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What is PhilanTrack for Grant Seekers?

PhilanTrack makes grants management easier for grant seekers. With PhilanTrack, you can:

  • Write grant proposals
  • Track grant awards and funders
  • Prepare post-grant reports

What Is PhilanTrack for Grant Makers?

PhilanTrack makes grants management easier for grant makers. With PhilanTrack, you can:

  • Accept proposals online
  • Manage grant and grantee information
  • Evaluate the impact of your grantmaking

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Rants About Grants

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And the Winner of the "Ugliest" Grant Tracking Spreadsheet Contest Is…


PhilanTech's first "Ugliest" Grant Tracking Spreadsheet Contest received an amazing response, both in terms of the number of truly impressive "ugly" spreadsheets and grant tracking processes submitted, and the general reactions to the contest.  Entries were judged based on a number of criteria that make grant tracking spreadsheets difficult to work with, including their complexity, susceptibility to error, duplication of information, and reliance on one person’s specific knowledge to navigate.

Without further ado, the winner is… Web of Benefit!  Web of Benefit is a nonprofit that helps support survivors of domestic violence while breaking the intergenerational cycle of domestic abuse. 

Web of Benefit will receive one year of free access to the PhilanTrack online grants management system to replace their "ugly" grant tracking spreadsheets with an online system that will help Web of Benefit streamline all of its grant-related activities.

We've written previously on this blog about why Friends Shouldn't Let Friends Use Excel to Manage Grants, and wanted to share some examples of what can result from tracking grants in spreadsheets or with other offline systems and processes, drawn from submissions to the "Ugliest" Grant Tracking Spreadsheet Contest (note: some images have been modified slightly to minimize any identifying information):

Ugly Spreadsheet 1

Ugly Spreadsheet 2

Ugly Spreadsheet 3

Ugly Spreadsheet 4


In addition to some very illustrative visuals of challenging spreadsheets, several nonprofits submitted descriptions of the challenges of their grantseeking processes, such as:

  • "If our grant spreadsheet were a dog, it would be a shaggy one, just in from rolling around in some delicious mud puddles. Now, we love our shaggy dog. It's got a heart of gold, and is chock-a-block full of wonderful stuff. Underneath alllllll that mess is some beautiful information. Another way in which the information in our grant spreadsheet is like a shaggy dog: sometimes its hard to get our hands on it. We've worked hard collecting information about well-aligned grant opportunities, only to have them slip through our hands for lack of a useful project management system. Boy could we use your help!"
  • "We currently use one Excel workbook with multiple tabs to keep track of grants by status (Planned, Submitted, Approved, Denied), with multiple colors on the Planned tab to denote the degree of imminency of deadline. We also track grants on a separate workbook for board review, which includes a tab each for Grants tracked by Status and Grants tracked by Purpose, with a master sheet summarizing the data. I have to update each of these workbooks, in addition to our fundraising software, when the status of a grant changes. It's all very exhausting. Help!"
  • " have six columns listing funder, request, amount, deadline, sent and notes . . which is three columns too shorts, as I also need actual amount received, reason for delay, when I can resubmit. Then, there are seven color coding (this really is very ugly): green for actively received without decision; blue for available to resubmit now; tan for received in 2011 or 2012; purple for received in 2013; peach for erroneous information, beige for available next year; and white for who knows what. You really want to see this bad boy, don't you?"

Is your organization using an "ugly" grant tracking spreadsheet?  Request a free online demonstration to learn how PhilanTrack can replace the spreadsheet and help your organization streamline its grantseeking efforts.

New Partnerships - Grants Management Software
GEO logo Philanthropy Ohio logo forum logo

PhilanTech is pleased to announce four new partnerships!  We have partnered with to offer discounted PhilanTrack for Nonprofits access to their members, and with Grantmakers for Effective Organizations (GEO), Philanthropy Ohio, and the Forum of Regional Associations of Grantmakers to offer discounted PhilanTrack for Foundations access to their members. is a nonprofit that provides free and discounted technology tools to other nonprofits to catalyze social change.

