Grant Management Services

Professional grant management ensures non-profit organizations maintain good standing with funders, maximize eligible reimbursements, and position themselves successfully for renewed funding. Grants come with complex requirements including eligibility criteria, allowable expense categories, budget limitations, reporting deadlines, and audit expectations. Without proper grant accounting and compliance management, non-profits risk losing funding, facing repayment demands, or being disqualified from future opportunities due to non-compliance.

Grant Success Builds on Compliance. Funders want to support organizations that demonstrate fiscal responsibility and compliance competence. Professional grant management provides the documentation, reporting, and financial stewardship that funders expect, building confidence that leads to renewed funding and recommendations to other funders. Our non-profit accounting services help establish the grant management systems that position your organization for funding success.

Effective grant management also maximizes the impact of grant funds by ensuring all eligible expenses are captured and reimbursed, preventing inadvertent non-compliant spending that could jeopardize the grant, and providing the financial insights needed to make informed decisions about grant-funded activities. Non-profits that manage grants professionally can focus on program delivery rather than worrying about financial compliance issues.

Our grant accounting services provide comprehensive tracking and management of every grant from award through completion, ensuring complete compliance while maximizing eligible reimbursements. We implement individual grant tracking systems that maintain complete separation of grant funds while providing the consolidated reporting needed for organizational management.

Grant Fund Establishment creates separate accounting records for each grant with individual chart of accounts segments, budget tracking aligned to grant budgets, and expense categorization that matches grant allowable cost categories. We establish grant funds immediately upon award notification, setting up the tracking infrastructure that ensures compliance from the first expenditure through final reporting.

Expense Tracking and Allocation monitors all grant-related expenditures with precise categorization according to grant terms. We implement time tracking systems for staff allocated to grants, expense allocation methodologies for shared costs, documentation requirements that support reimbursement claims, and verification processes that confirm expenses meet grant eligibility requirements. Our tracking ensures every dollar spent on grant activities is captured and properly documented.

Budget Monitoring compares actual expenditures to grant budgets in real-time, identifying variances that require attention before they become problems. We track spending by budget category, project remaining budget availability, alert program staff to approaching budget limits, and help manage spending to align with grant timelines and deliverables. Our monitoring helps prevent both overspending that violates grant terms and underspending that could lead to fund reallocation.

Compliance Verification ensures all expenditures meet grant eligibility requirements before reimbursement claims are submitted. We review expenses against grant terms and conditions, confirm adherence to allowable cost categories, verify compliance with timing restrictions, and maintain supporting documentation that satisfies funder audit requirements. Our verification prevents non-compliant claims that could jeopardize the grant or require repayments.

Grant financial reporting is a critical component of grant management that demonstrates compliance, supports reimbursement claims, and builds funder confidence. Our grant reporting services prepare accurate, timely, and comprehensive financial reports that satisfy diverse funder requirements while presenting your organization's use of grant funds professionally.

Interim Financial Reports provide periodic updates on grant financial status as required by funders. We prepare quarterly or semi-annual reports depending on grant terms, showing expenditures by budget category, budget utilization percentages, remaining fund availability, and narrative explanations of significant variances. Our interim reports keep funders informed and demonstrate active management of grant funds.

Expense Documentation maintains complete supporting records for every grant expenditure. We organize receipts, invoices, payroll records, timesheets, contracts, and other supporting documents by grant and budget category, ensuring complete audit trails. Our documentation systems support both reimbursement claims and funder audits, demonstrating that all claimed expenses are eligible, reasonable, and properly documented.

Final Financial Reports close out grants with comprehensive accounting of all grant activity. We prepare final expenditure reports reconciling to grant budgets, calculate final reimbursement amounts, document any unspent funds and required return procedures, and provide narrative summaries of grant financial performance. Our final reports satisfy funder requirements and support successful grant closure while positioning your organization for future funding.

Budget Modification Requests justify and document requested changes to grant budgets. When program needs evolve and require budget reallocations, we prepare financial analyses supporting the modification, demonstrate that reallocations align with grant objectives, and prepare the budget revisions and justifications requested by funders. Our modification support helps adapt grants to changing circumstances while maintaining funder approval.

Grant compliance requires ongoing monitoring throughout the grant period, not just at reporting deadlines. Our compliance monitoring services track adherence to grant terms throughout the grant lifecycle, identifying potential issues proactively and preventing compliance problems before they occur.

