A Roundup of the Top Grants Administration Software

Foundant + SmartSimple Technologies

Grantmaking is a powerful tool for change. But if you're in the weeds of grant administration, you know it can also feel like an endless checklist: managing submissions, wrangling reviewers, pulling reports, and fixing formatting.

Today’s grant administrators need more than another login. They need software that supports how they actually work. That means tools that automate tedious tasks, surface relevant data when needed, and keep everyone on the same page, from grantees to board members.

The best grant administration software doesn’t just streamline workflows; it actively reduces the administrative load that slows down your foundation’s impact.

In this roundup, we’ll look at what matters most when evaluating grant administration software solutions, highlight platforms designed with admins in mind, and share tips for choosing the right system to make your workday easier (not just flashier).

Make grant administration easier, not harder

Most grant administrators didn’t sign up to manage four spreadsheets and chase three reviewers for every cycle. Yet in many organizations, that’s the reality, because legacy systems, email chains, and siloed apps are still the norm.

According to Grand View Research, the global grant management software market is projected to reach $4.79 billion by 2030, growing at a CAGR of 10.3% from 2025 to 2030. This remarkable growth reflects the increasing recognition of the value that specialized software brings to administrative roles.

What might surprise you is that we know very little about the true costs of grant administration.

According to a survey by Government Executive, administrative costs vary widely across organizations, with some spending less than 5% of their grant value on administration while others spend over 20%. This inconsistency highlights the need for more efficient tools to standardize and streamline administrative processes.

That’s why a thoughtful approach to grant administration software is essential. You need a solution that removes friction instead of creating more.

As explored in Foundant's grant management 101, effective administration is crucial for program success, yet too often, the tools meant to help can become an additional burden.

Whether you're overseeing a small foundation or managing a large-scale institutional grantmaking program, the right system should:

Automate common workflows like task assignments and reminders
Offer a centralized place to manage applications and reviews
Simplify reporting for leadership and external stakeholders
Be intuitive for both internal and external users

When chosen well, grant administration software becomes a quiet partner, keeping everything running in the background while you focus on the work that really matters.

What grant administrators actually need from their software

Too often, grant tech is built for the Board of Directors, not for people using it daily. But administrators know: it’s not just about tracking applications. It's about managing relationships, timelines, compliance, and reporting without losing your mind or your weekend.

Here’s what administrators consistently say they need:

Time-saving automation: Eliminate manual follow-ups with automated reminders and task flows that reduce rework and delay.
User-friendly design: Dashboards should be easy to read, and processes should be easy to follow. If your reviewers need a training guide to log in, the tool isn’t helping.
Easy onboarding for others: Whether it’s grantees, evaluators, or board members, your software should make it easy to bring everyone on board with minimal hand-holding.
Reliable reporting: You shouldn’t have to build a pivot table whenever your executive director wants funding breakdowns. Built-in reporting tools should make pulling insights painless.

Moreover, for organizations receiving federal funding, the right software can help ensure compliance with government requirements.

For instance, the HHS Grants Policy Statement mandates that applications under discretionary grant programs undergo "objective review" by at least three unbiased reviewers with relevant expertise, a process that good grant administration software should support through automated reviewer assignment and standardized evaluation tools.

Also read: Foundant's guide on 8 Tips to Becoming a Magical Grant Professional.

Key features that lighten the administrative load

There are hundreds of tools out there claiming to support grantmaking, but very few are designed to directly support grant administrators. The following features can help remove day-to-day friction.

Centralized application intake

No more juggling PDF attachments or missing data in online forms. The best tools offer centralized portals where applicants submit information once, in a clean, structured format.

Review and workflow coordination

Assign reviewers, collect evaluations, and track decisions, all within the same system. Look for tools that automate status updates and approvals.

Integrated communication

No more email black holes. With built-in messaging or update logs, everyone stays informed in one place.

Fast, flexible reporting

Your software should let you build and schedule reports by grant cycle, funding area, geography, or custom tags, even better if it lets you visualize them, too.

Cloud-based access

In today’s hybrid work environment, accessibility matters. Cloud platforms ensure your team can collaborate from anywhere, anytime.

Foundant's grant management resource provides a useful framework for organizing your grant management process.

How to choose the right tool for your workday (not just your wishlist)

Before you get sold on shiny dashboards or feature overload, ask: Does this tool make my workday easier?

Here’s how to evaluate that:

Test administrative workflows: Does the tool reduce the number of clicks needed to get tasks done?
Ask about onboarding: Will grantees and board members need help logging in, or is it intuitive enough for them to self-serve?
Check implementation support: The best tools come with white-glove service to walk you through setup and adoption, so you’re not left figuring it out alone.
Consider the community: The best providers offer more than software; they also offer learning communities, client events, and peer-sharing forums.

At Foundant, for example, clients are welcomed into a community of grantmakers who learn and grow together, because we believe solving problems shouldn’t be a solo act.

Ready to simplify your grant administration?

There’s no shortage of grant administration tools out there, but only a few truly support how grant administrators work. The right grant administration software saves time, reduces manual burden, and helps you lead a more efficient, transparent grantmaking process.

Platforms like Foundant’s GLM and SmartSimple empower admins to shift their energy away from task-chasing and toward strategy by focusing on automation, usability, and real-time insight.

Foundant's Grant Lifecycle Manager stands out for its administrator-focused approach, combining powerful functionality with an intuitive interface that minimizes training needs.

By connecting every stage of the grantmaking process into a cohesive system, GLM ensures that nothing falls through the cracks while freeing administrators from unnecessary complexity.

Ready to discover how Foundant can transform your grant administration experience?

Start with our grant administration guide for a deeper dive into day-to-day best practices.