With PhilanTrack for Nonprofits, members can:

  • Find funders: Search currently-available funding opportunities, research past grants awarded by potential funders, and research contacts in the funding organization.
  • Write proposals efficiently: Easily reuse content from past proposals when writing new grant requests and avoid reinventing wheels in each new grant proposal.
  • Manage funder relationships: Track contact information and interactions with funders and prospective funders to build relationships and institutional memory.
  • Track deadlines and requirements: Track deadlines for proposals and progress reports and receive automated email reminders about them.
  • Store grant-related documents: Store the organization's 501(c)(3) determination letter, audited financial statements, annual reports, and other documents requested by funders in PhilanTrack's document library.
  • And more. members can access the discount by logging into their account.

With PhilanTrack for Foundations, GEO and Philanthropy Ohio members, as well as members of Forum of Regional Associations of Grantmakers member organizations, can:

  • Verify applicant eligibility for grant programs: Verify 501(c)(3) status as well as specific program eligibility automatically online.
  • Accept and evaluate proposals online: Tailor online grant proposal forms to request information that will support informed grant decision-making.
  • Manage grantee relationships: Track and view updated grantee information as well as the grantmaker’s giving history with the grantee organization.
  • Monitor and evaluate grant progress reports: Request progress reports at whatever intervals support your organization’s monitoring and evaluation processes, and receive reports submitted online.
  • Dynamically generate reports: Aggregate grantee information for key staff, trustees, and other stakeholders with a couple of button clicks, including generating graphs and analyzing grantees’ financial performance.
  • And more.

GEO members can access the discount by emailing

Philanthropy Ohio members can access the discount at

Forum of Regional Associations of Grantmakers members should contact the Forum to set up a discount program for their members.

Members of regional associations of grantmakers that are Forum members should ask their regional association to contact the Forum to request access to the discount program.


All logos are property of the respective organizations.

PhilanTech - Best for the World - Community Impact


Best for the World Community

PhilanTech is honored to have been named to the "Best for the World - Community Impact" list for 2013.  We joined 60 other companies in 35 industries and 13 countries in being recognized for the impact our businesses have on our communities.

Read the full press release here.

PhilanTech has been a mission-driven company since its inception, and we've built our products and our company in a way that aligns with our values, and the values of our customers.  We were also in very good company when we were named a "Best for the World - Overall" company earlier this year by the nonprofit B Lab, which publishes the Best for the World lists.

Learn more about how PhilanTech can help your organization meet its grantmaking or grantseeking goals.

"Ugliest" Grant Tracking Spreadsheet Contest


PhilanTech is pleased to announce the first "Ugliest" Grant Tracking Spreadsheet Contest. 

Many nonprofits use complicated or messy spreadsheets to track their grants, funders, contacts, proposal deadlines and more.

Messy grant tracking spreadsheets can result in missed proposal or progress report deadlines, duplicated information, lots of time spent, and headaches!

Ugly Grant Tracking Spreadsheet

Does your organization use an ugly grant tracking spreadsheet?  Think it's the ugliest?  Show us, and you could win a one year PhilanTrack online grants management system for nonprofits license for your organization and get rid of the spreadsheet!

Learn more and enter your organization's ugly grant tracking spreadsheet!

PhilanTech Partners with TechSoup - Grant Management Software


TechSoup Logo

PhilanTech is delighted to announce that we have partnered with TechSoup to offer PhilanTrack® online grants management software for nonprofits to TechSoup's members. 

TechSoup is a nonprofit that connects other nonprofits with technology products and resources to make informed decisions about technology.

With PhilanTrack, TechSoup members can:

  • Find funders: Search currently-available funding opportunities, research past grants awarded by potential funders, and research contacts in the funding organization.
  • Write proposals efficiently: Easily reuse content from past proposals when writing new grant requests and avoid reinventing wheels in each new grant proposal.
  • Manage funder relationships: Track contact information and interactions with funders and prospective funders to build relationships and institutional memory.
  • Track deadlines and requirements: Track deadlines for proposals and progress reports and receive automated email reminders about them.
  • Store grant-related documents: Store your organization's 501(c)(3) determination letter, audited financial statements, annual reports, and other documents requested by funders in PhilanTrack's document library.
  • And more!

TechSoup members can apply for discounted access to PhilanTrack via the TechSoup website:

If your organization is not a TechSoup member, learn about TechSoup and other discounted and donated technology products available for qualified nonprofits.


TechSoup and the TechSoup logo are registered trademarks of TechSoup Global, used with permission.

