10 Best Grant Management Systems for Non-profits in 2023

Grant funding is the lifeblood for many non-profit organizations. But managing grants can be complex, with lots of moving parts to track. This is where a dedicated grant management system comes in handy.

In this comprehensive guide, we will explore the top 10 grant management systems available in 2023 to help your non-profit simplify grant processes and increase funding.

What is a Grant Management System?

A grant management system is a software platform designed specifically for administering grants. Key features include:

  • Grant tracking – Centralize grant info and track status
  • Reporting – Generate reports for stakeholders
  • Compliance monitoring – Ensure adherence to all rules and regulations
  • Application portals – Collect and review grant applications
  • Notifications and reminders – Stay on top of critical deadlines

By streamlining these grant processes, management systems save non-profits considerable time and effort. This means more dollars go directly to the mission instead of administration.

Key Features to Look For

When researching grant management systems, keep the following feature set in mind:

Grant tracking – At its core, the system should provide tools to easily track grants from initial discovery all the way through post-award. Capabilities like custom fields, status indicators, notes and file attachment support are key.

Reporting and analytics – Robust reporting enables stakeholders like grant managers, executives and board members to get a holistic view of your grants. Look for easy report building, visualizations and export functionality.

Collaboration – Managing grants involves many people inside and outside your organization. The system should facilitate smooth collaboration through shareable dashboards, centralized communication and task assignment.

Security – As a repository for sensitive grant information, security is paramount. Prioritize systems with enterprise-grade security protections, access controls and encryption.

There are many other valuable capabilities to look out for as well, but the above features form the critical backbone of reliable grant management.

Now let‘s explore 10 top options on the market this year.

1. Salesforce

The Salesforce Nonprofit Cloud offers an incredibly powerful end-to-end solution for grants management. Key highlights include:

  • Tools for grant discovery powered by GrantHub data
  • Application portals with eligibility screening
  • Milestone tracking tied directly to payments
  • Comprehensive reporting and analytics
  • Seamless integration across Salesforce products

As the 800-pound gorilla in CRM, Salesforce brings an enterprise-grade stack combined with nonprofit-specific specialization. The extensive ecosystem also ensures smooth interoperability with complementary systems.

Pricing starts at $300/month for up to 10 users. Salesforce is ideal for medium to large nonprofit organizations seeking an integrated suite.

2. Workday Grants Management

Workday offers strong financial accountability tools tailored to the nonprofit grantmaking lifecycle. Standout features consist of:

  • Real-time visibility into grant balances
  • Configurable grant templates
  • Flexible reporting on grant spend
  • Streamlined invoicing and payments
  • Tight integration with Workday HCM and Financials

This product appeals most to current Workday customers seeking an integrated grant management module. But it can also stand alone as a grants solution.

Contact Workday for pricing details. The system works well for small to large nonprofits focused on financial compliance.

3. Good Grants

Good Grants markets itself as an easy-to-use online grant management system expressly for nonprofit organizations. Noteworthy capabilities include:

  • Simplified application collection and review
  • Tools to create online forms
  • Grant criteria management
  • Deadline and status tracking
  • Email notifications and reminders

The cloud-based software aims to streamline grant processes without overcomplicating the interface. This makes Good Grants a great fit for grassroots organizations without big IT budgets.

Pricing starts at $108/month with discounts for annual plans. The system suits community nonprofits and small foundation grant programs.

4. Replicon Grant Management

Replicon Grant Management zeroes in on providing visibility into grant spending aligned to budgets and work completed. Key features include:

  • Time tracking tied directly to grants
  • Expense reporting for grant-related costs
  • Budget management tools
  • Customizable reports and dashboards
  • Volunteer hours tracking

Replicon touts advanced reporting among its biggest advantages. The software also gets high marks for an intuitive user interface.

Contact Replicon for pricing information. The system works best for midsized nonprofits wanting robust grant expense oversight.

