How to Do Grant Tracking for a Nonprofit

Running a nonprofit is hard work. You’ve got programs to manage, people to help, and money to stretch as far as possible. One thing that can easily get messy is tracking grants. When you don’t have a system, deadlines sneak up, reports get rushed, and you risk losing future funding. The good news? Grant tracking doesn’t have to be complicated.

Why Grant Tracking Matters

Grants usually come with rules. Some funders want monthly reports. Others want proof of exactly how you spent the money. If you lose track of those details, you could hurt your relationship with the funder. On the flip side, good tracking makes your nonprofit look professional and organized. That can help you win more grants down the road.

Step 1: Keep All Your Grants in One Place

Start simple. Make a spreadsheet or use a grant management tool. Write down every grant you have, the amount, the purpose, and the timeline. Think of it like your nonprofit’s “grant dashboard.” At a glance, you should be able to see what money you have, what it’s for, and when things are due.

Step 2: Track Deadlines

Deadlines are everything in the grant world. Mark the dates for progress reports, final reports, and renewals. Use reminders on your calendar or project management software. Never rely on memory. A missed deadline can mean losing money.

Step 3: Track Spending

Funders want to know where their money went. Create categories in your budget that match the grant requirements. If a grant is only for staff training, don’t lump that money into “general expenses.” Be specific. Update the spending regularly so you’re not scrambling at the end of the year.

Step 4: Keep Notes on Communication

Log every call, email, or meeting with funders. These notes can be lifesavers later if staff changes or you need to remind yourself what was promised. It also helps you build stronger relationships.

Step 5: Review Regularly

Don’t wait until report season. Check your grant tracking system monthly. Ask yourself: Are we spending according to the rules? Are we on track to meet goals? Are reports ready to go? Small check-ins keep you from last-minute stress.

Step 6: Use Tools That Work for You

Some nonprofits use Excel. Others use Google Sheets or grant management software like Foundant or GrantHub. Pick what fits your team’s size and budget. The best system is the one you’ll actually use.

Final Thoughts

Grant tracking isn’t just paperwork. It’s part of building trust with funders and keeping your nonprofit financially healthy. Start simple, stay consistent, and grow your system as your nonprofit grows. Good tracking today means more funding opportunities tomorrow. Need help with grant funding Revamp Your Finances LLC has you covered. Reach out at 317-983-7980 or at markus@revampfinances.com