Grant calendar for small nonprofits
GrantClock holds every application deadline, interim report and renewal window your funders expect, ordered by what lands next. Development staff at organizations with fewer than ten people use it instead of rebuilding the same quarterly spreadsheet.
1,180 US nonprofitsrun their grant calendar here
41,600 due datestracked across 6,900 funder relationships
Loaded in one afternoonyour current spreadsheet becomes a live calendar
Next 60 days
Where the quarter goes
Grant calendars fall apart quietly. A staff member leaves, a portal changes its dates, a report is filed from an inbox instead of a system, and by the time anyone notices, the money has moved on.
Based on intake calls with 214 development leads at organizations of two to nine staff.
The spreadsheet has four tabs, three color codes and one author. When that person takes a week off, the rest of the team cannot tell which reports are open and which funders are waiting on a signature.
One departure puts 14 funder relationships out of view
Most program officers will take a late narrative report once. The second time it shows up in the file when the renewal is reviewed, and the conversation gets shorter.
A held payment of $40,000 can sit until the next board cycle
Community foundations often keep a renewal open for 21 days and announce it in a newsletter. Miss the window and the answer is not no, it is next year.
A full 12 months before the same award is on the table again
Deadlines get copied out of email, funder portals, award letters and a legal pad, then typed into a fresh sheet for the board packet. It is the same work four times a year.
About 6 hours a month, per development staffer
How it works
You do not have to change how you write proposals. GrantClock only takes over the part that is pure bookkeeping: what is due, who owns it, and what happened last time.
Paste your grant spreadsheet or upload a CSV. Each row becomes a grant record with the funder, the award amount, the grant period, the program officer and the restricted status. Most teams finish this in under two hours.
Choose the dates that actually apply: letter of inquiry, full proposal, interim narrative, financial report, final report, renewal window and the board docket the funder reviews on. Recurring awards keep their pattern year to year.
Alerts go out at 30, 14, 7 and 2 days to the person who owns the date, with a Monday digest for the whole team. If a date is still open 48 hours out, the executive director is copied automatically.
Every submission, award letter, declination, budget modification and program officer note stays under the funder. When you write next year's proposal, the last three years are on one screen instead of in an inbox.
What is inside
GrantClock is not a donor database and it does not write your narrative. It handles the dates, the documents and the funder record, which is the part that quietly costs money when it slips.
Month, quarter and fiscal year views of every open grant, filtered by program, funder type or restricted status. The default view answers the only question a director asks on Monday: what is due before the next board meeting.
Each due date belongs to one staff member, not to the office in general. Reminders arrive at 30, 14, 7 and 2 days, and anything still open with 48 hours left is escalated to the executive director.
Interim narratives, financial reports and final reports each carry a status, an owner and the file you actually submitted. A report is not closed until the confirmation is attached, so nothing sits in the gray zone between drafted and sent.
Every ask, award, declination, site visit and program officer change is logged against the funder with a date. Renewal season starts with a record of what you promised and what you delivered, instead of a search through three inboxes.
One click produces the board grant summary, the pipeline by stage and a CSV your auditor can read against the schedule of federal awards. Treasurers stop asking for a version they can open in a spreadsheet, because that is what comes out.
Restricted awards show their spend down period, the match you committed and the date a no cost extension would need to be requested. Finance and development finally read the same number for the same grant.
What changes
These figures come from 1,180 organizations that have run a full reporting cycle in GrantClock, compared against the calendar they kept before.
6.5 hrs
The reconcile between email, funder portals and the master sheet disappears, because the calendar is the master sheet. Development staff report a median of six and a half hours returned every month.
94%
Owner assignment plus the 48 hour escalation is what moves this number. Before onboarding, the same organizations filed 71 percent of interim reports by the deadline.
31 days
Renewal windows are entered as soon as an award is logged, so the team sees them a month out rather than the week they close. That lead time is what turns a rushed reapplication into a real conversation with the program officer.
18 min
The pipeline, the awarded total and the open reports are already structured, so the packet is an export and a short comment. Directors used to budget most of an afternoon for the same document.
From the field
Three of the organizations that let us quote them by name, all with fewer than ten staff and a portfolio built on foundation, government and corporate money.
