Introduction
Grant management software is a specialized digital tool that acts as a central home for every single part of a funding program. This type of software is built to help organizations handle the entire life of a grant, starting from the very first day someone applies for money, all the way through the review process, the awarding of funds, and the final tracking of how that money was spent. Think of it as a smart, highly organized digital cabinet where all your documents, emails, and financial records live in perfect order. Instead of searching through messy stacks of paper or hundreds of different computer folders, everything you need is right there in one place. It helps you keep track of who is asking for money, who has received it, and how they are using it to make a real difference in the world.
Using this kind of software is incredibly important because the work of managing grants is naturally very busy and involves a lot of small details. Without a good tool, staff members often find themselves buried in repetitive tasks like manually checking if an applicant is eligible or sending out endless reminders for missing reports. This software takes those heavy, boring tasks and handles them automatically so your team does not have to. By doing so, it frees up your staff to focus on the real work of their mission, like building relationships with the community or planning for future projects. It also provides a huge boost to accuracy; because the rules are built directly into the system, it is much harder for a deadline to be missed or for a mistake to happen with the money. For any group that wants to be seen as professional and trustworthy, having a clear and organized system is a must for long-term success.
There are many real-world ways these tools are used every single day by different groups. A city government might use one to distribute emergency housing funds to thousands of citizens in need of help. A large company might use a system to manage their employee volunteering and matching gift programs to show their commitment to the community. Even a small school foundation might use a simpler version to give out scholarships to graduating seniors each year. In every case, the goal is to make the process fair, clear, and fast for everyone involved. When you are looking for a tool, you should prioritize how easy it is for a regular person to use, how well it protects sensitive information, and whether it can grow as your organization gets bigger. You want a tool that makes you feel confident and in control of your data at all times.
Best for:
This software is the perfect fit for nonprofit organizations, community foundations, and government agencies that manage multiple funding streams at once. It is also highly beneficial for corporate giving teams and academic institutions that need a professional way to track their impact. If your organization is growing and you feel like you are losing track of details in your current system, these tools are built exactly for you.
Not ideal for:
If you are an individual person looking for a personal loan or a one-time small gift, this software is not what you need. It is also not a good match for very tiny groups that only handle one or two small grants a year, as a simple shared spreadsheet might be easier for them. Additionally, groups with absolutely no budget for technology might find the cost of these systems too high compared to basic manual methods.
Top 10 Grant Management Software Tools
1 — Submittable
Submittable is a widely used platform that is famous for being incredibly user-friendly and modern for both the staff and the applicants. It is designed to help organizations of all sizes launch their grant programs quickly and manage them with very little stress or technical trouble. The tool focuses on creating a great experience for the people applying, making the forms look clean and professional on any device. It also provides powerful tools for the staff members who have to review those applications and pick the winners. Because it is so flexible, it is used for everything from massive government grants to local art contests and scholarships. It is a great choice if you want to look professional without needing to be a computer expert to run the system.
Key Features:
- A simple drag-and-drop form builder that allows you to create applications without any coding or technical skills.
- Automated email tools that send updates and reminders to applicants so your staff does not have to do it manually.
- A central dashboard where your team can view, score, and leave comments on every application in one place.
- Advanced tools to track and measure the real-world impact your grants are having on the community.
- Secure ways to distribute funds directly through the platform, which helps you keep your financial records very tidy.
- Mobile-friendly forms that allow people to apply from their phones or tablets whenever they have a spare moment.
- Internal communication tools that let your team chat about specific applications without cluttering their main email inbox.
Pros:
- It is very fast to set up, which means you can start accepting applications in just a few days.
- The design is very modern and easy to navigate, so most people can use it with almost no training.
- The customer support team is known for being very responsive and helpful to both the admins and the applicants.
Cons:
- Some of the most advanced reporting features can take a little more time to learn and master.
- The pricing is based on how many people use the system, which can get expensive for very large teams.
- While it is very flexible, it might lack some of the deepest financial auditing features needed by huge government bodies.
Security & Compliance: Offers strong data encryption and is SOC 2 compliant, ensuring that all applicant information is kept private and safe.