The Fall 2013 State of Grantseeking Report

State of Grantseeking Fall 2013 Report

PhilanTech and GrantStation are pleased to announce the release of the State of Grantseeking Fall 2013 Report.

The seventh semi-annual survey provides a snapshot of grantseeking activities and challenges in the US.  A decrease in government funding at all levels has pervaded the grantseeking world, and nonprofits, still recovering from the economic downturn, are struggling with fewer resources.  As such, lack of time/staff to pursue grants is a top grantseeking challenge for survey respondents.

Other findings from the survey included:

  • Grants comprised at least 25% of the total annual budget for 42% of organizations.  Organizations that received government grants were more reliant on grants as a larger part of their overall funding;
  • Rural organizations are more reliant on grant funding, with 50% of rural organizations reporting that grant supplied at least 25% of their total annual budget;
  • 75% of organizations reported receiving grants from private foundations, followed by 60% from community foundations and 57% from corporations;
  • Federal grants decreased by 24% as the largest total grant funder compared to the fall 2012 survey.

The next State of Grantseeking survey will be conducted in early 2014.

Download the State of Grantseeking Fall 2013 Report here.

What Grantseekers Can Learn from the Government Shutdown


closed for business

The government shutdown is hardly news at this point, and has directly impacted at least 800,000 government workers who have been furloughed.  It has also impacted a lot of businesses frequented by those workers.

While the full economic impact of the shutdown is still unknown, some nonprofits are directly feeling the effects.  Federal agencies, including NIH and NSF, have suspended their grantmaking programs for the duration of the shutdown.  While some nonprofits had already received grant allocations for the year from those agencies before October 1, some hadn't, and it's unclear what the impact of delayed funding cycles will be going forward, even once the government has reopened for business.

So what can grantseekers learn from the government shutdown?

  • Diversify your funding sources.  As we've written about before, relying too heavily on a given funding source (whether a single funder, or a single type of funder) can be risky for nonprofits.  If your organization has historically relied heavily on government grants, start building relationships with private foundations and corporate giving programs.  Connect with the community foundation in your area.  Think about adding individual donors and fees for service (if your organization provides services for which you can charge) to your sources of funding.  Your organization may not be directly impacted by the shutdown (and I hope it isn't), but it's never a wrong time to think about diversifying your funding sources.
  • Have a plan B. While your organization will hopefully never be in a position where a major funding source disappears overnight, it's always good to have a plan B.  When crafting your grantseeking strategy for the year, chart out how much money your organization needs from grants (versus other funding sources) to support your programs, which past funders you expect to support your organization again, which new funders you plan to approach, and the expected grant amounts from each.  Then think through what will happen if some of the grants you think are sure things don't come through.  Sometimes foundation priorities change, economic conditions shift and diminish foundation assets, or something happens like a government shutdown.  Knowing where you'll be able to make up any shortfall is critical.  And raising more money than oyou need is also a good thing.  You can always put additional money raised into a reserve fund (though be careful if any of the grants awarded are restricted) or offer more programs and services with the additional funds.
  • Store your grant information online.  What would happen if you were unable to access your organization's office for several days - or several weeks?  Would you miss a grant proposal deadline?  Or a grant report deadline?  How would that impact your grantseeking for the year?  How would it impact your relationship with your funders?  By storing all of your grant-related information online, in a system like PhilanTrack, you can access your grant information and write your proposals and reports anywhere, at any time, to ensure that you're able to keep your grantseeking going, even if there are unexpected events that prevent you from accessing physical files in your organization's office.

To learn about how the PhilanTrack online grants management system can help your organization's grantseeking efforts, request a demonstration, or register for a webinar.



Photo credit: adapted from

15th Annual Grant Professionals Association Conference!


This is a guest post from Kelli Romero, Membership Director at the Grant Professionals Association

“O’ Say Can You See”…Yourself at the 15th Annual Grant Professionals Association Conference!

In November, the 15th Annual Grant Professionals Association* National Conference will be in Baltimore, MD (November 13-16, 2013). This year, the Grant Professionals Association (GPA) has cooked up a host of new and exciting workshop sessions and special professional levels of expertise to suit every non-profit and grant professional.

This is a must-attend event for anyone involved with grant proposal preparation. An extensive workshop list offers expert advice from some of the professions most successful and accomplished grant writers. Workshop topics are wide ranging and are targeted to individuals with varying levels of experience of beginner, mid-level, and advanced.

