If you’ve ever tried to juggle more than a handful of grants at once, you know the headache that comes with deadlines, requirements, and reports. Many nonprofits start with spreadsheets, but as your pipeline grows, they become unmanageable. That’s why more organizations are turning to grant tracking tools because the right system saves time, reduces stress, and helps you win more funding.
Why Nonprofits Need Grant Tracking Tools
Spreadsheets can hold data, sure. But they don’t alert you when deadlines are coming up, they don’t keep your documents in one place, and they definitely don’t make collaboration easy. Before long, you’re wasting time scrolling, color-coding, and hoping you didn’t miss something.
The right grant tracking tools free you from the chaos. They centralize everything, automate reminders, and keep your pipeline visible at a glance. Instead of managing the paperwork, you can put your energy into what really matters—writing strong proposals and stewarding funders.
How Grant Tracking Tools Streamline Your Workflow
Here’s what good grant tracking tools can do for your nonprofit:
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Centralize information so everyone is working from the same page.
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Send reminders before deadlines sneak up.
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Update you on new grant opportunities.
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Store documents and notes so you don’t have to dig through email chains.
The right tool takes the mental load off your plate and gives you more time to think strategically.
Options Worth Exploring: Top Grant Tracking Tools
There are several grant tracking tools worth considering, each with different strengths depending on your nonprofit’s size and needs:
Instrumentl
Instrumentl is designed to make prospecting and pipeline management easier. It offers a searchable database of active grants, matches opportunities to your nonprofit’s mission, and provides deadline reminders. Many nonprofits like it because it feels like having a grant researcher and tracker all in one.
Foundant (GrantHub)
Foundant’s GrantHub is built for nonprofits who need a user-friendly system without steep learning curves. It tracks deadlines, manages tasks, and keeps all your grant documents in one secure place. It’s a good fit if you’re moving from spreadsheets but don’t want a bulky system.
Fluxx
Fluxx is a more robust platform often used by larger organizations. It’s highly customizable, allows collaboration across teams, and includes strong reporting features. If your nonprofit has multiple people managing grants or a complex portfolio, Fluxx might be worth the investment.
GrantFrog
GrantFrog is a newer player that’s winning attention for its simplicity and affordability. It focuses on helping small nonprofits find and track grants without overwhelming them with unnecessary features. Its interface is clean, and the automation tools—like email reminders and status tracking—make it ideal for lean teams who need efficiency without the big price tag.
Build Systems Before Burnout Hits
Here’s the truth: without a reliable system, managing grants becomes a cycle of stress, missed opportunities, and frustration. But when you have the right grant tracking tools, you create space to think strategically about which grants to pursue, how to align proposals with your mission, and how to steward funders long-term.
You Don’t Have to Sort This Out Alone
Choosing and implementing new systems can feel overwhelming. That’s one reason I started the RaiseMasters Accountability Group—to give nonprofit leaders a place to sort through decisions like this with peers who get it. We keep each other on track, share tools and strategies, and celebrate wins together.
Most nonprofit leaders lay awake at night trying to figure out how to fund their mission.
Hi! I'm Alesha.
I teach sustainable fundraising in a way that they can take action today so they can serve their clients.
I can help you move from just getting started funding your new nonprofit to gaining confidence in your fundraising and building relationships to knowing what works for your organization and looking at the infinite game when it comes to funding. I’ve worked with nonprofit Founders and written the book I HAVE MY 501(C)3! NOW WHAT?!? Your Blueprint to Starting Your Nonprofit Without Being the Sole Funder that lays the foundations for funding in a new nonprofit.
I’ve worked in Development (Fundraising) Departments in large organizations and I know the no cost, low-cost methods they use to bring in funding. I bring those sound strategies to the nonprofits I serve.