Support & Community: They provide a large library of help articles and videos, plus a dedicated team to help you during the initial setup phase.
2 — Instrumentl
Instrumentl is unique because it is built specifically for the people and groups that are looking for grants to fund their own work. Instead of just managing the money you already have, it helps you find new funding opportunities by searching through a massive database of foundations. It acts like a smart assistant that matches your nonprofit’s mission with the goals of different funders. Once you find a match, it gives you tools to track your application every step of the way until you get the award. This makes it a powerful “all-in-one” tool for any development team that wants to save time on research and get more organized with their proposals.
Key Features:
- A smart matching engine that automatically finds grant opportunities based on your specific nonprofit profile and goals.
- Detailed profiles of foundations that show their past giving history and what kinds of projects they usually like to fund.
- A centralized grant tracker that keeps all your deadlines, tasks, and notes for every application in a single view.
- Automatic email reminders for upcoming deadlines so your team never misses a chance to apply for funding.
- Document storage that allows you to keep your master proposals and budget drafts linked directly to each grant.
- Collaboration tools that let multiple team members work on the same grant proposal and see each other’s updates.
- Easy reporting tools that show your board or leadership exactly how much money you have in your pipeline.
Pros:
- It saves a massive amount of time on research by bringing the best funding matches directly to you.
- The workflow is designed by people who understand the daily struggles of grant writers and nonprofit staff.
- It helps keep the whole team on the same page, which prevents people from doing the same work twice.
Cons:
- It is only for organizations that are seeking grants, not for those who are giving them out to others.
- The cost can be a bit high for very small nonprofits that do not have a dedicated budget for grant tools.
- It focuses mostly on the research and application stage, so it might not be enough for very complex post-award reporting.
Security & Compliance: Uses standard secure web protocols to protect your research data and any sensitive documents you upload.
Support & Community: They offer many free educational webinars and have a very friendly team that helps you learn how to find more grants.
3 — Foundant Technologies (GrantHub & GLM)
Foundant is a very respected name in the world of foundations because they have been around for a long time and really understand the community. They offer two main tools: GrantHub for those seeking grants and GLM for those giving them out to the public. Their software is built to be extremely reliable and focuses on the long-term relationships between funders and the people they support. It feels very professional and is designed to handle the heavy lifting of foundation work without being overly complicated. They take a very human approach to their software, and it shows in how their tools are built to make the daily lives of staff easier.
Key Features:
- A secure master document library where you can store all the standard answers and files you use for most applications.
- Easy-to-use portals for applicants and reviewers that work on any computer with an internet connection.
- Automated tracking for grant cycles, making it easy to see where everyone is in the process at any given time.
- Detailed financial tools that help you track payments and ensure the money is going exactly where it was promised.
- Customizable dashboards for different roles, so a board member sees something different than a staff member.
- Built-in communication tools that keep all your emails and notes about a specific grant in one history log.
- Advanced reporting that allows you to create charts and tables to show the impact of your giving over many years.
Pros:
- Their customer support is widely considered some of the best in the software industry, always ready to help.
- The software is very stable and reliable, which is vital when you are managing large amounts of money.
- It is built specifically for the nonprofit world, so the features match the way these organizations actually work.
Cons:
- The visual design of the software can feel a bit traditional or “old school” compared to newer apps.
- It can take some time to learn where every single feature is located because the system is so deep.
- Some users might find that certain small customization options are missing from the standard version.
Security & Compliance: They follow high industry standards for data protection and provide regular audits to ensure everything stays secure.
Support & Community: They have a very active group of users who share ideas and a dedicated “Foundant University” for learning the software.
4 — Fluxx
Fluxx is a heavy-duty platform that is often the top choice for very large foundations and government agencies that handle millions of dollars. It is built to be a “data-driven” system, which means it is excellent at showing you deep insights and trends across all your giving programs. It uses a very modern interface that is organized into “workspaces” tailored specifically to the person using them. Whether you are a program officer or a CEO, the tool gives you exactly the information you need to make fast decisions. It is designed to be a complete ecosystem that connects everyone involved in the grantmaking process in a single, secure cloud environment.
Key Features:
- Personalized dashboards that give every user a clear view of their most important tasks and upcoming deadlines.
