GrantFlow 365

Opportunities and proposals

Know what is in the pipeline before any money arrives.

• Opportunities from potential to won or lost, with likelihood, donor, back donor, contract dates and value by financial year.
• Concept note and proposal budgets, eligibility checks, screening notes and an internal review approval.
• A won opportunity links to the grant award, and lost or abandoned reasons are kept.

Awards, budgets and contracts

The agreement becomes a controlled record.

• Grant awards with a guided setup and checklist, award lines and funding components for tranches or workstreams.
• Grant budgets by category, contract versions and formal amendments.
• Restriction type per grant: unrestricted, restricted, conditional, exchange or contribution.

Money in, money out

Receipts, partners and recognition.

• Donor receipts and tranches, with deferred revenue recognised as conditions are met, or donor invoicing of income instalments.
• Disbursements to implementing partners, with retention and withholding tax held and released later.
• Partner agreements and partner accountability reports showing eligible, ineligible and unspent amounts.

Control and closeout

Compliance is checked as the work happens.

• Over-budget handling set to hard stop, approval required or warning only, with commitment, consumption and release entries.
• Eligible cost rules, indirect cost recovery on a budgeted or incurred basis, and foreign-currency revaluation with a log.
• A closeout readiness checklist, refund settlement and a closed grant blocked for new transactions.

General ledger

Every grant entry reaches the books.

• Grant transactions post to the general ledger through posting setup you control.
• Donor, grant, project and country are carried as dimensions.
• The grant ledger gives a drill-down from a balance to its entries.

Financial reporting

Reports run from the same entries.

• Budget versus actual, funding position, ledger detail, donor statements and the spend audit by grant.
• Excel exports and a donor pack in Word, merged from grant and donor data.
• Business Central financial reports configured with your partner for your statements.

Beschaffung

Requisition to purchase order against the grant.

• Purchase requisitions linked to grants, converted to purchase orders.
• Commitments recorded when a requisition or order is raised.
• Budget checked before the vendor is committed.

Accounts payable

Vendors, invoices and credit memos carry the grant.

• Implementing partners are held as Business Central vendors.
• Purchase orders, receipts, invoices and credit memos carry the grant, and so do their posted versions.
• Invoice posting releases the commitment and records the actual spend.

Cash and bank management

Payments and receipts stay on the grant.

• Payment, cash receipt and general journals carry the grant.
• Grant disbursements are paid from a bank account on the document.
• Retention and withholding tax payouts post as controlled releases.

Project management

Business Central projects follow the grant.

• Grants link to Business Central projects, tasks and planning lines with allocation percentages.
• A sync queue keeps projects and grants aligned, with a reconciliation report.
• Project spend counts against project-activity budgets.

Expense management

Staff expenses charged to the right grant.

• Expense journal entries are recognised as grant spend.
• Each is checked against the same budget controls as a purchase.

Timesheet management

Time charged against grant lines.

• Time sheets and resource journals are recognised as grant spend.
• Labour cost lands on the grant and project it was worked on.

Power BI and Excel

The same data for dashboards and workbooks.

• API pages publish grants, budget lines, awards, disbursements, programmes, projects and indicators through OData.
• Read and write permission sets keep integrations in their lane.
• Excel reports open from the same data.

Donor and management reporting

Packs, statements and registers.

• Donor statements, donor packs in Word, Excel and print, and a donor compliance pack.
• Milestone tracker, donor reporting due, partner ageing, liquidation status and revenue recognition schedule.
• Closeout status, amendments log, FX gain and loss log, and funding status.

Monitoring, evaluation, accountability and learning

Results held beside the money.

• Indicators with targets, target versions, results and evidence, and logframes.
• Data collection register, data quality assessments with corrective actions, and evaluations with recommendations.
• A learning register, beneficiaries and trainings, and feedback and complaints cases with SLA monitoring.

Programmes and projects

Delivery structure around the grants.

• Programmes with outcomes, outputs, context versions, consultations and safeguarding assessments.
• Projects with workplans, activities, milestones, locations, partners and progress reports.
• Projects and programmes link to grants.

Role centres

Each person sees their own work.

Permission sets

Access by job.

• Administrator, grant manager, finance officer, partner manager, programme manager and project manager.
• MEAL officer, with beneficiary personal data in a separate set.
• Donor invoicing, read, edit and API read and write sets.

Approvals and documents

An audit trail around each record.

• Configurable approval workflows per document type and notification templates.
• Document register with categories, versions and attachments, linked to SharePoint.
• Grant alerts with a lead time, and a digest that can be emailed.

Guided setup

A new company is ready quickly.

• A setup checklist and guided experience for posting, alerts, currencies and reference data.
• Number series, donor types, funding types, budget categories and eligible cost rules as reference data.