Workshops will identify the skill track and SIG that aligns with the topic of the proposed presentation. Skill tracks include; Proposal Development – Planning, Grant Construction, Grant Management and Reporting, Communication Skills, Professional Ethics, Resource Knowledge/Grant Research, etc.

Workshops cover topics such as Program Assessment, Steps to Becoming a Grant Writing Consultant, Program Development, Tactics for Enhancing Donor Loyalty, Fund Raising Strategies, and Proposal Development. Several workshops focus on specific fields, such as education, human services, government and faith based organizations.

The conference will also feature some special experiences, which include the Sail Away with GPA Evening Outing/Dinner Cruise held on the Spirit of Baltimore. This premiere special event will feature a dinner buffet, cruise along the Baltimore Inner Harbor and waterfront, view breathtaking views of historic Baltimore, dance to live DJ tunes and network with your colleagues in the enclosed ship or out on the deck. You don’t want to miss this event! This is a limited seating event. Please make sure you secure your seat today by registering online at the GPA website. Ticket prices are $65.00 and includes dinner, dancing and the view. To purchase tickets, go to: Sail Away With GPA Evening Outing.

This year’s conference will highlight some keynote and featured speakers as well as some wonderful sponsors and exhibitors, such as PhilanTech!

Here are five STAR-STUDDED benefits to attend this year’s conference:

1) Opportunity to visit with sponsors and exhibitors that have DAZZLING products and services to help you in the BATTLEFIELD!

2) By attending some of the 70 Workshops provided, you will become a LEADER in the grants profession. Some workshops include: "Seducing your grant reviewer"; "Thriving Social: 10 Steps of Social Media for the Grant Pro"; "Crafting a Killer Needs Statement - Using Data Effectively"; "The Funder is Coming! 10 Tips for a Successful Site Visit"; "Clearing up the Confusion about Program Evaluation" and many more!

3) Don’t be left out! Attend the GENERAL and Pre-Conference Sessions.

4) Take advantage of a PLETHORA of Networking Opportunities with others in the grants profession.

5) Don’t MARCH to the beat of your own drum. Get connected with others in your Special Interest Groups (SIGs).

Who Should Attend:

  • Grant Writers
  • Grant Managers
  • Grant Consultants
  • Grants Officers
  • Grant Coordinators
  • Development Directors
  • Executive Directors
  • Government Relations Officers
  • Financial Officers
  • Any level of experience, beginner to expert.

In today’s extremely competitive world for grant awards, the organization that invests in the professional development of its grant professional increases its odds of receiving grant funding tremendously. The opportunity to meet and learn from this caliber of presenters will not be matched at any other venue. 

Registration for this conference is a small investment for the return of knowledge and increased competency that will be realized after attendance at this premier event. To find our more information about the conference or register go to: 15th Annual GPA Conference

*The Grant Professionals Association (GPA), a nonprofit membership association, builds and supports an international community of grant professionals committed to serving the greater public good by practicing the highest ethical and professional standards. Founded in 1997, GPA has grown to close to 2,000 active members representing all 50 states and internationally. More than 50 chapters have formed in the past four years.

Grants Management System for Nonprofits - Convincing Your Board



Perhaps you’ve heard these things before:

  • "We don’t need software for that."
  • "Our current process works just fine."
  • "We have a donor management system.  Can’t we just use that to manage our grants, too?"

There are many versions of those statements, but they all amount to the same thing: your board or senior management indicating that investing in grant-specific software isn't high on their priority list.

But you know that grants management software will make your job easier, and will also help your organization raise more money and direct more resources to your mission.  So how can you make the case with your board or senior management?

While every organization is different, there is one common thread: nonprofits exist to pursue a mission and make the world better in one way or another.  Your job in convincing your board to invest in a grants management system is to help them see that the system will help your organization better pursue its mission.