- Powerful data visualization tools that can turn your grant information into beautiful maps, charts, and graphs instantly.
- A mobile app that allows reviewers and staff to check on applications and approve grants even when they are not at their desks.
- Highly flexible workflows that can be customized to match even the most complicated internal rules and processes.
- Branded grantee portals that make your organization look very professional to the people who are applying for funds.
- Advanced relationship management tools that help you track the history of every group you have ever funded.
- Seamless integration with other major business tools, which helps keep your data consistent across your whole organization.
Pros:
- It is incredibly powerful and can handle a massive volume of applications without slowing down or crashing.
- The level of detail you can get from the reporting is almost unmatched by any other tool on the market.
- It is built for collaboration, making it very easy for large teams to work together on big projects.
Cons:
- Because it is so powerful, the setup process is long and can be quite expensive to get exactly right.
- It might be far too complex and “overkill” for a small organization that only has a few staff members.
- Regular training is usually needed to make sure everyone on the team knows how to use the advanced features properly.
Security & Compliance: Enterprise-level security, including multi-factor authentication and SOC 2 compliance for the highest level of protection.
Support & Community: They offer high-level support for their big clients and have a portal where users can share custom ideas and workflows.
5 — WizeHive (Zengine)
WizeHive’s main product is called Zengine, and its biggest strength is how much you can change it to fit your specific needs. It is often described as a “no-code” platform, which means you can build custom forms and rules without needing a programmer. This makes it a great choice for organizations that have a very unique way of doing things and do not want to be forced into a standard box. It is very flexible and can be used for grants, scholarships, awards, and even internships across different departments. It feels like a tool that can grow and change with you as your programs evolve over many years.
Key Features:
- A very flexible form builder that allows you to create multi-step applications with complex rules and branching logic.
- Automated workflows that can move an application from “submitted” to “reviewed” to “awarded” without any manual work.
- Branded portals that allow you to match the look and feel of your own organization’s website perfectly.
- Integration with over a thousand other common apps through easy-to-use connection tools like Zapier.
- A dedicated reviewer portal that makes it simple for your committee to score applications and leave notes from any device.
- Advanced post-award tools that help you track if the winners are meeting their goals and submitting their reports on time.
- Real-time dashboards that show you an overview of your entire program at a single glance.
Pros:
- You can customize almost every part of the system yourself, which gives you a lot of control over the process.
- It works very well for many different types of programs, not just traditional grants, making it very versatile.
- The user interface for the applicants is very clean and easy to follow, which leads to better submissions.
Cons:
- Because you can change so many things, it can be a little overwhelming to set up correctly the first time.
- Some of the most helpful advanced features are only available if you pay for a higher-level subscription plan.
- You might need to spend some time thinking about your process before you start building it in the tool.
Security & Compliance: Offers robust security and is capable of meeting HIPAA and SOC 2 standards for organizations with sensitive data.
Support & Community: They provide a dedicated manager to help with your initial launch and have a very detailed library of help guides.
6 — Blackbaud Grantmaking
Blackbaud is a giant company that has been serving the nonprofit world for a long time with many different types of software. Their grantmaking tool is built to be a complete, professional solution for organizations that want everything to be in one connected system. It works seamlessly with their other famous products, like their database for tracking donors and managing fundraising. This makes it a “heavyweight” option for foundations that want a very structured and reliable way to manage their money and their relationships. It is a very deep system that can handle the entire lifecycle of a grant, from the first check to the final report, with focus.
Key Features:
- Full integration with the wider Blackbaud ecosystem, allowing you to see all your donor and grant data in one place.
- A highly structured workflow that guides your staff through every necessary step of the grant process to prevent errors.
- Advanced financial management tools that track every payment and help you stay on budget throughout the year.
- Detailed outcome tracking that helps you see and report on the real-world results of the projects you fund.
- Custom stakeholder homepages that give board members and staff exactly the information they need to see.
- Automated compliance checks that ensure you are following all the necessary rules and regulations for your giving.
- A secure, cloud-based platform that your team can access from their office or while working from home.
Pros:
- It is a very stable and trusted platform used by many of the largest and most famous foundations in the world.
