How many grant opportunities is your nonprofit missing because you do not have time to apply? How many deadlines slip because tracking is all over the place? How many compliance requirements get missed until someone realizes it is too late?
This is what happens when nonprofits manage grants without the right system. Spreadsheets everywhere. Email threads that nobody can find. Someone keeping track in their head or on a personal calendar. Your finance person has different information than your program staff. Your executive director has no idea what is actually pending. It is pretty chaotic.
The right grants management systems bring everything together in one place. Instead of hunting for information, your team knows exactly what is due and when. Compliance gets tracked automatically. Reports are generated instead of compiled manually. Your people spend time pursuing grants instead of managing spreadsheets.
This guide walks you through 8 grant management solutions that nonprofits are using. Some are free. Some are paid. Some specialize in specific functions. You will find what fits your organization.
What is Grant Management Software?
A grant management solution is basically a central place where all your grant work lives. Instead of using five different tools, everything happens in one system..
Think about what you are doing right now without proper software. You have grant applications coming in through different channels. You have budgets tracked in spreadsheets. You have someone updating a document to track deadlines. You have compliance checklists stored randomly. You have financial data in your accounting system and progress data somewhere else entirely. Your reporting happens when you manually pull information from multiple sources and compile it into a document.
A grants management system consolidates all of this. When someone submits a grant application, it goes into one place. That same place is where you track your spending. That same place is where you see what is due. That same place is where you keep your compliance records. Your team is not entering information over and over in different systems. It all connects.
What are grant management services really solving? They are solving the visibility problem. You need to know where every grant stands. You need to see what is due next week. You need to track spending against your budget. You need to ensure you are meeting compliance requirements. A good grants management system gives you that visibility without the manual work.
Who Uses Grant Management Software?
The numbers tell the story. The global grant management software market was USD 2.66 billion in 2024. By 2033, it is projected to hit USD 6.19 billion. That is 10% growth every year. Educational institutes are leading the way at 21.8% of adoption. Corporations are catching up fast. North America has 35% of the global market share because nonprofits, government agencies, and educational institutions in the region are investing heavily in these systems.
Image Source: https://www.grandviewresearch.com/industry-analysis/grant-management-software-market-report
Different people in your nonprofit rely on grant management systems for different reasons. Understanding who uses what helps you choose the right solution for your organization.
Grant Managers and Grant Administrators
These people live in your grants management system. They are submitting applications, tracking deadlines, monitoring compliance, and generating reports. They need a system that is easy to use and gives them complete visibility into every grant. Application tracking is one of the fastest-growing functions organizations are implementing because grant managers need real-time visibility into where applications stand.
Executive Directors
Your ED needs to know the big picture. How many grants are pending? How much money is coming in? What compliance deadlines are approaching? A good GMS software gives leadership dashboards and reports so they understand your grant portfolio at a glance.
Finance Teams
Your finance staff needs to track grant fund management carefully. They need to see budgets, track spending against allocations, and reconcile accounts. They need a grant application management system that connects to your accounting software. Reporting is another fastest-growing function because finance teams need automated ways to generate accurate reports for funders.
Program Staff
Your program people need to track what grants are funding their work and what reporting is required. They need a system that is not too complicated but gives them visibility into their obligations.
Donors and Funders
External stakeholders need to see that you are organized and compliant. When you use a professional grants management system, you can generate reports that show funders you take grant management seriously.
Managing grants
Requires effective coordination across your whole organization. The right grant management solution makes that coordination possible.
Top 8 Grant Management Systems (Free & Paid)
Choosing the right grant management solution is an important decision. The system you pick will impact how your team works every day. Here are ten grant management solutions that nonprofits are using right now.
