Why it’s time to move beyond spreadsheets and how Good Grants can help

Some grantmaking foundations still rely on spreadsheets to track data and progress across their grants and funding. While doing this might feel like a simpler and more cost-effective way to manage grants, the use of spreadsheets alone can potentially be detrimental to an organisation and the communities they serve. 

In the past few years, more organisations than ever before have adopted dedicated grants management software (GMS)— in fact, by 2027, experts expect even more use of grant management software. Here’s why: Since the pandemic, organisations are realising how much more effective and impactful they can be when all of their data is easily accessible, and all in one place.

In this article, we’ll cover how spreadsheets can cause more harm than good, and why Good Grants, a dedicated grants management software, is the right solution for your organisation. 

How grant management spreadsheets fall flat

It can often feel easier to task your organisation with managing grant information manually as opposed to investing in a dedicated software. While doing so can feel like the simpler option, using grant management spreadsheets or other manual methods can potentially threaten your success.

Here are some potential downsides:

Lack of centralisation and collaboration: Grant management spreadsheets are typically stored locally or shared via email, leading to version control issues and inaccessibility across a team. With a GMS, on the other hand, all grant-related data is stored in a single, centralised system which ensures that everyone in the organisation has access to the most up-to-date information.

Limited data integrity and security: Spreadsheets lack robust data validation and security features, which can lead to poor decision-making, compliance issues and financial discrepancies. Grant management software, however, usually has built-in industry best practices security measures. (See how Good Grants stacks up as the most secure grant management software.)

Inadequate data and analytics: Grantmaking foundations often need detailed reports to analyse the impact of their funding, track compliance and inform strategic decisions, and spreadsheets are limited in these functions. Likewise, spreadsheets don’t offer access to real-time data updates, which can help inform decision-making. The right grant management system, however, offers prebuilt and custom reporting tools so grantmakers can see their progress visually and share it with stakeholders. A GMS reduces risk, too, by automating data validation and providing checks and balances to ensure accuracy throughout the grant management process.

Scalability challenges: Using a spreadsheet might seem like a good idea when your foundation is just starting out. But, as your organisation grows and you have multiple funding cycles and programs in place, so does the complexity of your data, which can be hard to manage in spreadsheets alone. With GMS, organisations can easily and efficiently manage multiple programs and increasingly complex data.

Time-consuming manual processes: One of the biggest drawbacks to using spreadsheets for grant management is how much time it requires. Because the spreadsheets must be manually updated, time that could be spent on more important mission-related tasks often gets lost. One of the best benefits of GMS, however, is the ability to use automation to streamline workflows.

How Good Grants grant management software can help 

Good Grants is specifically designed for the needs of grantmakers. The software handles every aspect of the grantmaking lifecycle, can help foster and support innovative approaches to grantmaking (like trust-based philanthropy), and can help your organisation both succeed and scale. 

With Good Grants, grantmaking foundations can get a system that is:

Secure: Good Grants offers the world’s most secure grant management software solution. The application and hosting stack have been architected with security practices and features built in so you’ll never have to worry about the security of your grants or scholarship data stored in Good Grants.

Accessible: Good Grants offers internationalised features, such as multiple languages and funding currencies, user-first interfaces and accessibility-compliant tools and options.

Simple: Whether you run an open, closed, competitive or formulaic grant, Good Grants supports your entire grant lifecycle from start to finish — from helping with application management to facilitating post-award grant reporting and funding management.

Time-saving: Good Grants handles all of the administratively burdensome parts of the grant management lifecycle with custom workflows, triggered email notifications, document templates and more.

Scalable: Good Grants can help you go beyond just tracking data. With our grant management software, your foundation can broadcast emails, build formula fields, and even screen for eligibility.

Successful: With Good Grants, you can ensure that all of your data is secure and compliant — and that nothing slips through the cracks. In turn, your organisation can focus on what matters most, like building relationships with grantees and growing your impact.

Ditching spreadsheets for good — with Good Grants

If you’re ready to scale your grantmaking, it’s time to move beyond spreadsheets. Security, accessibility, streamlined processes, ease of submission and review will only help your grantmaking succeed. Ready to learn more? Sign up for a free trial.