- The reporting is incredibly detailed, making it easy to create complex reports for your board or for government audits.
- Having your grants and your donor data in the same “family” of software can save a lot of time on data entry.
Cons:
- The interface can feel a bit more complex and “corporate” than some of the newer, simpler apps.
- It is generally one of the most expensive options, which can be a big barrier for smaller organizations.
- Because the system is so large, it can take a significant amount of time for a new staff member to learn it fully.
Security & Compliance: Provides very high-level security that meets strict global standards, ensuring your organization’s data is always protected.
Support & Community: Excellent enterprise support and a massive community of users around the world who can help with tips and advice.
7 — AmpliFund
AmpliFund is a leader when it comes to managing grants for governments, public agencies, and large nonprofit groups. It is built with a heavy focus on compliance and “post-award” management, which means it is excellent at making sure money is spent correctly after it is given out. If your organization has to follow very strict legal rules or deal with government audits, this is often the best tool for the job. It treats every grant as a serious financial project, tracking budgets, performance, and deadlines with great precision. It is designed to take the fear out of audit season by keeping every single record organized and very easy to find.
Key Features:
- Specialized tools for tracking federal and state grant rules to ensure your organization stays in compliance.
- A strong focus on performance tracking, helping you see if the goals of a grant are actually being achieved over time.
- Centralized budget management that allows you to see exactly how much money is left in every “line item” of a project.
- Automated reminders for financial reports, ensuring that you never miss a deadline for submitting your paperwork.
- A complete and clear audit trail that records every single action taken by your staff for total transparency.
- Tools to manage the grants you receive from others as well as the ones you give out to your community.
- Customizable dashboards that show your leadership the overall health and impact of all your funding programs.
Pros:
- It is the best choice for groups that have very high legal and financial requirements to meet every year.
- It helps eliminate messy spreadsheets, which reduces the chance of expensive mistakes in your financial reporting.
- The focus on the “after the award” part of grants is much stronger than what you find in most other tools.
Cons:
- The software looks and feels very functional and “business-like,” which might not appeal to everyone.
- It can be a bit much for a small nonprofit that only has very simple reporting needs.
- Setting up all the complex financial rules can take some time and requires a clear understanding of your budget.
Security & Compliance: Built to meet the very high security standards required by government agencies and public institutions.
Support & Community: They offer specialized training for government staff and have experts who understand the complex world of public grants.
8 — SurveyMonkey Apply
If you have ever filled out a survey online, you likely already know how to use this tool without needing much help. SurveyMonkey Apply takes that simple, familiar experience and builds a full grant and scholarship system around it for organizations. It is designed to be very easy to set up and even easier for people to use on a daily basis. It is a great choice for organizations that want to get their program off the ground quickly without a long, painful setup process. It feels very intuitive and is particularly popular for scholarships and smaller grant programs where the goal is to make the process smooth for everyone.
Key Features:
- A familiar, modern interface that almost everyone already knows how to navigate, which reduces the need for training.
- Simple but powerful form building tools that let you create applications and collect any type of file or media.
- Automated workflows that move applicants from one stage to the next based on the rules you decide.
- A “side-by-side” review tool that lets your committee read an application and score it on the same screen.
- Branded portals that make the whole process look like a seamless part of your organization’s own website.
- Automated notification emails that keep applicants informed about their status without any extra work from you.
- Basic but clear reporting tools that show you an overview of how your program is performing in real time.
Pros:
- It is one of the easiest tools to learn, which is great if your team is busy and does not have time for long training sessions.
- The applicant experience is excellent, which helps you get more and better-quality submissions for your grants.
- It is very fast to deploy, making it a good choice if you need to launch a new program in a hurry.
Cons:
- It might not have enough deep financial tracking features for organizations that manage very complex budgets.
- Customization options are a bit more limited compared to the high-end enterprise systems.
- Some users might find the reporting to be a bit too simple if they need to do deep data analysis.
Security & Compliance: Uses reliable cloud security and follows standard data protection laws to keep applicant information safe.
Support & Community: They offer a massive library of online help articles and have a support team that is quick to respond to questions.
