic tools — spreadsheets for tracking grants, email for communications, Word documents for reports. These tools are accessible and flexible but become inadequate as programmes grow:
Purpose-built grant management platforms — designed specifically for foundation and grantmaking workflows — solve these problems with structures and features that match how grant programmes actually operate.
Application management
Online application portals allow grantees to apply, submit documents, and track the status of their application. Key features:
- Configurable application forms (different questions for different programmes)
- Document upload capability
- Application status tracking for applicants
- Draft saving for complex applications
- Applicant login and communication
Assessment and workflow
Programme staff need to assess applications efficiently, collaborate with colleagues, and move grants through defined stages. Key features:
- Configurable assessment criteria and scoring
- Staff notes and collaboration
- Multi-stage workflow (initial screening → assessment → committee → approval)
- Conflict of interest flagging
- Committee decision recording
Grant management
Once grants are approved, tracking them through the lifecycle — from offer letter through acquittal — requires dedicated functionality:
- Grant offer generation
- Payment scheduling and tracking
- Condition monitoring
- Variation management
- Reporting deadline tracking
Grantee communication
Relationship management with grantees — regular communication, site visits, relationship notes — is central to good grantmaking practice:
- Communication logging
- Email integration
- Site visit records
- Relationship notes and flags
Reporting
Both internal reporting (for staff and boards) and external reporting (for stakeholders and funders) require flexible, accurate data:
- Portfolio-level reports (grants by programme, geography, sector)
- Financial reports (commitments, payments, outstanding)
- Outcome reporting (grant outcomes aggregated across portfolio)
- Custom report builder
Document management
Grant programmes generate significant documentation — applications, financial statements, grant agreements, acquittals, reports:
- Structured document storage by grant and grantee
- Version control
- Easy retrieval
When evaluating grant management software options, ask:
Does it fit our grantmaking model?
Grant management software is designed for specific grantmaking models. Responsive grantmaking (open applications, assessed, decided) has different requirements from strategic initiative management or scholarship programmes. Ensure the software fits your model — or can be configured to do so.
How configurable is it?
Grant programmes vary significantly. Can the software be configured without custom development — different forms for different programmes, custom assessment criteria, configurable workflow stages?
What does implementation look like?
Software that can't be successfully implemented doesn't deliver value. How long does implementation take? What support is provided? What does data migration from existing systems require?
What are the ongoing support arrangements?
Grant management software needs to evolve as your programme evolves. What training is available? How responsive is support? What's the roadmap for new features?
What is the pricing model?
Grant management software pricing varies widely — from per-user monthly pricing to per-grant pricing to flat annual fees. Understand total cost of ownership including implementation, training, and ongoing fees.
Can we see references?
Speaking with existing customers — ideally foundations similar to yours in size and grantmaking model — provides evidence that the software works in practice.
Some foundations use generic CRM platforms (Salesforce, HubSpot) configured for grant management. This approach is valid but has trade-offs:
Advantages of generic platforms
- More flexible configuration
- Better integration with other business systems
- Larger support ecosystem
Advantages of purpose-built platforms
- Out-of-the-box grantmaking logic
- Faster time to value
- Less custom development required
- Support from people who understand grantmaking
For most foundations, purpose-built grant management software is more efficient than custom-configuring a generic CRM — unless there are specific integration requirements that make the generic platform necessary.
Before making a selection decision:
Tahua is purpose-built grant management software for foundations, community trusts, and grant-making bodies — combining application management, grant lifecycle tracking, grantee relationship management, and portfolio reporting in a single platform designed for the way grant programmes actually work.