Grant and Funder Records for NGOs

A grant comes with a budget, instalments and promises about what will be done by when. This module keeps that agreement beside the spending it governs.

Talk to us Free tech audit

What a grant record holds

Funder and agreement

The company, foundation, government body or individual funder, the sanction letter, the period and the fund head the money sits under. The sanction letter is attached.

Budget lines

The heads the funder sanctioned, such as staff salary, material, travel and administration, each with its own sanctioned amount.

Instalments

What is due when, what has arrived, and what the funder is still holding back pending a report or a visit. Nothing waits on memory.

Deliverables and dates

Beneficiary numbers, activity counts, interim and final reports, audit certificates and site visits, each with the date it falls due.

Documents

Proposal, sanction letter, signed agreement, correspondence and reports already sent, filed on the grant rather than in a folder.

Spend against the sanctioned budget

Programme expenses are booked to a grant budget line as they are entered, so the balance on each line moves with the spending. A line running ahead of sanction shows early rather than at the close of the project. Reallocation between lines, where the funder permits it, is recorded with the approval attached. Trustees read the same figures.

Reporting back

Due date reminders

Reports and certificates coming up appear on the programme head’s list, with the grant and the funder named. Dates are visible weeks ahead.

Figures from the records

Beneficiary counts, activity totals and line-wise spend are read from the programme and expense records instead of being assembled afresh.

Funder layouts

The formats you report in today are built as saved views. A new funder with a new layout is added as a later change.

What was sent

Each report filed is stored on the grant with its date, so the next year’s submission starts from the last one. Last year’s copy is right there.

What the trust decides

Nothing here interprets a funder agreement or any regulation governing foreign or government funding. Those readings stay with the trust, its auditor and its advisors, and the module only stores and totals what the trust enters.

How budget lines are named, so they match the sanction letter
Whether spend may be entered above a sanctioned line
Who may mark a report as submitted
How many days ahead a due date reminder appears

FAQ

Frequently asked questions

Can one grant pay for two programmes?

Yes. Budget lines can be mapped across programmes, and spend from each programme is booked back to the right line.

Does it produce the funder’s own report format?

In the layouts set up for you during implementation. A format no one has seen yet is quoted when the funder shares it.

What about utilisation certificates from the auditor?

The figures are available to your auditor, who issues the certificate. The signed copy is then filed against the grant.

Will it warn before a grant period ends?

Yes. The closing date sits on the grant, and unspent balances and pending deliverables are listed as that date approaches.

Talk to us

Tell us what you need.

Send a short brief and one of our engineers will come back to you within one business day.

No obligation
A reply within one business day
Your details stay private