Here are a few things to try:

  • Quantify how much time you (and your colleagues, if other people in your organization are involved in finding, applying for, and management grants) are spending on all of your grant-related activities.  Include things like:
    • Researching new funding opportunities
    • Communicating with prospective funders
    • Communicating with current funders
    • Tracking down documents submitted to funders in the past
    • Managing documents that funders request (e.g., 501(c)(3) determination letter, audited financial statements, etc.)
    • Keeping track of deadlines for proposals and progress reports
    • Writing grant proposals
    • Writing progress reports
    • Etc.
  • If you – and any other staff members who work with you to pursue grants – were spending less time on one or more of those activities, what could you spend that time doing?  Would those activities be putting staff time to better use?  Would they help your organization raise more money?
  • Articulate your current challenges with grantseeking and how they would be solved with an online grants management system?
  • Talk with your board or senior management about your organization's fundraising goals.  Are you consistently meeting your fundraising goals?  Are you striving to raise more money in general?  More grant funds in particular?  Does your organization want to diversify its funding sources so that it isn’t overly reliant on one source of funding?  How does getting more grants, with more efficient use of staff time, fit into those goals?
  • More broadly, talk with your board or senior management about your organization’s mission, and what resources are required to pursue your mission as best you can.  Can more resources be obtained and put to use if your organization raises more grant funds? 
    • In some cases, boards and senior management may be hesitant to spend money on software that could be spent on activities that directly pursue mission objectives.  In that case, you can try to remind your board or senior management that an investment in software is not a direct tradeoff – it will position you to raise more funds that can then be dedicated to pursuing your mission.
    • On a related note, the Overhead Myth is trying to help tackle this problem.  Investing in things that help your organization grow will help your organization better meet its mission. 

Share your tips for making the case with your board and senior management in the comments below, or request a demo to learn how PhilanTrack can help streamline your grantseeking.

Image credit:

Financial Ratios for Nonprofits - The Overhead Myth


The Overhead Myth

In a huge, positive step for the nonprofit sector, the leaders of GuideStar, Charity Navigator, and the BBB Wise Giving Alliance published a letter this week calling for an end to donors' obsession with "overhead" as the dominant measure of nonprofits' worthiness and effectiveness.

I suspect most people who read this blog are aware of the overhead ratio and how it has become a yardstick for donors.  Charity watchdogs, including Charity Navigator (which has signed onto the letter released this week) have popularized the notion that "good" nonprofits spend less than 30% of their budgets on overhead, and that "bad" nonprofits spend more than 30% of their budgets on overhead.

Rather than ranting about just how wrong this is (and how unfortunate it has been that various media outlets picked up on the notion enough that it became a commonplace misconception about the sector), allow me to quote from the letter:

"[M]any charities should spend more on overhead. Overhead costs include important investments charities make to improve their work: investments in training, planning, evaluation, and internal systems— as well as their efforts to raise money so they can operate their programs. These expenses allow a charity to sustain itself (the way a family has to pay the electric bill) or to improve itself (the way a family might invest in college tuition)."

Dan Pallotta's great TED talk addressed elements of this problem (and is worth watching, even if you don't entirely agree with either the message or the messenger).  If we want nonprofits to be successful in tackling the social and environmental issues they're working on, we (as donors and supporters) need to help them succeed.  They need to be able to effectively raise money, to invest in good technology to help them better serve their constituents, to develop their professional staff to better meet their missions.  All of those things - and more - would be considered overhead costs, but without being able to make those investments, many nonprofits are stunted.  They are not able to accomplish all that we want them to accomplish, because we are implicitly telling them that we do not value -- and therefore do not allow them to make -- investments in many of the things that will help them succeed.

We at PhilanTech have felt strongly that overhead was a poor measure of nonprofit performance for a long time, so much so that we developed a financial analysis tool in PhilanTrack for Foundations (our grantmaking software) that helps grantmakers not only evaluate the impact of their grants, but also produces a series of nonprofit financial analyses that goes much deeper into understanding how organizations are performing financials.

It's going to take a while to change public perception about overhead ratios and re-train donors to think not only about administrative costs (which are a valid thing to evaluate, just not the only thing) but also about impact, transparency, governance.  And we in the nonprofit sector owe it to ourselves to help change that perception by educating our donors, our supporters, our families, our friends.

I applaud GuideStar and the Overhead Myth for taking a lead in moving this conversation in the right direction.  I signed the Pledge to End the Overhead Myth.  I encourage you to sign it, too.

Foundations - we'd be happy to show you how PhilanTrack's financial analysis tool can help you get beyond overhead ratios in understanding your grantees' financial health and performance.  Let us know if you'd like a demo.

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