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
- Keep it centralized – one tool for the whole team
- Update regularly – don’t let info go stale
- Automate reminders – use calendar tools or apps
- Assign ownership – make someone accountable for each grant
- 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
Subscribe to the Grant Writing Academy Newsletter
Your next grant win isn’t just about how well you write—it’s about how well you track.