A Roundup of the Top Grants Administration Software
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:
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Automate common workflows like task assignments and reminders
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Offer a centralized place to manage applications and reviews
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Simplify reporting for leadership and external stakeholders
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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:
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Time-saving automation: Eliminate manual follow-ups with automated reminders and task flows that reduce rework and delay.
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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.
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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.
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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.
Top grant administration software solutions (built with admins in mind)
With all of the above in mind, let’s break down some of the most widely used grant administration software solutions, focusing on supporting admin-specific needs like ease of use, automating tasks, and reporting clarity.
Foundant Grant Lifecycle Manager (GLM)
Foundant, SmartSimple, and GivingData have joined forces to provide grants management software to any size organization with any level of complexity.
Foundant’s GLM is designed from the ground up for grantmakers, with workflows that reflect real-life admin processes. It streamlines everything from application intake to post-award follow-up, without requiring steep learning curves.
For administrators, the benefits are clear:
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Automated reminders ensure reviewers and applicants stay on task without manual nudges.
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Role-based dashboards keep teams focused on what’s most relevant to them.
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Built-in reporting tools allow admins to quickly generate summaries and impact visuals for leadership or board meetings.
Foundant also offers unparalleled client support and an active peer community, making it not just a tool but a long-term partner for grantmaking success.
Best for: Philanthropic organizations that want purpose-built, admin-first software
SmartSimple Cloud for Grant Management
Foundant, SmartSimple, and GivingData have joined forces to provide grants management software to any size organization with any level of complexity.
For organizations with complex grantmaking processes, SmartSimple offers modular, scalable tools:
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Highly configurable platform that handles multi-stage, complex application processes
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Advanced workflow automation that reduces routine administrative tasks
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Powerful integration capabilities with financial systems and other tools
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Comprehensive audit trails that track every action for compliance
Best for: Complex grant portfolios that require custom workflows
GivingData
Foundant, SmartSimple, and GivingData have joined forces to provide grants management software to any size organization with any level of complexity.
GivingData offers a streamlined approach to grant administration with a focus on relationship management:
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Unified grantee profiles that consolidate all interactions into comprehensive views
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Board portal for simplified docket preparation and reviewer management
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Payment processing integration that connects grants to financial systems
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Comprehensive CRM capabilities that track all foundation relationships
Best for: Funders focused on relationship management. Family foundations particularly favor GivingData for its balance of comprehensive features and usability.
Fluxx Grantmaker
Fluxx emphasizes flexibility and real-time visibility with:
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Configurable dashboards that provide personalized views for different users
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Robust workflow automation that adapts to complex processes
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Strong collaboration tools for cross-team coordination
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Real-time updates that keep everyone informed of status changes
Best for: Cross-functional grant teams needing transparency. Fluxx is particularly strong for organizations that need to coordinate across departments or manage complex internal approval processes.
Submittable
For organizations seeking straightforward administration with minimal complexity, Submittable offers:
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User-friendly interfaces for both applicants and administrators
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Clear review workflows that simplify evaluator management
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Customizable forms that don’t require technical expertise
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Built-in communication tools that reduce email management
Best for: Small to mid-size teams wanting a simple interface
Salesforce Nonprofit Cloud Grants Management
Organizations already invested in the Salesforce ecosystem can take advantage of:
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Seamless integration with donor management and other Salesforce tools
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Highly customizable platform that can be tailored to specific needs
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Advanced reporting capabilities leveraging Salesforce's analytics
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Extensive integration options with third-party applications
Best for: Organizations already using Salesforce who want native integration
Bonterra Grants Management (formerly CyberGrants)
Particularly strong for automation across large funding portfolios, Bonterra Grants Management offers:
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Streamlined repetitive tasks to reduce administrative burden
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Simplified tracking for managing many grants simultaneously
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Robust compliance tools for regulatory requirements
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Strong support for corporate giving programs alongside traditional foundation grantmaking
Best for: Large enterprises with complex compliance needs
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:
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Test administrative workflows: Does the tool reduce the number of clicks needed to get tasks done?
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Ask about onboarding: Will grantees and board members need help logging in, or is it intuitive enough for them to self-serve?
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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.
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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.