Key Takeaways
Grant management software automates the lifecycle from prospecting through reporting and closeout. For organizations managing more than five active grants, dedicated software pays for itself in time savings and compliance risk reduction.
When You Need Grant Management Software
You likely need it if:
- You manage more than 5 active grants simultaneously
- You have federal grants (2 CFR 200 compliance is complex)
- Multiple staff members touch grant activities
- You have missed or nearly missed a reporting deadline
- Your grant tracking lives in spreadsheets that only one person understands
- You have fewer than 3 grants
- All grants have simple reporting requirements
- One person manages the entire grant lifecycle
- Your accounting software handles basic grant tracking adequately
Top Platforms Compared
Submittable -- Best for Organizations That Also Award Grants
Price: Custom (typically $5,000-$20,000+/year) Best for: Organizations that both receive and award grants, scholarships, or applicationsStrengths: Application management. Review workflows. Flexible form builder. Good for both grantees and grantmakers. Modern interface.
Weaknesses: Stronger on the intake/award side than the compliance/reporting side. Not a full financial management tool.
Fluxx -- Best for Complex Grant Portfolios
Price: Custom (typically $10,000-$50,000+/year) Best for: Large organizations or foundations with complex grant portfoliosStrengths: Highly configurable. Workflow automation. Both grantmaker and grantee modules. Strong reporting and dashboards.
Weaknesses: Expensive. Implementation is complex. Requires dedicated admin.
Blackbaud Grantmaking -- Best for Blackbaud Users
Price: Custom Best for: Foundations and organizations already in the Blackbaud ecosystemStrengths: Integration with Financial Edge and Raiser's Edge. Full lifecycle management. Online application portals.
Weaknesses: Dated interface. Locked into Blackbaud ecosystem. Pricing is opaque.
SmartSimple -- Best for Government and International Grants
Price: Custom (mid to high range) Best for: Organizations managing government grants, international programs, or complex compliance requirementsStrengths: Extreme configurability. Built for complex compliance (federal, international). Impact measurement tools. Multi-currency support.
Weaknesses: Steep learning curve. Requires significant configuration. Overkill for simple grant portfolios.
Amplifund -- Best for Mid-Size Grantees
Price: Custom (more accessible pricing than enterprise options) Best for: Mid-size nonprofits managing 5-30 grants needing tracking and reportingStrengths: Grant lifecycle tracking. Budget vs. actual. Compliance calendars. Reporting templates. Reasonable pricing for mid-market.
Weaknesses: Less customizable than Fluxx or SmartSimple. Smaller user community.
Key Features to Evaluate
| Feature | Why It Matters |
|---|---|
| Deadline tracking | Missed deadlines damage funder relationships and jeopardize future funding |
| Budget vs. actual | Real-time comparison prevents overspending and underspending |
| Document storage | Centralized repository for agreements, reports, and correspondence |
| Reporting templates | Pre-built templates reduce narrative and financial report preparation time |
| Compliance calendars | Automated reminders for reporting, financial, and programmatic milestones |
| Multi-grant dashboards | Portfolio-level visibility across all active grants |
| Audit trail | Documentation of all changes for compliance and accountability |
For grant management best practices, see our grant management guide. For grant writing, see our grant proposal writing guide.
Tangible Takeaway
If you manage 5+ grants, evaluate one platform this month. Start with Amplifund (mid-market, reasonable cost) or check whether your accounting software (Sage Intacct, QuickBooks) has sufficient built-in grant tracking. The cost of software is almost always less than the cost of a missed deadline or compliance failure.
Frequently Asked Questions
Can our accounting software handle grant management? Sage Intacct has strong grant tracking. QuickBooks requires manual workarounds. For complex portfolios, dedicated grant management software is more effective.
How long does implementation take? Simple platforms: 2-4 weeks. Complex platforms (Fluxx, SmartSimple): 2-6 months.
Do we need separate software for grant writing vs. grant management? Grant writing is typically done in word processors and submitted through funder portals. Grant management software handles the post-award lifecycle: tracking, compliance, and reporting.
What about free options? Google Sheets and Airtable can serve as lightweight grant trackers for small portfolios. Purpose-built software justifies its cost at 5+ grants.
Can one platform handle both grantmaking and grant receiving? Submittable and Fluxx support both sides. Most other platforms focus on one or the other.
What is the biggest risk of not having grant management software? Missed reporting deadlines. One missed deadline can jeopardize a grant relationship worth hundreds of thousands of dollars.
About the Author
Drew Giddings is the Founder and Principal Consultant of Giddings Consulting Group, with more than 30 years of experience in fund development and organizational development.
Contact Giddings Consulting Group to discuss grant management, fund development strategy, or organizational planning for your nonprofit.
About the Author
Drew Giddings
Founder & Principal Consultant
Drew Giddings brings more than two decades of experience working with mission-driven organizations to strengthen their capacity for equity and community impact. His work focuses on helping nonprofits build sustainable strategies that center community voice and create lasting change.
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