How to Monitor Grant Funding and Expenditures

Grants serve as a vital nonprofit funding source, so managing them efficiently is crucial for sustainability. That said, juggling multiple grants, tracking their associated expenses, and ensuring compliance can feel overwhelming. But with the right tools and strategies, you can transform grant management from a stressful task into a streamlined process that saves time and improves efficiency.

Here are 6 strategies to make the most of every dollar.

6 Strategies for Grant Management Success

Congratulations on receiving your new grant award! Now, it is time to put the funds to work. Here are six strategies to revolutionize your approach to grant management, including monitoring funding and expenditures.

1. Centralize your grant information

Imagine having all your grant data in one place, accessible to your entire team, giving you a clear picture of your nonprofit finances. Sounds like a dream, doesn’t it? Not only is it possible, but it’s an essential part of a nonprofit CRM. By centralizing your grant data, you can create go-to resources that keep your team aligned and your analyses quick.

With all your grant information in one place, it’s time to put your data to work.

Key elements to track include:

• Funding details (amount, duration, restrictions) 
• Funder contact information and any important notes 
• Key deadlines, milestones, and reporting requirements

Pro tip: Schedule regular “health check” meetings to review active grants, discuss challenges, and find solutions. This proactive approach can prevent small issues from turning into major setbacks. With a comprehensive nonprofit CRM like DonorPerfect, you can schedule regular reports and automatically share them with stakeholders.

2. Streamline your reporting process

Many of us have been there—rushing to compile a grant report at the last minute. It’s stressful, inefficient, and prone to mistakes. Streamlining your reporting process not only saves time but also demonstrates your organization’s professionalism, which strengthens your relationships with funders.

The best way to do this is through customizable reports that you can schedule on a recurring basis. With a reliable nonprofit CRM, you can generate your own reports with just a few clicks, ensuring you’re always ready to showcase your impact. This transparency will also improve internal processes and employee satisfaction—a win-win!

Save valuable staff time and improve grant monitoring with DonorPerfect’s reports and dashboards. Create custom reports, set up alerts, schedule them to be generated regularly, and automatically share them with your team.

3. Master real-time expense tracking

While streamlined reporting keeps your funders informed, real-time tracking ensures you stay on top of your grant finances internally. Gone are the days of managing grant expenses with cumbersome spreadsheets. Real-time expense tracking is a game-changer, allowing you to instantly monitor spending against your grant budget. 

So, how do you implement real-time expense tracking? Many nonprofit CRMs allow you to integrate accounting software into your system. For example, DonorPerfect CRM integrates with Intuit QuickBooks Online and Desktop. Together in one package, the two solutions work in tandem to improve your operational efficiency and fundraising workflow. 

By integrating your accounting software with your CRM, you can:

• Keep spending aligned with budget allocations to minimize surprises
• Make data-driven decisions about resource allocation
• Spot potential overspending early
• Keep everything above board and in line with grant restrictions

Transparency in financial management builds trust between your staff and the funders, simplifies reporting, and demonstrates accountability—key components for securing future grants. But, to truly maximize your grant management, it’s important that your entire team is on board.

4. Foster team collaboration for grant success

Effective grant management is a team sport. You need your finance gurus, program wizards, and development experts all on the same page. 

A centralized CRM fosters collaboration by providing a shared platform where team members can communicate, assign tasks, and access grant information. This reduces email clutter, eliminates redundant files, and ensures everyone is working with the most up-to-date data (no more “Who has the latest version?” email chains). 

For example, DonorPerfect’s integration with QuickBooks Online allows staff to access up-to-date financial data via smartphone, tablet, or PC. The system’s core functionality also includes the ability to manually or automatically assign follow-up tasks to specific team members.

5. Budget like you mean it

Creating and managing budgets for each grant is essential for both financial stability and program success. This process starts with your initial grant proposal budget and continues throughout the grant’s lifecycle.

Once awarded, your CRM becomes a crucial tool for financial management:

• Break down expenses into categories like personnel, equipment, and travel
• Track both direct and indirect costs
• Forecast future funding needs to identify potential gaps
• Set up alerts for spending thresholds to ensure compliance

These strategies not only help you maintain fiscal responsibility but also position your organization for long-term success. Effective budget management maximizes the impact of each grant dollar, enhancing your credibility with funders.

Now that you have mastered budgeting, you’re ready to showcase your results!

6. Show off your impact with style

Funders want to see the difference their money is making. You can use your CRM to track key performance indicators (KPIs) and link expenditures to specific outcomes. This data-driven approach not only showcases your organization’s impact but also strengthens your case for future funding.

Pro tip: Use infographics and charts to visually represent your achievements. These tools can make complex data more accessible and compelling to funders.

Mastering grant management is key to your nonprofit’s success. By leveraging CRM technology to implement these six strategies, you’ll transform grant management from a daunting task into an efficient operation. This approach not only builds trust with funders but also maximizes the impact of every dollar received.With tools like DonorPerfect, you can track grant applications at every stage, freeing up time to focus on your mission. Embrace modern grant management, and watch your nonprofit thrive!