5. Clockify Grant Management

Clockify offers free grant management functionality paired with their popular free time tracking software. The grant management feature set allows users to:

  • Associate projects and tasks with grants
  • Track grant budgets versus expenditures
  • Tag grant-related billable hours
  • Generate grant utilization reports
  • Set grant-specific permissions

This free software works nicely for lean nonprofits willing to piece together modules. But functionality lags paid systems.

Use Clockify Grant Management for nonprofit teams needing basic grant tracking capabilities on a tight budget. The system suits smaller nonprofits.

6. Instrumentl Grant Management

Instrumentl Grant Management specializes in helping nonprofits secure more grant funding through intelligent matching tools and streamlined tracking. Primary features include:

  • Predictive grant recommendation engine
  • New grant opportunity notifications
  • Centralized grant request management
  • Grant pipeline tracking
  • Deadline reminders and task automation

This software aims to help nonprofits apply for more relevant grants more efficiently. The focus centers firmly on grant pursuit rather than compliance.

Plans start at $179/month for up to 5 users with incremental discounts up to $499/month for 20 users. The system best serves nonprofits focused on expansion through grants.

7. Optimy Grant Management

Optimy markets itself as an enterprise-grade grantmaking solution purpose-built for funders and grantors. Capabilities like grant workflow automation and collaboration tools aim to streamline operations for impact maximization. Notable features include:

  • End-to-end grant workflow management
  • Configurable templates, forms and review stages
  • Grant profile management centralizing key information
  • Real-time progress dashboard
  • Automated notifications and reminders

The software places emphasis on ease of use through sleek interfaces, logical navigation and custom reporting.

Contact Optimy for pricing details. The system most benefits grantmaking organizations like private foundations and government agencies distributing funds.

8. Blackbaud Grantmaking

As one of the best-known software vendors in the nonprofit technology market, Blackbaud offers a reliable grantmaking solution. The web-based software has the following essential features:

  • Centralized grant request intake
  • Configurable risk profiling
  • Multi-round application review workflow
  • Grant agreement and amendment authoring
  • Payment scheduling and reimbursement processing

The system aims for comprehensive grant lifecycle management tailored to grantors‘ needs. Tight integration with financial management and payment processing systems gives this product an advantage.

Contact Blackbaud for pricing information. The software works well for private and family foundations distributing grants.

9. OmniStar Grants Management

OmniStar Grants Management emphasizes efficient administration paired with powerful analytics. Key highlights include:

  • Automated grant application scoring
  • Configurable review workflows with tracking
  • Grant risk assessment tools
  • Financial dashboard showing real-time budget versus actual
  • Grant portfolio analysis and modeling

Data-driven nonprofits can benefit from the software‘s robust analytics module. The centralized grants portal also streamlines cross-departmental collaboration.

Contact OmniStar for pricing details. The product works well for data-focused grantmaking organizations of all sizes.

10. Sage Intacct Grant Management

Sage Intacct Grant Management rounds out our list highlighting core financial capabilities like flexible fund accounting, billing and budget tracking. Key features consist of:

  • Project-based accounting tracking grant revenue and spend
  • Automated billing and invoicing
  • Budget vs. actuals reporting
  • Multi-entity management for fiscal sponsors
  • Dashboard visualizations and report builder

The software aims to give finance teams the tools to manage grant dollars seamlessly while remaining compliant.

Contact Sage Intacct for pricing information. The product suits nonprofits with complex finances and strict audit requirements.

Deciding on the Best System

All grant management systems aim to streamline grant processes, but the path they take can look very different. Assessing organizational needs around current challenges and growth goals helps narrow suitable options.

Smaller nonprofits may prioritize simplicity and affordability. In contrast, large enterprises typically demand robust capabilities supporting specific programs and existing infrastructure.

Taking advantage of free trials and requesting demos allows first-hand experience before making any long-term commitments.


The grant landscape grows more competitive each year. Grant management software enables nonprofits to work smarter within this environment.

The systems explored above represent some of the top solutions available right now. But new products arise frequently, so maintain an open mind.

At the end of the day, only your organization can decide on the best grant management software aligned to strategic priorities and budget. Just don‘t leave the decision to chance.