Introduction
Grant Management Software (GMS) refers to a specialized category of digital tools designed to streamline the entire lifecycle of a grant—from the initial application and review process to post-award tracking, financial reporting, and compliance monitoring. In a landscape where funding is increasingly competitive and transparency is non-negotiable, these platforms replace the fragmented systems of the past, such as bloated spreadsheets and disparate email chains, with a single source of truth. By centralizing data, automating repetitive administrative tasks, and providing real-time visibility into fund utilization, GMS enables organizations to focus more on their mission and less on the mechanics of administration.
The importance of these tools cannot be overstated. For grant-makers (foundations and government agencies), they ensure equitable review processes and rigorous impact tracking. For grant-seekers (nonprofits and universities), they act as a project management hub that prevents missed deadlines and ensures compliance with strict donor requirements. Key real-world use cases include a municipal government managing community development block grants, a private foundation coordinating global health initiatives, or a university research department tracking federal NIH funds. When evaluating these tools, organizations should prioritize user experience, reporting flexibility, compliance features, and the scalability of the platform as their funding volume grows.
Best for: Private and community foundations, government agencies, corporate social responsibility (CSR) departments, and large nonprofit organizations managing complex portfolios. It is also essential for higher education institutions and research centers that handle multiple federal and private grants simultaneously.
Not ideal for: Very small, grassroots organizations that only apply for one or two simple grants a year. For these users, a well-organized folder in a cloud storage service and a basic task management tool may be more cost-effective. Additionally, organizations with zero technical capacity may find the initial setup of enterprise-level GMS overwhelming without external consultancy.
Top 10 Grant Management Software Tools
1 — Submittable
Submittable is a highly popular, cloud-based platform designed to simplify the submission and review process for grants, scholarships, and corporate social responsibility programs. Known for its modern, user-friendly interface, it caters to organizations of all sizes, from small local foundations to large global corporations. It excels in making the application experience as painless as possible for the applicant while providing powerful workflow automation for the reviewer.
Key Features:
- Drag-and-Drop Form Builder: Create complex application forms with conditional logic without needing any coding skills.
- Collaboration Tools: Reviewers can score, comment, and communicate within the platform, ensuring a transparent selection process.
- Automated Email Templates: Schedule and send personalized notifications to applicants at every stage of the lifecycle.
- Impact Reporting: Tools to collect and visualize data from grantees to measure the long-term success of the funding.
- CSR Integration: Specialized modules for corporate giving, matching gifts, and employee volunteering.
- Mobile-Responsive Design: Applicants can submit materials from any device, increasing accessibility for diverse populations.
Pros:
- The interface is exceptionally intuitive, significantly reducing the “learning curve” for external reviewers and applicants.
- Highly flexible—can be used for grants, but also for awards, creative contests, and internal requests.
Cons:
- While great for the application phase, some power users find the post-award financial tracking less robust than specialized accounting tools.
- Pricing can escalate quickly as you add more seats or advanced automation features.
Security & Compliance: SOC 2 Type II compliant; GDPR and CCPA compliant; data encryption at rest and in transit; SSO (Single Sign-On) availability for enterprise tiers.
Support & Community: Comprehensive help center with articles and video tutorials; dedicated account managers for enterprise clients; active user webinars and an annual user conference.
2 — Foundant (GrantMaker/GrantHub)
Foundant Technologies offers two distinct solutions: GrantMaker (for foundations and grant-givers) and GrantHub (for nonprofit grant-seekers). Foundant is often cited for its deep commitment to the philanthropic sector, providing tools that are built specifically by and for people in the grantmaking community. Their software focuses on the “full circle” of philanthropy, ensuring that data flows seamlessly from the giver to the receiver.
Key Features:
- GrantHub Search: A built-in database for grant-seekers to find new funding opportunities based on their mission.
- Universal Application: Simplifies the process for givers who want to align their forms with industry standards.
- Integrated Document Management: Store all tax ID documents, 501(c)(3) letters, and past reports in one secure location.
- Customizable Dashboards: Real-time views of upcoming deadlines, funds remaining, and report statuses.
- Community Portal: A dedicated space for grantees to update their progress and communicate with the foundation.
- Email Automation: Integrates with standard email clients to track correspondence without manual entry.
Pros:
- Exceptional customer service—Foundant is famous in the industry for its “high-touch” support model.
- The separation between seeker (GrantHub) and maker (GLM) tools creates a specialized experience for each user type.
