Best Grant Management Software of 2026

Here’s what we’ll cover:

What is grant management software?

Essential features of grant management software

Benefits and competitive advantages of using grant management software

Challenges and limitations of grant management software

How to choose the best grant management software

Grant management software essentials

Grant management software is primarily used by grant managers, program directors, and financial officers in nonprofits, educational institutions, and government agencies. They utilize the software to streamline the grant application process, track grant usage, and ensure compliance with funding requirements.

Grant management software provides crucial features that streamline operations for organizations handling grants. Key functionalities include reporting and statistics for detailed insights into grant usage, a member database for efficient record management, donor management to track contributions and sustain relationships, and fundraising tools to support campaign efforts.

Nonprofit software, of which grant management is a significant aspect, is typically priced on a monthly subscription basis. Basic plans start at $9, with premium services beginning at $19 and more advanced features offered from $50 upwards. [1] This pricing structure makes grant management solutions accessible to nonprofits of varying sizes and budgets. Many vendors also provide free trials, allowing organizations to evaluate the software’s fit with their operations before committing financially.

First-time buyers should consider several key factors when choosing grant management software, such as assessing your organization’s specific needs to find a solution that aligns with your operational requirements. The software should also be scalable to accommodate growth and increase grant management complexity. 

Additionally, the platform should be user-friendly so your team can easily adapt it. When discussing options with vendors, you should ask specific questions to gain a better understanding of how their product can meet your unique needs, such as:

• Can you explain how your software can be customized to support our specific grant cycles and reporting requirements?

• What features does your software have to ensure compliance with specific grantors' guidelines and audit requirements?

• How does your software handle changes in grantor requirements or updates in compliance regulations?

• What security measures do you have in place to protect sensitive grant and financial information?

• Could you describe how your software will integrate with our existing financial systems and databases?

Because there are so many different vendors, choosing the right option can be a long, daunting process. To help streamline this process, gain insights from industry veterans Amanda Chapman and Alba Panuco, who offer years of expertise in helping buyers find the best grant management solutions for their business. Learn how these tools can improve your grant processes by arranging a consultation or contacting our team today.

What is grant management software?

Grant management software is designed to streamline the administration of grants from application to closure, ensuring compliance and enhancing efficiency for nonprofits and other organizations. Our platform features 82 different grant management software solutions. This comprehensive list is backed by over 540 user reviews collected in the past year alone. [2]

Grant management software is increasingly recognized as a crucial tool among nonprofit organizations. Our advisors spoke with over 3,100 buyers in the past year and found that 9% of inquiries pertain specifically to grant management features within nonprofit software. [3] While this figure might seem modest, it underscores a significant demand within this sector. This interest is primarily driven by the software’s ability to enhance strategic fund allocation and simplify reporting processes, which are critical for nonprofits aiming to maximize their impact.

Essential features of grant management software

Grant management software, deeply rooted in the broader nonprofit software category, offers core features like reporting and statistics, available in all grant management software. Other features, such as comprehensive donor management, are still commonly offered by some but not all vendors. These features are central to nonprofit management and crucial in grant management processes, helping organizations track, manage, and report on grants efficiently.

Core features:

Common features:

To better understand grant management software's full capabilities, it's essential to clear up a common misunderstanding about its primary functions. Many buyers think that grant management software primarily serves as a tool for searching and applying for grants directly.

Chapman, an advisor in nonprofit and grant management software, points out that the core functionality is more about managing the entire lifecycle of a grant. "The most common expectation I encounter is that users can search for and apply to grants directly through the platform. However, it's important to understand that while the software may assist in some aspects of the search, its primary strength lies in tracking and guiding you through the grant management process."

This clarification is crucial for users to appreciate the software's true value in enhancing the efficiency and oversight of grant administration.

Benefits and competitive advantages of using grant management software

After analyzing a year’s worth of pain point notes from users of nonprofit software, we've pinpointed specific benefits of grant management software. These advantages address the direct needs and challenges experienced by professionals in grant management, ensuring alignment with their operational demands.

• Increased funding opportunities: This software helps organizations identify and capitalize on more funding opportunities by efficiently organizing grant-related data and streamlining application processes.

• Accurate financial oversight: Grant management software ensures precise tracking and management of funds, enhancing financial accountability and reducing the risk of compliance issues.

• Enhanced stakeholder engagement: It facilitates improved communication and reporting to stakeholders, ensuring they are regularly updated and engaged in the grant process.

• Reduced administrative burden: Grant management software significantly reduces the time and effort required for administrative duties by automating routine tasks and centralizing data storage.

