Best Way to Track Grants: Systems, Tools and Strategies
Grants

Best Way to Track Grants: Systems, Tools and Strategies

Managing grants doesn’t have to feel like chaos. In fact, some of the most successful nonprofits don’t just write amazing proposals—they track  grants with precision, which increases efficiency, improves relationships with funders, and boosts their overall success rate.

In this post, you’ll learn:

  • The best ways to track grants
  • Tools and systems used by top nonprofits
  • Real examples of grant tracking success
  • How to build a grant tracking template
  • Common terms and tools found in top-ranking grant articles
  • CTAs to join the Founding Membership and subscribe to the Grant Writing Academy Newsletter

Let’s dive in and turn your grant process from reactive to reliable.

 Why Tracking Grants Is Just as Important as Winning Them

When we think of grant success, we often picture a “yes” from a funder.

But what happens after that?

Here’s what’s at stake if you don’t track grants properly:

  • Missed deadlines for reports or renewals
  • Forgotten requirements like matching funds
  • Lost opportunities for future funding
  • Miscommunication with your team or the funder

 The 4 Phases of Grant Tracking

To track grants effectively, you need a system that handles four key stages:

1. Grant Prospecting

You’re searching for opportunities and evaluating if they’re a good fit.

You’ll want to track:

  • Funder name
  • Website/contact info
  • Eligibility
  • Average award amount
  • Application deadlines

2. Application Status

You’re actively preparing or have submitted a proposal.

Track:

  • Application start date
  • Internal deadlines (draft, review, submit)
  • Status (in draft, submitted, pending, declined, awarded)
  • Collaborators/responsible staff

3. Awarded Grant Management

Once you win, the real work begins.

Track:

  • Award amount and funder
  • Payment schedule
  • Reporting deadlines
  • Budget tracking
  • Funder relationship notes

4. Renewal or Reapplication

Will you reapply next year? Need to submit a renewal?

Track:

  • Renewal dates
  • Lessons learned
  • Previous feedback
  • Ongoing communication with funder

Best Tools and Systems to Track Grants

Let’s explore popular methods nonprofits use, from free spreadsheets to advanced CRM software.

1. Google Sheets or Excel

Still the go-to for many small nonprofits.

Why it’s great:

  • Free and accessible
  • Customizable columns and tabs
  • Easy to share with teams

What to include in your grant tracking spreadsheet:

Grant Name Funder Amount Deadline Status Notes
Literacy Fund 2025 ABC Foundation $15,000 June 30 In Review Submit report by Oct 15

 

2. Trello or Asana (Project Management Tools)

For nonprofits who like visual workflows and task management.

Create boards for:

  • Prospecting
  • In-progress applications
  • Awarded grants
  • Follow-up deadlines

Assign tasks, set due dates, and attach documents.

3. Airtable

A powerful hybrid of spreadsheets + databases + apps.

Benefits:

  • Filter and sort grants by deadlines or status
  • Link related contacts and attachments
  • Use forms to collect grant data from team members

Many templates exist specifically for grant tracking.

4. Dedicated Grant Management Software

For larger nonprofits or those managing 10+ grants per year.

Top platforms:

  • Instrumentl
  • Foundant GLM
  • Fluxx
  • Salesforce Nonprofit Cloud

Pros:

  • Centralized dashboards
  • Automated reminders
  • Funder relationship tracking
  • Budget syncing with finance teams

 Real Example: How One Nonprofit Doubled Their Grant Wins by Tracking Smarter

Meet Education Roots, a mid-sized literacy nonprofit based in Georgia.

In 2022, they missed out on $40,000 in renewals due to a mismanaged calendar and no system for follow-up.

In 2023, they implemented a Google Sheets + Trello hybrid:

  • Sheets for prospecting and budget tracking
  • Trello for workflow and team collaboration
  • Set reminders for every major deadline

Results:
✅ Won $120,000 in new funding
✅ Increased reapplication rate by 85%
✅ Cut missed deadlines to zero

 What You Should Track for Each Grant

To avoid missed steps, your grant tracking template should include:

  • Funder name & contact
  • Website & application link
  • Eligibility criteria
  • Award size range
  • Key dates: open, due, report, renewal
  • Attachments required
  • Submitted status
  • Notification dates
  • Final outcome
  • Internal team lead
  • Post-award requirements

Tip: Color-code grants by stage (Prospect, In Progress, Awarded, Declined)

 

 Bonus: Grant Tracking Template You Can Use Right Now

Grant Name Deadline Status Internal Due Date Report Due Award Amount Contact Person Notes
ABC Education Fund Sept 1, 2025 Drafting Aug 20 Jan 30, 2026 $10,000 Sarah (sarah@abc.org) Need board letter signed

 Avoid These Grant Tracking Mistakes

❌ Relying on memory or sticky notes
❌ Not setting internal deadlines before actual due dates
❌ Failing to document outcomes or funder feedback
❌ Losing documents in email threads
❌ Skipping renewal reminders

 Best Practices for a Grant Tracking System That Works

  1. Keep it centralized – one tool for the whole team
  2. Update regularly – don’t let info go stale
  3. Automate reminders – use calendar tools or apps
  4. Assign ownership – make someone accountable for each grant
  5. Store everything in one place – proposals, reports, approvals

 Founding Members Get Access to a Complete Grant Tracking Toolkit

Want editable tracking sheets, Airtable templates, and funder calendars—all done for you?

Become a Founding Member of the Grant Writing Academy and receive:

  •  Grant Tracking Templates
  • Pre-built automations for deadline reminders
  • Monthly Funder List Updates
  • Access to coaching, proposal reviews, and resource vault

Click here to become a Founding Member today and turn your system into a grant-winning machine.


 Subscribe to the Grant Writing Academy Newsletter

Get weekly tools and templates straight to your inbox, including:

  •  Grant deadlines by sector
  •  Done-for-you LOIs and proposal samples
  •  Funder profiles and what they fund
  •  Free guides on tracking, applying, and reporting

Click here to subscribe and take the stress out of grant tracking—forever.

You don’t need a full-time grant department to stay on top of funding.

You just need:

  • A system you trust
  • Tools that fit your team
  • And expert guidance to help you implement them

Start small. Track better. Win more.

Become a Founding Member
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Your next grant win isn’t just about how well you write—it’s about how well you track.

 

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