GrantFlow 365
Grants, budgets and funder reporting for non-profits.
GrantFlow 365 runs the whole grant on Dynamics 365 Business Central, from the funding opportunity and the proposal budget to the closeout checklist, on the standard Business Central modules your finance team already uses. Donor, grant, project and country travel on every entry.
The whole grant, from opportunity to closeout
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.
Default integration with standard Business Central modules
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.
Procurement
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.
Reporting, results and delivery
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.
Control, security and access
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.
See how GrantFlow 365 keeps grants, budgets and funder reporting in one place.
How a grant flows through GrantFlow 365
From the funding opportunity to the funder report, with spending controlled against the budget.
- Grants team Manage the opportunity Funding opportunities are tracked from identification through to the decision to apply and the award.
- Grants team Record the agreement The funder agreement and its terms are set up.
- Finance Set budget lines Budget lines are created for the grant.
- Budget holder Control expenditure Spending is checked against the budget lines. Control point
- Dynamics 365 Post to the grant Costs post to the grant and programme dimensions.
- Finance Report by programme and funder Reports are produced for each programme and each funder.
| Capability | Standard Dynamics 365 | With this ISV |
|---|---|---|
| Opportunities, proposals and funder agreements | Configuration or manual process | Included |
| Budget lines, tranches, contract versions and amendments | Configuration or manual process | Included |
| Expenditure control with commitments: hard stop, approval or warning | Configuration or manual process | Included |
| Partner agreements, disbursements and accountability | Configuration or manual process | Included |
Delivery and support
GrantFlow 365 is implemented by Software Dynamics on Business Central, alongside the standard product, and supported through the Client Portal under a support tier. Release timing is aligned to Microsoft's release waves so the product and the platform stay in step.
Frequently asked questions
Which platforms does GrantFlow 365 run on?
Business Central. The listing on this page shows the platform, status and licensing.
How is GrantFlow 365 implemented?
As part of a Dynamics 365 programme or as an add-on to a system you already run. We scope it with you in a discovery workshop and configure it to your processes.
How do we start?
With a 45-minute consultation, then a discovery and fit-gap workshop on your own processes. You receive a written fit-gap and a phased plan before a programme is agreed.