| Solution | Best For | Pricing | Key Features |
| Artic Consulting | Nonprofits wanting customized, consultant-led approach | Custom based on organization needs | Tailored solutions, assessment to implementation support, WOSB certified, full grant lifecycle management |
| Airtable (Free) | Tech-savvy nonprofits with small grant portfolios | Free (limited) / Paid from $20/user/month | Flexible database, customizable tables, forms, views, requires manual setup |
| Foundant for Grantseekers (Free) | Nonprofits new to grant management | Free (limited) / Paid plans available | Basic application tracking, deadline management, simple pipeline, limited features |
| IGX Solutions | Mid to large nonprofits with complex portfolios | Custom pricing ($15,000-$50,000+/year) | Federal grant compliance, complex portfolio management, award processing, compliance tracking |
| Submittable | Nonprofits focused on application intake and review | Starts at $99/month | Application forms, submission collection, review workflows, application tracking |
| Instrumentl | Nonprofits focused on grant research and discovery | Starts at $50/month | Grant research, opportunity identification, application tracking, basic project management |
| Blackbaud Grantmaking | Large nonprofits and foundations with complex operations | Enterprise pricing ($10,000-$50,000+/year) | Complete grant lifecycle, compliance tracking, budget management, reporting automation |
| Serenic Navigator | Nonprofits wanting grant management integrated with accounting | Custom pricing ($5,000-$15,000+/year) | Grant budgeting, expense tracking, grant reporting, accounting integration |
1. Artic Grant Management Solution
Artic Consulting builds grant management systems for nonprofits. They do not sell you off-the-shelf software. They work with your organization to understand how you actually manage grants, then they build or recommend a solution that fits.
Artic figures out what is broken in your grant process. They recommend how to fix it. They make sure your team actually knows how to use the system once it is in place. This is different from buying software and hoping it works for you.
For nonprofits that want someone to understand their challenges before recommending solutions, Artic takes that approach. You get enterprise-level expertise without enterprise-level pricing because they focus on nonprofits. They are a WOSB certified supplier.
Best for: Nonprofits wanting a customized, consultant-led approach to grant management
Pricing: Custom based on organization needs
Not sure which grant management system is right for you?
Every nonprofit is different. Let’s talk about your specific challenges and find the solution that actually works for how you operate.
2. Airtable (Free Version)
Airtable is a database tool. Nonprofits use it for grant tracking. It was not built for grants management specifically, but nonprofits figure out how to make it work for that.
The free version lets you build databases. You can create tables for grants, set up forms for applications, and build views to see what is due.
Because Airtable is flexible, you can customize it however you want for your grants management system.
The limitation is that Airtable requires you to build your own grant management system from scratch. It is not a purpose-built GMS system, so you have to figure out the structure yourself. There is no compliance tracking, no reporting automation, and no grant fund management features built in. You are creating the system as you go.
This works for nonprofits that are comfortable building their own workflows and do not mind spending time on setup. It is also free, which matters when your budget is tight. But you get what you pay for. You are not getting grants management solutions designed by experts who understand grant management.
Best for: Tech-savvy nonprofits with small grant portfolios wanting a free option
Pricing: Free (limited features) / Paid plans available starting at $20/month per user
3. Foundant for Grantseekers (Free Version)
Foundant offers a free grants management system designed for nonprofits just starting to organize their grant process. The free version includes basic application tracking and deadline management.
You can track grant applications, set up a simple pipeline, and get basic reporting. It is straightforward and easier to set up than building something from scratch in Airtable. Foundant has thought through how grant management should work, so you are not starting completely from zero.
The free version is limited compared to their paid offerings. You get basic grant application management system functionality but not the advanced features like budget tracking or compliance monitoring. If your nonprofit grows and you manage more grants, you will likely need to upgrade to a paid plan. The free version works for nonprofits managing a handful of grants, not dozens.
This is a good middle ground if you want something more structured than a spreadsheet but do not want to pay for a full platform yet. You can try Foundant for free and see if their approach makes sense for how your organization manages grants.
Best for: Nonprofits new to grant management wanting free software with basic features
Pricing: Free (limited features) / Paid plans available
4. IGX Solutions
IGX Solutions is a grants management system built for organizations managing complex grant portfolios. They handle application management, award processing, compliance tracking, and reporting all in one platform.
If you are working with federal grants or managing grants from many different sources, IGX was built for that. The system handles the complexity that comes with multiple funders, each with their own requirements and compliance rules.
Here is the reality though. IGX is expensive. It has a learning curve. You need IT support to set it up and keep it running. It is not something you implement yourself over a weekend. Smaller nonprofits managing a few grants probably do not need this. If you are managing significant grant portfolios with complex requirements, that is a different story.
You are paying for a system that can handle enterprise-level complexity. You get comprehensive features, solid support, and the ability to manage dozens of grants simultaneously. But you also get a higher price tag and more setup work.
Best for: Mid to large nonprofits managing complex grant portfolios with federal compliance requirements
Pricing: Paid (custom pricing, typically $15,000-$50,000+ annually)
5. Submittable
Submittable is an application tool. Nonprofits use it to collect grant applications and manage the review process. It is good at that specific job.
