Best Grant Management Software: 10 Tools Compared

Grants run on deadlines and paperwork. Whether you give grants or apply for them, the hard part is keeping every application, decision and report organised and easy to find.

The ten tools below are listed alphabetically and in no particular order, most of them from specialist providers. Each description comes from the tool's own site, read this week. If you're writing the applications yourself, my ChatGPT prompts for grant writing can speed up the first draft.

Grant management tools at a glance

In the free plan column, Yes means the tool's own site describes free use or a free plan, Trial only means a time-limited trial and No means neither is stated on the pages we read.

Tool	Type	Good for	Free plan
Blackbaud Grantmaking	Grantmaker software	Large foundations already on Blackbaud	No
Candid	Funder research	Finding and checking funders	Yes
Euna Grants	Public sector grants	Government and public sector funding	No
Fluxx	Grants platform	Both sides of the funding process	No
Foundant	Foundation software	Community and family foundations	No
Good Grants	Grant application software	Simple application rounds	Trial only
Grantable	AI grant writing	Drafting applications faster	Yes
Instrumentl	Grant seeking platform	Finding grants and tracking deadlines	Trial only
SmartSimple	Configurable grants platform	Complex, highly configured programmes	No
Submittable	Application management	Grants plus CSR programmes	No

Ten grant management tools

Blackbaud Grantmaking

Best for: Foundations and corporate funders that want configurable grant workflows from a vendor many nonprofits and funders already know.

Candid

Best for: Grant seekers who want to research foundations and nonprofits by name, EIN or keyword before deciding who to approach.

Euna Grants

Best for: Local governments and public bodies that manage grants from discovery to closeout and need compliance tracked at every stage.

Fluxx

Best for: Funders and nonprofits that want grantmaking and grant seeking in one platform built for the whole funding lifecycle.

Foundant

Best for: Community foundations and scholarship providers that want grants, scholarships and stewardship handled in cloud software built for them.

Good Grants

Best for: Smaller grantmakers that want online applications, review and decisions without a heavy or bloated system.

Grantable

Best for: Grant writers at small nonprofits who want AI to draft and reuse application answers so each new bid starts from good material.

Instrumentl

Best for: Nonprofits and grant consultants who want grant discovery, deadlines and applications tracked in one place.

SmartSimple

Best for: Large funders and government agencies running complex programmes that need workflows configured closely to their own process.

Submittable

Best for: Funders and companies running grants or corporate giving programmes that want applications and automations in one place.

How long you must keep federal grant records

Here's a rule US grant recipients can't ignore. 2 CFR 200.334 says recipients and subrecipients must retain all federal award records for three years from the date they submit their final financial report.

If you manage or receive US federal grants, pick software that keeps applications, reports and supporting documents together and makes them easy to find years later. An auditor won't wait while you search old inboxes.

Grantmaker tools versus grant seeker tools

Grantmaker software runs the funding process: application forms, reviewer scoring, award decisions and grantee reporting. Grant seeker software helps nonprofits find opportunities, write applications and track deadlines. A few platforms try to serve both.

Decide which side you're on before you compare features. A foundation needs review workflows and payment tracking, while a small nonprofit mostly needs to find the right funders and never miss a deadline.

Setting up a grant round

1. Write clear eligibility rules before you open applications.
2. Build the application form and test it with a friendly applicant.
3. Set up reviewer scoring and conflict of interest checks.
4. Decide how you'll communicate decisions to every applicant.
5. Agree reporting dates with grantees at the award stage.
6. Keep every document in the system, not in email.

Features that matter for funders

• Online applications. Forms applicants can save and return to.
• Review workflows. Scoring, comments and conflict checks.
• Grantee reporting. Reminders and forms for progress reports.
• Audit trail. A record of every decision and document.

Features that matter for grant seekers

Grant seekers need a calendar of deadlines, a library of reusable answers and a way to track which funders they've approached. Some tools add AI writing help, which is useful for first drafts as long as you check every fact before submitting.

Being fair to applicants

Good software also makes your process fairer. Clear forms, consistent scoring and timely decisions show applicants you respect their time, which builds your reputation as a funder.

Moving off spreadsheets

Many small foundations and nonprofits still run grants from a spreadsheet and a shared inbox. That works until a key person leaves or an auditor asks for a document from three rounds ago. If you're moving to software, start with your next grant round rather than migrating every old file. Set up the forms, invite reviewers and run one full cycle, then bring older records across once you're confident the system works.

Keep the setup simple at first. You can always add extra stages, fields and reports later, but a complicated first round puts reviewers and applicants off.

Do you make grant management software? Tool makers can ask to be considered for a featured place on this list.

My plain advice on grant management software

Choose the simplest tool that handles your whole grant cycle. Funders often buy highly configurable systems and then spend months setting them up. A smaller team with a few grant rounds a year usually does better with something quick to launch.

If you apply for grants, spend more time on research than on software. No software can help if you're applying to funders who were never a fit. Track who funds work like yours, and why, then apply where the match is strong. For how grant income flows once it lands, read how grant funding moves through a nonprofit.

Frequently asked questions

What is grant management software?

It's software that handles grant applications, reviews, awards and reporting in one place, for funders, nonprofits or both.

Is there free grant management software?

Some tools on this list describe free use or free registration. Check the table for each one.

How long must I keep US federal grant records?

2 CFR 200.334 says recipients must keep federal award records for three years from submitting their final financial report.

Can grant software help me find funders?

Grant seeker tools on this list include funder research and databases to help you find opportunities.

Can AI help with grant applications?

AI grant writing tools can draft and reuse answers, but you'll still need to check facts and tailor each application.

Do small foundations need grant software?

If you run more than one grant round a year, software saves a lot of time on applications and reporting.