Eligibility Monitoring verifies that all expenses charged to grants meet funder eligibility requirements. We maintain detailed understanding of allowable vs. unallowable costs for each grant, screen expenses against eligibility criteria before reimbursement claims, implement controls that prevent non-eligible charges, and document eligibility determinations for audit support. Our eligibility screening prevents common compliance issues that could trigger funders to require repayments.

Timing Compliance tracks adherence to grant period start and end dates, expenditure timing requirements, milestone-based payment schedules, and reporting deadline calendars. We implement compliance calendars for each grant showing all required actions and deadlines, monitor progress toward completing deliverables within grant periods, and provide advance notice of upcoming requirements. Our timing compliance ensures your organization meets all grant deadlines and avoids penalties for late submissions or delayed activities.

Audit Trail Maintenance preserves complete documentation supporting all grant financial activity. We maintain organized records of grant agreements, budget approvals, expenditure documentation, reimbursement claims, and funder communications. Our documentation systems support both routine compliance and funder audits, providing complete evidence of proper grant management.

Sub-recipient Monitoring provides oversight when your organization passes grant funds to partner organizations or sub-recipients. We implement sub-award agreements with compliance requirements, monitor sub-recipient expenditures and reporting, verify sub-recipient compliance with grant terms, and consolidate sub-recipient activity into overall grant reporting. Our sub-recipient oversight ensures you maintain compliance even when working through partner organizations.

Successful grant management begins before the grant is awarded, with careful budget planning during the application phase. Our grant application support helps non-profits develop realistic, competitive grant budgets that align with program plans and demonstrate organizational capacity for effective financial management.

Grant Budget Development creates detailed, realistic budgets that support competitive grant applications. We work with program staff to develop comprehensive line-item budgets, research allowable cost standards for the funder, ensure budgets align with program deliverables and timelines, and calculate appropriate indirect cost rates and overhead allocations. Our grant budgets demonstrate thorough planning and realistic cost estimation that funders expect from professional organizations.

Cost Allocation Methodologies establish consistent, defensible approaches to allocating shared costs across grants and organizational operations. We develop time study systems for staff salary allocation, overhead allocation methodologies that comply with funder requirements, and cost allocation documentation that satisfies audit scrutiny. Our allocation methods are consistent across grants and justifiable to funders and auditors.

Financial Capacity Documentation demonstrates your organization's ability to manage grant funds effectively. We prepare financial management policies and procedures descriptions, accounting system capabilities summaries, staff qualifications and experience documentation, and past grant management success stories. Our capacity documentation gives funders confidence that your organization can handle grant funds professionally.

Match and In-Kind Contribution Documentation tracks and values non-cash contributions that satisfy grant matching requirements. We establish valuation methodologies for in-kind contributions, document volunteer time and donated services, track facilities and equipment use that qualifies as match, and prepare match contribution reports for funders. Our match documentation helps satisfy cost-sharing requirements without straining your cash resources.

Getting started with professional grant management services begins with understanding your current grant portfolio, compliance requirements, and reporting obligations. We work with Canadian non-profits to implement grant accounting systems that maintain compliance while maximizing the impact of grant funding.

Grant Portfolio Assessment reviews your current grants, compliance requirements, and management processes. We inventory all active grants and their requirements, assess current tracking and reporting capabilities, identify compliance risks and improvement opportunities, and evaluate staffing and systems needed for effective grant management. This assessment provides a roadmap for strengthening your grant management capabilities.

System Design and Implementation creates customized grant accounting systems tailored to your organization's grant portfolio. We design tracking systems for each active grant, establish compliance monitoring processes, implement reporting templates and calendars, and train staff on grant management procedures. Our implementation considers your existing systems and capabilities to deliver practical improvements.

Ongoing Grant Management Support provides day-to-day assistance with grant accounting and compliance. We maintain grant tracking systems, prepare interim and final financial reports, monitor compliance throughout grant periods, and serve as liaison between program staff and financial requirements. Our support lets program teams focus on delivery while ensuring grant compliance is maintained.

Contact us today to discuss grant management services for your non-profit organization. We help Canadian non-profits manage grants successfully, maintain funder confidence, and position themselves for continued funding success.