9 — SmartSimple Cloud
SmartSimple is known as one of the most configurable and powerful platforms in the world for managing complex programs. It is a “cloud-based” system that can be molded into almost any business process you can imagine for your organization. It is a favorite for very large corporations, global foundations, and research institutions that have very specific and high-tech requirements. Because it is so flexible, it can handle multiple languages, different currencies, and complex scientific reviews all in one place. It is built for the “unlimited” mindset, meaning it can scale up to handle thousands of users across the globe.
Key Features:
- Total configuration—you can change every field, form, and workflow to match your exact business rules.
- Global capabilities that allow you to manage grants across many different countries, languages, and currencies.
- Advanced security features that allow you to control exactly who can see every single piece of information in the system.
- Powerful reporting tools that can pull data from anywhere in the system to create custom charts and summaries.
- Built-in tools for managing research grants, including complex academic peer-review processes and scoring.
- High-level horizontal scalability, which means the system stays fast even as your data and user count grow very large.
- Integration with a wide range of external data systems to keep all your organizational information in sync.
Pros:
- There is almost no limit to what you can do with this platform; it can be built to fit your organization like a glove.
- It is excellent for global teams that need to work together across different time zones and legal requirements.
- It is built for high-level security and privacy, which is vital for groups handling very sensitive research data.
Cons:
- Because it is so configurable, it requires a lot of technical planning and time to set up correctly.
- The cost and the complexity make it a poor fit for small, simple organizations that do not need all the extra power.
- You will likely need a dedicated person or a professional service to manage and update the system over time.
Security & Compliance: Meets the highest global standards, including GDPR, HIPAA, and SOC 2, for total peace of mind.
Support & Community: They offer high-touch professional services and have a strong community of large-scale users who share best practices.
10 — SmarterSelect
SmarterSelect is a fantastic choice for organizations that need a straightforward and affordable way to manage scholarships and grants. It is designed to be very fast to use—you can literally have a professional program up and running in just a few hours. It does not try to be a giant, complex system for every possible need; instead, it focuses on doing the basics of applications and reviews extremely well. It is very budget-friendly and is a favorite for schools, community groups, and small nonprofits that want a professional tool without a high price tag. It is easy for both the staff and the applicants to navigate.
Key Features:
- Rapid deployment tools that allow you to launch a professional application form in almost no time at all.
- Automated scholarship matching that helps connect students with the specific funds they are actually eligible for.
- A simple and clean portal where applicants can easily upload documents like transcripts, photos, and letters of recommendation.
- Automated scoring and calculation tools that help your review committee quickly identify the top candidates.
- Built-in communication tools that let you send bulk emails or text messages to keep everyone updated on their status.
- A “program library” where you can see ideas and suggestions from other organizations to help improve your own forms.
- Mobile-responsive design that ensures the application looks great and works perfectly on any phone or tablet.
Pros:
- It is one of the most affordable and best-value options available on the market today.
- It is incredibly easy to use, meaning you will not need to spend days or weeks training your staff or your reviewers.
- It is perfect for organizations that focus on scholarships or simple, one-time grant awards.
Cons:
- It is not designed for complex, multi-year financial tracking or deep government compliance audits.
- The features are more basic, so it might not be enough if your organization’s needs become very complicated.
- Some users might find they want more options for deep data analysis and advanced custom reporting.
Security & Compliance: Uses standard secure web encryption to protect applicant data and ensure all your records are kept private.
Support & Community: They have a very friendly support team and a helpful online center with guides and videos for every step.
Comparison Table
| Tool Name | Best For | Platform(s) Supported | Standout Feature | Rating (TrueReviewnow.com) |
| Submittable | Social Impact & CSR | Cloud / Web | Modern, simple UI | N/A |
| Instrumentl | Grant Seekers | Cloud / Web | Grant Discovery Engine | N/A |
| Foundant | Community Foundations | Cloud / Web | Top-tier Support | N/A |
| Fluxx | Large Foundations | Cloud / Mobile | Data Visualization | N/A |
| WizeHive | Unique Workflows | Cloud / Web | No-code Customization | N/A |
| Blackbaud | Large Nonprofits | Cloud / Web | Deep Ecosystem | N/A |
| AmpliFund | Government Compliance | Cloud / Web | Audit-ready Reporting | N/A |
| SurveyMonkey Apply | Simple Applications | Cloud / Web | Intuitive Ease of Use | N/A |
| SmartSimple | Global Enterprise | Cloud / Web | Unlimited Config | N/A |
| SmarterSelect | Scholarships | Cloud / Web | Rapid Deployment | N/A |
Evaluation & Scoring of Grant Management Software
To help you understand how we look at these tools, we have created a scoring system. This shows you which parts of the software are the most important for a successful experience for any organization.