Exploring the benefits of grant management software reveals how it transcends basic financial tracking, a nuance that's often misunderstood. Panuco, a seasoned advisor in the field of nonprofits and grant management, clarifies a common oversight among users:

"Many organizations start looking for software to monitor incoming grant funds, assuming they need basic fund accounting tools. However, what they often require goes beyond mere tracking; they need to manage how those funds are allocated. Grant management software fulfills this need by offering comprehensive functionalities that ensure funds are tracked and properly directed according to the stipulations of each grant."

This insight highlights the critical role of grant management software in providing a deeper level of financial oversight, ensuring that funds contribute effectively to organizational goals.

Challenges and limitations of grant management software

Grant management software is instrumental in enhancing organizational efficiency and effectiveness. However, users often encounter specific challenges that can impede their operational flow. By analyzing pain point notes gathered over the past year, we have identified three key limitations of grant management software and offer practical solutions for each:

Integration with existing systems

• Challenge: Users frequently need help integrating grant management software with existing systems, such as older versions of financial software or department-specific tools. For instance, organizations transitioning from manual spreadsheets to more centralized systems face challenges in ensuring seamless data migration and functionality.

• Solution: Select grant management software that offers robust integration capabilities with standard financial and customer relationship management (CRM) platforms and ensure it supports easy import/export of data from spreadsheets and other databases.

Comprehensive post-grant tracking

• Challenge: Several users note that while grant management software effectively manages the application and funding phases, it often needs more comprehensive tools for post-grant processes, such as outcome tracking and report generation.

• Solution: Choose software that includes detailed post-grant evaluation tools. These tools enable organizations to track the impact of grants and generate reports that align with donor and stakeholder requirements.

Complex data management

• Challenge: Managing complex data sets, such as tracking various grants, demographics, and registration data across multiple spreadsheets, is a noted challenge. This can become cumbersome and time-consuming, especially for organizations that handle multiple grants with varying criteria.

• Solution: Implement grant management software that offers advanced data management features, such as custom fields, automated data consolidation, and user-friendly reporting interfaces, to facilitate easier access and analysis of grant-related data.

Navigating the intricacies of grant management requires a keen understanding of both the allocation and distribution of funds, regardless of whether an organization is receiving or issuing grants. Addressing this nuanced aspect of grant management is crucial for ensuring transparency and accountability. Panuco further explains common challenges faced by organizations:

"Typically, organizations receiving grants are primarily concerned with tracking how these funds are allocated and utilized. This includes monitoring expenditures and the specific initiatives funded by these grants. On the other hand, those issuing grants need to manage the distribution effectively—tracking the number of grants, identifying recipients, and generating detailed reports on these activities. While the focus may vary depending on whether grants are being received or issued, the overarching challenge remains the same: ensuring comprehensive tracking and management of grant activities."

Panuco’s insight underscores the vital need for grant management software that can adeptly handle both sides of the grant process, catering to each organization's unique requirements to enhance operational efficacy and financial oversight.

How to choose the best grant management software

Selecting the ideal grant management software requires a nuanced approach focused on aligning the software’s capabilities with your organization's specific needs. This decision is crucial for enhancing efficiency and ensuring that every dollar of your grant funding is optimally utilized.

1. Identify your business size

Understanding the importance of aligning grant management software with your organization's size is crucial for optimizing its impact. 

Our analysis of over 3,100 advisor interactions with buyers about nonprofit software reveals that 74% of inquiries come from small teams of two to five users, highlighting a significant demand for solutions catering to smaller operations. 

This insight is particularly relevant for grant management systems, as the needs and resources of smaller nonprofits differ markedly from those of larger entities.

Why business size matters in selecting grant management software:

• Customization and scalability: Smaller organizations often require software that is easy to customize and scales as they grow. Grant management software tailored for smaller teams can offer simpler, more direct tools without the complexity that larger organizations might need.

• Cost efficiency: Smaller nonprofits need cost-effective solutions that fit limited budgets while providing essential functionalities such as compliance tracking and reporting.

• User simplicity: With fewer staff members, the software must be user-friendly to facilitate quick adoption and efficient use without the need for extensive training.

• Support and community: Smaller organizations benefit from strong customer support and a community-driven approach, where they can quickly get help and leverage best practices.

2. Evaluate the cost implications

Understanding the cost dynamics of grant management software is essential during the selection process, especially for nonprofits that operate on stringent budgets. Although the pricing information we discuss is reflective of the broader nonprofit software category, it’s still valuable since many grant management solutions are structured similarly within this sector. 