Cons:
- The user interface, while functional, can feel a bit more “traditional” and less “slick” than newer SaaS competitors.
- Advanced reporting can sometimes require a steeper learning curve for non-technical staff.
Security & Compliance: SOC 2 Type II; GDPR compliant; SSL encryption; daily off-site data backups.
Support & Community: Unlimited support included in subscriptions; an active online community forum; specialized onboarding “success” teams.
3 — Fluxx
Fluxx is the heavy hitter of the grantmaking world, used by some of the largest foundations globally, including the Ford Foundation and the Knight Foundation. It is a highly customizable, enterprise-grade platform designed to handle massive volumes of data and complex, multi-year grant cycles. Fluxx focuses on “connected philanthropy,” attempting to bridge the gap between financial data and real-world impact.
Key Features:
- Highly Modular Architecture: Users can customize almost every aspect of the workflow to match unique organizational processes.
- Advanced Grantee Portal: A robust self-service area for applicants to manage multiple grants across different programs.
- Real-Time Visualization: Sophisticated mapping and charting tools to see where money is going geographically.
- Integration Ecosystem: Strong API capabilities to connect with ERP systems, Salesforce, and other enterprise tools.
- Budget Tracking: Detailed financial management features that allow for tracking against specific line items.
- Workflow Automation: Complex logic gates that can trigger multi-departmental approvals automatically.
Pros:
- Unmatched scalability—ideal for organizations managing hundreds of millions in grant funding.
- Deeply analytical, allowing for high-level strategic planning and impact assessment.
Cons:
- The high level of customization means the initial setup can take months and often requires professional services.
- The pricing model is definitely aimed at larger institutions, making it inaccessible for many small nonprofits.
Security & Compliance: SOC 2 Type II; ISO 27001; GDPR and HIPAA compliant; extensive audit logs and granular permission controls.
Support & Community: Enterprise-level support with dedicated technical leads; “Fluxx Labs” for innovative community projects; extensive documentation library.
4 — WizeHive (Zengine)
WizeHive’s Zengine platform is known for its flexibility and “database-first” approach. It is designed for grant makers who need more than just an application form—it is a full-scale lifecycle management tool that can be molded to fit scholarships, fellowships, and complex research grants. Zengine is often praised for its ability to integrate with over 1,000 other applications via Zapier.
Key Features:
- No-Code Configuration: Allows administrators to change data fields and workflows without needing help from the IT department.
- Reviewer Portals: A streamlined, mobile-friendly interface specifically for external judges to score applications.
- Automated Document Generation: Automatically create award letters or contracts using data from the application.
- Complex Logic Engine: Supports intricate “if/then” scenarios for different types of funding tracks.
- Scholarship Management: Specialized tools for tracking student progress and university disbursements.
- Zapier Integration: Easily connects to Google Workspace, Microsoft 365, and Slack.
Pros:
- Extremely fast to deploy compared to other enterprise systems.
- The flexibility is a major plus—it doesn’t force your organization into a “one-size-fits-all” workflow.
Cons:
- Some of the more advanced integrations may require a basic understanding of webhooks or API logic.
- The sheer number of configuration options can be overwhelming for first-time administrators.
Security & Compliance: SOC 2 Type II; GDPR compliant; HIPAA available for health-related grants; SSO integration support.
Support & Community: Responsive ticketing system; library of pre-built templates for common grant types; onboarding consultants.
5 — Blackbaud Grantmaking
Blackbaud is the undisputed giant in nonprofit technology, and its Grantmaking solution (formerly GIFTS Online) is a cornerstone of the industry. It is designed for professional grantmakers who want a stable, deeply integrated system that connects with the rest of the Blackbaud ecosystem, such as Raiser’s Edge (fundraising) and Financial Edge (accounting).
Key Features:
- Integrated Financials: Seamlessly sync award data with accounting software to ensure budget accuracy.
- Standardized Reporting: Access hundreds of pre-built reports designed around industry best practices.
- Global Giving Support: Tools to manage international grants, including currency conversion and international compliance checks.
- Grantee Outcomes: A module specifically designed to track long-term qualitative and quantitative outcomes.
- Role-Based Security: Very granular control over who can see sensitive financial or applicant data.
- AI-Powered Insights: Uses Blackbaud’s vast data set to provide benchmarks on giving trends.
