Documentation Index

Fetch the complete documentation index at: https://grantmaster.dev/llms.txt

Use this file to discover all available pages before exploring further.

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Grant Lifecycle Workflow

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Overview

Discovery → Pipeline → Proposal → Submitted → Won/Lost → Active Grant → Reporting → Close-out

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Stage 1: Discovery

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What You Can Do

• Browse opportunities from the global funding database (Foundations, Government, Multilateral)
• Filter by sector, geography, funding range, deadline, and eligibility criteria
• Smart matching uses your organization’s profile to surface relevant opportunities
• Save opportunities to review later or share with colleagues

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Best Practices

• Set up search filters matching your organization’s focus areas and save them for reuse
• Review new opportunities weekly to stay ahead of deadlines
• Use the AI Assistant to evaluate fit between an opportunity and your organization’s capacity

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Stage 2: Tracker

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What You Can Do

• Add to Pipeline — move a discovered opportunity into your active pipeline
• Kanban view — visualize all prospects across stages on the Pipeline tab (drag-and-drop)
• Track probability — assign a weighted probability score to forecast expected revenue
• Assign team — delegate proposal writing and coordination tasks
• Log activities — record meetings, calls, and correspondence related to each opportunity
• Attach documents — upload supporting materials (concept notes, budgets, letters of intent)
• Deadline tracking — view all upcoming deadlines across pipeline entries (Deadlines tab)
• Analytics — review conversion rates and deal metrics (Analytics tab)
• Archive — access won, lost, and dead grants for historical reference (Archive tab)

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Pipeline Stages

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Best Practices

• Update pipeline stages promptly to keep forecasts accurate
• Add notes after every funder interaction to build institutional knowledge
• Use task assignments to coordinate proposal work across team members

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Stage 3: Proposal & Submission

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What You Can Do

• Create an application linked to a pipeline entry
• Collaborate on proposal documents with version tracking
• Internal review — route drafts through review cycles before submission
• Track submission — record submission date, method, and confirmation details
• Set reminders for follow-up dates and decision timelines

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Best Practices

• Start proposals early — most grant deadlines are firm with no extensions
• Use the AI Grant Assistant for first drafts of narrative sections and budget justifications
• Attach final submitted versions to the pipeline entry for audit purposes

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Stage 4: Award & Conversion

1. Move the pipeline entry to Won
2. Click Convert to Active Grant — this creates an ActiveGrant record
3. Enter award details:
   • Awarded amount and currency
   • Grant period (start and end dates)
   • Disbursement schedule
   • Reporting requirements and deadlines
4. Link the grant to one or more Projects to begin tracking expenditures

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Best Practices

• Enter the full disbursement schedule immediately to enable cash flow forecasting
• Set up reporting deadlines with automatic reminders via Notifications
• Review donor compliance requirements and create matching compliance policies

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Stage 5: Active Grant Management

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What You Can Do

• Monitor spending against budget allocations in real time
• Track disbursements — mark payments as received against the schedule
• Compliance dashboard — see adherence to donor requirements at a glance
• Reporting calendar — upcoming deadlines for narrative and financial reports
• Generate reports — use templates to create donor-ready financial and narrative reports

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Best Practices

• Review budget utilization monthly to avoid under-spending or over-spending
• Flag compliance issues early — use the Compliance module to set automated alerts
• Keep donor interaction logs current in the Grantor CRM for relationship continuity

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Stage 6: Close-out

1. Submit final financial and narrative reports to the donor
2. Reconcile all expenses and ensure budget compliance
3. Archive the grant record
4. Document lessons learned for future applications

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Limitations

• Grant Discovery data depends on the platform’s scraper portfolio and manual entries — not all global opportunities are indexed
• Pipeline probability scores are manual estimates; the platform does not auto-calculate win rates
• Converting a pipeline entry to an active grant is a one-way operation and cannot be reversed