You set up your application form. People submit through Submittable. Your team reviews them in the system. You can track where applications are in the process.
The thing is, Submittable stops once you award a grant. You need other tools to track compliance and budgets. Submittable is just for collecting and reviewing applications.
This works if you have the rest of your grant management figured out and just need a better application intake process.
Best for: Nonprofits that need to streamline application collection and review
Pricing: Starts at $99/month
6. Instrumentl
Instrumentl is primarily a grant research and discovery platform. It helps nonprofits find grants they are eligible for and manage their pipeline of potential grants. If you struggle with finding grants that actually match your work, Instrumentl is built for that.
The platform includes application tracking, deadline management, and some basic project management features. You can see grants you are interested in, track where you are in the application process, and get reminders about what is due. It is good for the research and early stages of grant management.
Instrumentl is limited for post-award management. Once you have a grant, you need other tools to manage compliance and reporting. It is better for the front-end of grant management than the complete grants management process. If finding grants is your main problem, this software helps with that. It helps you find opportunities and track applications you are working on. Once you get the grant, you need something else to manage it.
Best for: Nonprofits that struggle to find grants
Pricing: Starts at $50/month
7. Blackbaud Grantmaking
Blackbaud is enterprise software for nonprofits and higher education. Their grantmaking platform handles large grant portfolios with complex compliance requirements. If you are managing many grants from different funders with complicated rules, this is what Blackbaud does.
The system covers the whole grants management lifecycle. Applications. Awards. Compliance. Reporting. Closeout. Everything is in one place. But Blackbaud costs a lot. Implementation takes time. You need IT staff to run it. This is not for small nonprofits.
This is for large organizations. Organizations managing dozens of grants. Organizations with dedicated staff who can manage a complex system. Organizations with budgets that can handle the cost.
If that is your nonprofit, Blackbaud works. If you are mid-sized or smaller, you are probably paying for features you do not need.
Best for: Large nonprofits and foundations managing complex grantmaking operations
Pricing: Paid (enterprise pricing, typically $10,000-$50,000+/year)
Why Artic Grant Management Solution Stands Out
Most grant management software is generic. You buy it. You implement it. You hope your nonprofit fits into how the software works. Usually you do not fit perfectly. You end up changing how you work to match the software instead of the other way around.
Artic does this differently:
We ask questions first – We do not sell you software right away. We want to understand your organization. How do you actually manage grants right now? What is frustrating? What is broken? Then we recommend solutions based on what we learn, not what we sell.
We have done this before – Artic has worked with multiple organizations across different industries. We know grant management inside and out. We understand compliance. We understand how to connect systems. We understand nonprofit budgets and constraints.
We stick around after implementation – A lot of software companies sell you the tool and leave. We train your team. We help you set up processes. We make sure people actually use the system. We do not disappear after the sale.
We are WOSB certified – Artic is a woman-owned business. This matters if you work with large organizations that prioritize working with women-owned suppliers.
We handle the full process – Assessment, implementation, training, and ongoing support. Your grants management gets better over time, not just once at the start.
If your nonprofit wants a grants management system that actually fits how you operate, not a one-size-fits-all platform you have to force fit, Artic is different. We focus on solving your actual problems, not just selling software.
Don’t Let Grant Management Slow You Down
Your nonprofit has better things to do than manage spreadsheets and chase down grant information. If you are ready to streamline how you manage grants, let’s talk.
FAQs
1. How long does it typically take to implement a grant management system?
Simple platforms like Airtable or Foundant can be set up in a few weeks. More complex systems like Blackbaud can take two to three months. Whereas, Artic works with you on a timeline that fits your organization.
2. Does it work with the accounting software we use?
Check if it connects to QuickBooks or Xero. Most do but not all. If yours does not connect, you are entering data in two places. That is annoying and wastes time.
3. What if our nonprofit only manages a few grants per year? Do we really need grant management software?
If you manage fewer than five grants per year, free options like Airtable work fine. But as you grow and apply for more grants, you will want a real system. Think about where you want to be in two years, not just where you are now.
4. Is our data safe in the cloud?
Ask the company about security. Ask what they do to protect your information. Ask where they keep your data. Good companies will answer these questions directly.
5. How do we get our team to actually use the new grant management system after we implement it?
Involve your team in selecting the solution. Choose something intuitive that does not require lots of technical training. Start with one team, let them see the benefits, then expand. Good support from your vendor makes adoption much easier.