Pros:
- If your organization already uses Blackbaud products, the integration is seamless and highly beneficial.
- It is a “safe” choice for large institutions due to Blackbaud’s long-standing reputation and stability.
Cons:
- The software can feel heavy and “corporate,” with a user interface that isn’t as modern as newer competitors.
- Contract terms and pricing can be complex and sometimes rigid.
Security & Compliance: PCI DSS (for payments); SOC 1 & 2; HIPAA; ISO 27001; GDPR compliant.
Support & Community: 24/7 technical support; a massive global user community; certified partner network for implementation.
6 — Instrumentl
Instrumentl is unique on this list because it is primarily focused on the grant seeker. It combines grant discovery (finding new opportunities) with management (tracking deadlines and tasks). It is the “all-in-one” workstation for professional grant writers and nonprofit development teams who want to stop using messy spreadsheets and multiple research databases.
Key Features:
- Automated Matching: Enter your project details, and Instrumentl automatically finds relevant grants from its database of over 10,000 active funders.
- Funder Insights: View 990 data, giving trends, and geographic preferences for every foundation.
- Deadline Tracking: A centralized calendar that automatically syncs with your team’s emails.
- Task Management: Assign specific parts of a grant proposal to different team members.
- Document Storage: Link drafts, final submissions, and award letters directly to the funder profile.
- Weekly Updates: Receive automated emails with new funding opportunities that match your saved searches.
Pros:
- The time saved on research is immense; it effectively acts as a part-time researcher for your team.
- The “user-first” design makes it very easy to adopt without formal training.
Cons:
- It is not designed for grant makers—if you are giving away money, this isn’t the tool for you.
- The pricing is per user, which can get expensive for larger development departments.
Security & Compliance: Standard cloud encryption; GDPR compliant; data privacy focus for sensitive proposal drafts.
Support & Community: Excellent live chat support; regular “grant writing” masterclasses; very helpful onboarding.
7 — SmarterSelect
SmarterSelect is a streamlined, cost-effective solution specifically designed for scholarships and smaller grant programs. It focuses on the “front end”—the application and evaluation—and is widely used by community foundations and local clubs. It is the go-to tool for those who need to launch a program in days rather than months.
Key Features:
- Template Library: Choose from dozens of pre-designed templates for scholarships, grants, and awards.
- App-Style Interface: Extremely simple for applicants to follow, reducing the number of support emails you receive.
- Automated Scoring: Set rules to automatically rank applicants based on GPA, location, or other quantitative data.
- Recommendation Letters: Built-in system to securely request and receive letters from third parties.
- Bulk Messaging: Send updates to thousands of applicants with a single click.
- Affordable Pricing: Offers some of the most competitive entry-level pricing in the GMS space.
Pros:
- Perhaps the easiest tool on this list to get up and running quickly.
- Specifically optimized for scholarship workflows, which can differ from traditional grants.
Cons:
- Lacks the deep post-award financial tracking and impact reporting of enterprise systems.
- Limited customization for highly complex, multi-stage institutional workflows.
Security & Compliance: Varies / N/A (Standard SSL/TLS); GDPR compliant; secure data centers.
Support & Community: High-quality email support; extensive searchable knowledge base; online training videos.
8 — SurveyMonkey Apply
Part of the broader SurveyMonkey (now Momentive) family, SurveyMonkey Apply is a modern application management platform. It is designed to help organizations collect and review applications for anything from grants and scholarships to fellowships and internships. It leans heavily on the ease-of-use reputation of its parent company.
Key Features:
- Intuitive Applicant Portals: A clean, modern interface that guides applicants through multi-page forms.
- Automated Workflows: Set up stages (e.g., Eligibility, Review, Interview) and move applicants through them automatically.
- Reviewer Management: Assign applications based on specific expertise or load balancing.
- Payment Integration: Collect application fees or dues directly through the platform.
- Robust Reporting: Leverage the powerful analytics engine inherited from the SurveyMonkey survey tool.
- API & Integrations: Connects with Salesforce, HubSpot, and Google Analytics.
Pros:
- Very polished user interface for both administrators and external users.
- High level of reliability and uptime, backed by a large tech company.
Cons:
- Can feel a bit “generic” for grantmaking, as it is a general-purpose application manager.
- Advanced features like complex financial disbursement tracking are not the primary focus.
Security & Compliance: SOC 2; HIPAA available; GDPR and ISO 27001; advanced data residency options.