• Basic plans: For small nonprofits, basic plans start at $9 and go up to $199. They provide essential tools for grant tracking with basic management functionalities.

• Premium plans Range from $19 to $1,000 and offer more sophisticated features such as advanced reporting and customizable user permissions, ideal for growing organizations.

• Advanced plans: Starting at $50 and extending beyond $1,000, advanced plans cater to large nonprofits requiring comprehensive features such as detailed analytics, extensive system integrations, and heightened security measures.

While the subscription costs form the base of the financial commitment, nonprofits must also consider other expenses. Initial costs can include customization and setup, while recurring expenses might cover maintenance, premium support, and the ongoing subscription fee. 

Additional costs that are often overlooked include expenses for data migration, staff training, necessary hardware, and periodic updates and upgrades. Understanding these full cost implications will help nonprofits effectively plan and manage their investment in grant management software.

3. Ensure compatibility with existing systems

The integration of grant management software with existing technology stacks is vital for nonprofits aiming to maximize their operational efficiency. These systems should easily connect with CRM and accounting software, essential for efficiently tracking donor engagements and managing financial transactions.

Analysis of our conversations with nonprofit software buyers reveals a significant preference: 77% seek an ‘integration suite’ to consolidate various business functions, indicating that grant management systems must seamlessly integrate with existing technologies to support comprehensive operational management. Furthermore, 66% favor web-based systems, stressing the importance of flexible, accessible grant management solutions that can adapt to diverse organizational environments.

To provide a practical perspective on these integration needs, Panuco sheds light on specific requirements: "While integrating grant management software with CRM or accounting systems isn't always necessary due to the comprehensive nature of nonprofit fund accounting systems, many organizations find it beneficial, particularly for managing the complexities of grant distribution, whether receiving or issuing grants." 

4. Analyze top grant management software options

To select the ideal grant management software, it's essential to compare how different solutions stack up against one another. This comparison helps zero in on the specific strengths and weaknesses relevant to your organization's needs. 

For an informed and trustworthy evaluation, visit Software Advice and check out the FrontRunners report for grant management software. We rank top-rated software based on actual user reviews, offering a transparent and user-verified perspective on each software's performance.

For personalized recommendations on which software will best suit your business, connect with our software advisors. They can guide you through the selection process with tailored advice that takes into account your specific operational requirements.

About our contributors

Author

Shubham Gupta is a writer at Software Advice, specializing in project management. His focus is to guide project managers from planning to execution and beyond. His expertise also spans construction, manufacturing, and other related topics.

Shubham’s research and writing for Software Advice is informed by nearly 200,000 authentic user reviews and more than 10,000 interactions between Software Advice software advisors and project management software buyers. Shubham also regularly speaks to project managers and PMO leaders so he can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

Outside work, Shubham likes to explore the depth of Urdu poetry and enjoys his time with his dog.

Editor

Parul Sharma is a content editor at Software Advice with expertise in curating content for various niches, including SaaS, digital marketing, and search engine optimization.

With over half a decade of experience in content writing and editing, Parul has the expertise to simplify complex terms into engaging, valuable content for targeted audiences. She completed her graduation and post-graduation in English literature from Delhi University and was awarded the Dr. Asha Sahni Memorial Award for being the highest scorer in her graduating class. Parul has contributed to the news, lifestyle, education, and health vertical of DNA India, India’s premier media channel.

Outside of work, she can be found curating healthy recipes, coloring in mandala books, and spending quality time with her family.

Advisors

Amanda Chapman is a software advisor. She joined Software Advice in 2022, and she is based in Fort Myers, FL.

Amanda works directly with small business leaders to connect them with best fit software providers. She assesses the technology needs of small businesses seeking CRM, marketing, project management, and nonprofit software through one-to-one conversations and provides a short list of potential matches. 

Her favorite part of being a software advisor is the opportunity to help reduce the time and stress it takes software buyers to find programs, especially when they have many other responsibilities while trying to start or manage their business.

Alba Panuco is a software advisor. She joined Software Advice in 2021, and she is based in Austin, TX.

As part of the software advisor team, Alba helps CRM, marketing, and help desk industry professionals who are seeking project management, business VOIP, and marketing automation software. She provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs. 

Alba enjoys partnering with buyers to navigate an overwhelming software landscape. With her expert advice, software buyers have been able to elevate their business’ operations and outputs.

Sources

1. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of August 2023, are included in the pricing analysis.

2. Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from September 2023 to September 2024. Read the complete methodology. 

3. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking field service tools. For this report, we analyzed phone interactions from September 6, 2023 to September 6, 2024. Read the complete methodology.