| Evaluation Category | Weight | What We Look For |
| Core Features | 25% | Application forms, review tools, and reporting. |
| Ease of Use | 15% | How quickly staff and applicants can learn it. |
| Integrations | 15% | Does it talk to your accounting or CRM tools? |
| Security & Compliance | 10% | Is your data safe and do they follow laws? |
| Performance | 10% | Is the tool fast and always online? |
| Support | 10% | Is there someone to help when things go wrong? |
| Price / Value | 15% | Does the cost make sense for the features? |
Which Grant Management Software Tool Is Right for You?
Choosing a tool is a big decision for your team, but it does not have to be a scary one. You should start by looking at the size of your organization. If you are a solo user or a very small nonprofit, you want something like Instrumentl to find grants or SmarterSelect to handle a simple scholarship. These tools will not break the bank and are easy to start using today.
For mid-market groups, tools like Submittable or Foundant offer a great balance. They give you enough power to grow, but they are not so complex that you need a full-time IT person just to manage the software. They feel professional and will make your team much more efficient.
If you are an enterprise organization, a large foundation, or a government agency, you need to look at Fluxx, Blackbaud, or AmpliFund. These tools are built for “big data” and “big rules.” They focus heavily on security and compliance, which is vital when you are handling public money or massive endowments.
Finally, think about your budget versus your needs. Do not pay for fancy features you will never use. If you only need a simple application form, do not buy a system that tracks complex international currencies. Start with what you need today, but make sure the tool can grow with you a little bit each year.
Frequently Asked Questions (FAQs)
1. What is the most important feature to look for?
The most important feature is usually ease of use for the applicants. If your application is too hard to fill out, you will not get the best people applying for your grant.
2. Is this software secure?
Yes, most modern tools use the same level of security as online banks. Look for terms like “encryption” and “SOC 2” to be sure.
3. Can I move my old data into a new system?
Most companies will help you move your old spreadsheets into their tool. This is called “data migration,” and it is a very common request.
4. How long does it take to set up?
Simple tools can be ready in a few days. Very complex systems for large governments can take several months to get exactly right.
5. Do I need to be a tech expert?
No. Most of these tools are designed for regular office workers. If you can use a web browser and email, you can use these tools.
6. Can it help me find grants?
Only specific tools like Instrumentl are built for finding grants. Most others are built for managing the ones you already have.
7. Does it work on mobile phones?
Almost all modern grant software works on phones today, allowing people to apply or review submissions while on the go.
8. Is there a free version?
Most professional tools charge a fee, but many offer a free demo so you can try it before you spend any money.
9. Can it handle multiple languages?
Yes, larger enterprise tools like SmartSimple are great at handling many different languages and currencies.
10. What is a “grantee portal”?
This is a secure area where the person who received the grant can log in to submit their reports and see their payment schedule.
Conclusion
Finding the right grant management software is all about matching the tool to your specific mission. There is no single “best” tool that works for everyone. A small school foundation has very different needs than a massive city government. The key is to look for a tool that makes your life easier, keeps your data safe, and helps you show the world the good work you are doing. Making the switch to a dedicated system might feel like a big step, but it is one that will pay off in more impact and less stress for your entire team.
When you start your search, remember to involve the people who will actually use the software every day. Their feedback is more important than any fancy sales presentation. Look for a partner, not just a vendor. A good software company will support you and help you grow over the years. By picking the right system, you can stop worrying about paperwork and get back to making a real difference in your community. Every minute you save on administration is a minute you can spend on your cause, and that is the true value of these digital tools. Taking the time to choose the right platform today ensures that your organization remains efficient and effective for many years to come.