Support & Community: 24/7 email support; priority phone support for higher tiers; extensive online help documentation.
9 — GrantVantage
GrantVantage is built on the Microsoft Dynamics 365 platform, making it a powerful choice for government agencies and large nonprofits that are already deeply embedded in the Microsoft ecosystem. It focuses on performance-based management and federal compliance (such as 2 CFR 200), making it ideal for managing large public grants.
Key Features:
- Project Management Tools: Track tasks, milestones, and deliverables against specific grant objectives.
- Federal Compliance Engine: Built-in workflows to ensure adherence to complex government reporting standards.
- Financial Dashboards: Integration with Dynamics 365 Finance and Operations for real-time budget tracking.
- Contract Management: Manage the legal documents associated with sub-recipients and vendors.
- Outcome Tracking: Link every dollar spent to a specific performance metric or outcome.
- Microsoft 365 Integration: Native connectivity with Outlook, Teams, and Excel.
Pros:
- The ultimate tool for organizations managing massive, complex federal or state grants.
- Inherits the world-class security and scalability of the Microsoft Azure cloud.
Cons:
- Requires a significant investment in the Microsoft 365/Dynamics ecosystem.
- The interface can feel quite technical and “ERP-like,” which may intimidate non-technical users.
Security & Compliance: FedRAMP; HIPAA; SOC 1, 2, & 3; GDPR; ISO 27001.
Support & Community: Microsoft’s global partner network; professional services for implementation; enterprise-grade support contracts.
10 — ZoomGrants
ZoomGrants is a streamlined, accessible grant management solution that focuses on being “easy on the eyes and easy on the pocketbook.” It is a favorite among city and county governments and small-to-mid-sized foundations that want to move away from paper-based systems without breaking the bank.
Key Features:
- Simple Application Portals: Clean, one-page application layouts that minimize applicant confusion.
- Review Committee Access: Secure, limited-access accounts for external board members to read and rate applications.
- Post-Award Reporting: Grantees can upload invoices and progress reports directly into their award file.
- Program Duplication: Launch new grant cycles in seconds by copying settings from previous years.
- Unlimited Support for Applicants: ZoomGrants handles technical questions from your applicants so you don’t have to.
- Cost-Effective Flat Fees: Simple, predictable pricing with no hidden costs.
Pros:
- Excellent for local government departments that have limited IT budgets but need high transparency.
- The “flat-fee” pricing is much easier to get through a city council or board budget review.
Cons:
- Not as customizable as Fluxx or Zengine; you mostly work within their established framework.
- Reporting features are adequate for standard grants but may lack depth for complex scientific research.
Security & Compliance: SSL encryption; GDPR compliant; standard cloud security protocols.
Support & Community: Personal phone and email support; training webinars; active user feedback loop.
Comparison Table
| Tool Name | Best For | Platform(s) Supported | Standout Feature | Rating (Approx.) |
| Submittable | CSR & User Experience | Web, iOS, Android | Modern Interface | 4.8/5 |
| Foundant | Community Foundations | Web | Support Excellence | 4.7/5 |
| Fluxx | Large Global Foundations | Web, iOS | Enterprise Customization | 4.6/5 |
| WizeHive | Scholarships & Modular | Web | 1,000+ Integrations | 4.7/5 |
| Blackbaud | Large Nonprofits/HE | Web | Integrated Ecosystem | 4.4/5 |
| Instrumentl | Grant Seekers | Web | AI Prospect Matching | 4.9/5 |
| SmarterSelect | Small Scholarships | Web | Speed of Deployment | 4.5/5 |
| SurveyMonkey Apply | Streamlined Apps | Web | Modern Review Portals | 4.6/5 |
| GrantVantage | Government/Compliance | Web (Dynamics) | Federal Compliance Tools | 4.3/5 |
| ZoomGrants | Local Government | Web | Flat-Fee Pricing | 4.4/5 |
Evaluation & Scoring of Grant Management Software
| Category | Weight | Top Performer | Score (1-10) |
| Core Features | 25% | Fluxx | 9.8 |
| Ease of Use | 15% | Submittable | 9.9 |
| Integrations & Ecosystem | 15% | WizeHive (Zengine) | 9.6 |
| Security & Compliance | 10% | GrantVantage | 9.9 |
| Performance & Reliability | 10% | Blackbaud | 9.5 |
| Support & Community | 10% | Foundant | 9.8 |
| Price / Value | 15% | ZoomGrants | 9.4 |
Which Grant Management Software Tool Is Right for You?