"We lost a development coordinator in August and did not lose a single report. Every open deadline had an owner and a history, so the person covering could read the file and file on time. That would have been a disaster for us two years ago."
"Our state pass through award has a financial report on a different cycle from the narrative, and I used to keep both dates on a sticky note. GrantClock caught a renewal window I had written down wrong by four weeks. That one catch paid for the year."
"I run grants for a nine person arts organization and I report to a treasurer who wants a spreadsheet. The export gives him exactly that, and it gives me a funder history I can hand our auditor without apologizing for it."
1,180
US nonprofits keeping their portfolio calendar in GrantClock, across 26 states.
$684M
In active awards tracked, from $2,500 community grants to federal pass through funding.
41,600
Deadlines and report dates on the board right now, with an owner on each one.
Pricing
One price for the organization, not per seat. Every plan carries the full calendar, the report tracker and the funder history. The tiers differ in portfolio size, staff accounts and the depth of the finance views.
All figures are in US dollars and exclude any applicable state sales tax.
$29per month
For an organization running its first structured grant calendar, usually one or two people on development.
$69per month
For a development office juggling foundation, corporate and government cycles at the same time.
$149per month
For organizations with federal or state pass through funding, restricted programs and an annual audit.
Every plan is billed monthly in US dollars and can be cancelled at any time from the account settings. There is no setup fee, no annual commitment and no per user charge. If a portfolio outgrows a tier mid month, the change is prorated on the next invoice.
Questions we get
If your question is not here, write to us and a person who knows grant administration will answer it, usually the same business day.
Pricing is per organization, not per seat, at $29, $69 or $149 per month. The tier you need depends on how many active grants you carry and whether you need restricted fund and audit views. Every plan includes the calendar, the alerts, the report tracker and the funder history, so a smaller budget does not mean a thinner product. There is no setup fee and no annual contract.
Most teams are running on their own data the same day. You import the grant spreadsheet you already keep, confirm the funder names, then set the report dates for the awards that are currently open. The median time from first login to a complete calendar is 96 minutes across our accounts. On the Established plan we do that pass with you on a call.
Your records are stored on servers in the United States, encrypted in transit and at rest, and they belong to your organization. Access is controlled by role, so a board viewer sees the summary and not the program officer notes. We never sell data, we do not train models on your grant files, and we do not share anything with funders. You can export the whole portfolio to CSV at any time without asking us first.
Every portfolio publishes a private calendar feed that subscribes into Google Calendar or Outlook, so deadlines appear next to your program meetings. Import and export run through CSV, which covers moving out of a spreadsheet or into your accounting system. We do not log in to Fluxx, Foundant or Grants.gov on your behalf, because those portals forbid it and the credentials belong to your staff. Instead we keep dated templates for the reporting patterns those systems use, so the dates land correctly when you add an award.
You can cancel in the account settings at any time and the plan simply stops at the end of the month you have paid for. Before it closes, export the full portfolio, the funder history and the attached documents in one archive. We keep the account readable for 30 days in case a board decision reverses, then delete it. Nobody has to call a sales line to leave.
Nine grants is roughly 34 dated obligations once you count letters of inquiry, interim reports, financial reports, final reports and renewal windows. That is already more than a person can hold reliably while also writing proposals and running programs. The Grassroots plan exists for exactly that size, and the setup is an import rather than a project. If it turns out you did not need it, cancelling takes one click.
From the magazine
Nine articles for small development offices, drawn from the award letters, federal registrations and reporting rules that GrantClock subscribers work with every week.
practical guide
Every award letter you have already signed contains dates you have not written down yet. Here is how to pull them out, add the internal deadlines, and get a full year of grant work onto one page.
checklist
You cannot submit a federal application without registrations that take weeks and expire annually. This is the full sequence, from your UEI to Grants.gov roles, and what to put on the calendar.
regulation and compliance
The Uniform Guidance sets when your financial and performance reports are due, when closeout starts, and how long you keep the file. Here are the actual clocks and where your award can override them.
Talk to us
Tell us which funders you are carrying and where the dates currently live. We will show you the same portfolio inside GrantClock on a 25 minute call, using your funders rather than a demo account.
Written by a person, answered by a person. No sales sequence, no automated call center.