Choosing the right tool is a strategic decision that depends on your role in the funding cycle and the complexity of your operations.
For Solo Users and Small Nonprofits (Grant Seekers)
If you are a development officer at a small nonprofit, Instrumentl is almost certainly your best bet. It is the only tool that actively helps you find money while managing the process, effectively acting as an extra staff member. If you are a small organization giving out one or two annual scholarships, SmarterSelect or ZoomGrants provide the best value without overwhelming you with features.
For Mid-Market and Community Foundations
Mid-sized organizations need a balance between power and price. Foundant and Submittable excel here. Choose Foundant if you value high-touch support and a community of like-minded foundation peers. Choose Submittable if your primary goal is to make the application process as easy and modern as possible for your community.
For Large Enterprise and Global Institutions
Large foundations with complex, multi-year, multi-million dollar portfolios need the customization of Fluxx or the ecosystem stability of Blackbaud. These organizations should be prepared for a longer implementation timeline but will benefit from the deep analytical power these platforms provide.
For Government Agencies and Research Centers
Compliance is the name of the game here. GrantVantage is the superior choice for those already in the Microsoft world, especially when managing federal funds that require strict audit trails. SurveyMonkey Apply is a strong alternative for public agencies that want a more modern, accessible “front door” for their grant applicants.
Frequently Asked Questions (FAQs)
1. How long does it usually take to implement a new GMS?
Implementation varies wildly. A simple tool like SmarterSelect can be ready in a few days. However, an enterprise system like Fluxx or GrantVantage often takes 3 to 6 months to customize, test, and launch.
2. Can these tools handle scholarship management as well as grants?
Yes, most GMS platforms (especially WizeHive and Submittable) are highly effective for scholarships. Some, like SmarterSelect, are specifically optimized for the unique requirements of student funding.
3. Is my data safe in the cloud?
Most leading GMS providers use bank-level encryption and are SOC 2 compliant. This means their security practices are independently audited every year to ensure your financial and personal data is protected.
4. Will grant management software help me find new donors?
Only if you choose a tool focused on grant seeking, like Instrumentl. Most GMS tools are built for grant makers to manage the money they are giving away, not for finding new sources of revenue.
5. How much do these tools typically cost?
Pricing is highly variable. Small-scale tools can start at $1,000–$3,000 per year. Enterprise-grade platforms for large foundations can cost $20,000 to $100,000+ per year plus implementation fees.
6. Do I need to be a developer to customize these platforms?
No. Most modern GMS tools are “low-code” or “no-code,” meaning you can use drag-and-drop builders to create forms and workflows. However, complex integrations with external accounting software may require IT help.
7. Can these tools help with federal compliance (2 CFR 200)?
Yes, specialized platforms like GrantVantage are built specifically to handle the rigorous reporting and audit requirements of federal and state grant funding.
8. Can I import my existing data from spreadsheets?
Almost all GMS providers offer a data migration service or import tools that allow you to bring in your historical grant data from Excel or CSV files.
9. Do reviewers need their own paid accounts?
Most platforms offer unlimited “Reviewer” or “Judge” seats for free or at a very low cost, as they understand that many foundations use external community boards for evaluations.
10. What is the biggest mistake organizations make when choosing GMS?
The most common mistake is focusing too much on the “application form” and not enough on the “post-award reporting.” A good GMS should save you time throughout the entire year, not just during the application window.
Conclusion
The transition to a professional Grant Management Software platform is often the turning point for an organization’s maturity and impact. We have moved past the era where a complex portfolio of grants can be managed effectively through manual labor alone. Whether you prioritize the elite scalability of Fluxx, the applicant-centric beauty of Submittable, or the compliance-heavy power of GrantVantage, the “best” tool is the one that aligns with your specific operational needs and organizational culture.
When making your final choice, remember that the software is a partner in your mission. Look for a tool that offers the right balance of security, ease of use, and reporting depth. Don’t be afraid to request multiple demos and speak to peer organizations about their experiences with customer support.
Ultimately, the goal of grant management is to ensure that every dollar reaches its intended destination and creates the maximum possible impact. By automating the administrative burden, these platforms empower you to focus on what matters most: changing the world. Pick your tool wisely, invest in proper training, and watch your organization’s efficiency and impact soar to new heights.