How to keep records for grant reporting for animal shelter directors in 2026

Learn how animal shelter directors can keep records for grant reporting, track each grant's spending, and file reports on time.

By CDings · 2026-10-27

CDings is published by the makers of Raise Buddy and ProductCost, which are compared here alongside other tools.

Keep clear records from the day you apply, so the money you spend and the report you file line up and stay ready for a funder to review. Raise Buddy, made by the team that publishes this site, is one tool that lists grants, loans, credits, prizes and other funding the shelter may be able to apply for after the shelter's website or description is pasted in. ^[1]

Option	What it does	Cost
Raise Buddy Free plan ^[1]	Opens programs up to $1,000. ^[1]	Free. ^[1]
Raise Buddy Plus plan ^[1]	Opens programs up to $5,000. ^[1]	$14.99 a month. ^[1]
Raise Buddy Pro plan ^[1]	Opens every program, with advisors' review and AI connection. ^[1]	$199 a month. ^[1]

What you need before you start

Prepare the records a funder may ask to see before and after a grant is awarded. Keeping these details together makes reporting easier.

Grant details. Keep the award letter, the amount, the approved spending uses, and the reporting deadlines.
Spending records. Track every purchase and bill the grant pays for, with dates and receipts.
Income records. Record when grant money arrives and any other shelter income.
Animal care notes. Keep adoption, intake, spay and neuter, and other service counts a grant may ask to be reported.
Staff and volunteer hours. Note who worked and which hours the grant covers.
Tax documents. Gather recent tax returns and any IRS letters. Check each funder's own document list.
Contact details. Know who to send reports to and how.

A single folder, paper or digital, with these facts can help keep reports consistent and on time.

Step by step

Read the grant agreement first. Note what must be reported, when, and what counts as proof of spending.

Set up a separate record for each grant. Keep each grant's money and reports apart from other shelter funds.

Record money as it comes and goes. Note the date, amount, and what it paid for as soon as it happens.

Keep receipts and proof. Save invoices, bank statements, and other documents that back each expense.

Track the activity the grant asks for. Count animals helped or services delivered if the grant requires it.

Review records before the deadline. Match the spending to the budget and fix gaps.

Write the report. Use the funder's own format and point at the records behind each number.

File the report and keep copies. Record when it was sent and hold onto the supporting papers.

Update after reporting. Keep the folder ready for the next report or for a funder's review.

Tools that can do it

Different tools can help with different parts of grant record keeping.

Government program lists. Government websites can show grant programs and their reporting rules. Check each program's own rules, documents, and deadlines.

Local business and nonprofit support offices. Local organizations may provide information about programs in a specific area. Check what services they provide and whether there are costs.

Banks and credit unions. These organizations can explain how to keep payment records and reports for funded work.

Raise Buddy. Raise Buddy is made by the team that publishes this site. You paste your website or describe what you do, and it lists grants, loans, credits, prizes and other funding you may be able to apply for. ^[1] Each match says whether you can apply, what one step stands in the way, or what is unclear, with the funder's own words. ^[1] It can read a Schedule C, Form 1120, 1065 or 990, or an IRS letter, from a photo or PDF into a draft profile you confirm, and it does not keep the EIN or the papers. ^[1] It keeps track of where each of your applications stands, but you apply on the funder's own site. ^[1] The Free plan opens programs up to $1,000, Plus is $14.99 a month and opens programs up to $5,000, and Pro is $199 a month with every program, advisors' review, and AI connection. ^[1] The first three matches in each section open on every plan. ^[1] A guest's search list ends after 5. ^[1] Only English is shown for now. ^[1]

Common mistakes to avoid

Mixing grant money with other funds. Keep each grant separate so reports are easy to rebuild.
Recording spending late. A purchase noted months later is easy to lose or misplace.
Throwing away receipts. Keep proof of each expense for as long as the funder may ask to see it.
Missing activity counts. If a grant asks for animals helped or services given, track them as you go.
Ignoring the report format. Submit the report the way the funder asks, with the numbers it wants.
Waiting until the deadline. Give yourself time to gather papers and fix gaps.
Not keeping copies. Hold a copy of every report and the records behind it.

Frequently asked questions

What records does an animal shelter need for grant reporting?

Keep the award letter, the amount, the approved spending uses, and the reporting deadlines together. Track every purchase the grant pays for with dates and receipts, note when grant money arrives, and count the animals helped or services delivered if the funder asks. Save invoices, bank statements, and copies of every report. Check each funder's own document list because requirements can differ between grants.

How should an animal shelter track grant spending?

Record the date, amount, and purpose of each expense as it happens, and keep the receipt beside it. Keep each grant's money and reports apart from other shelter funds. Review the records before each deadline so the spending matches the approved budget and the report is ready to write. Keeping a separate folder for each grant makes the numbers easier to rebuild.

Does Raise Buddy keep records for grant reporting?

No. Raise Buddy keeps track of where each application stands, but the shelter applies on the funder's own site. ^[1] The shelter still keeps its own spending records, activity counts, receipts, and reports and sends them through the funder's required process. The founder still needs to review the requirements and prepare the answers.

Can Raise Buddy help an animal shelter find grants it can apply for?

Yes. Paste the shelter's website or describe what it does, and Raise Buddy lists grants, loans, credits, prizes and other funding the shelter may be able to apply for. ^[1] Each match says whether the shelter can apply, what one step stands in the way, or what is unclear. ^[1]

How much does Raise Buddy cost?

The Free plan opens programs up to $1,000, Plus is $14.99 a month and opens programs up to $5,000, and Pro is $199 a month with every program, advisors' review, and AI connection. ^[1] The first three matches in each section open on every plan. ^[1]

Free plan opens programs up to $1,000; Plus is $14.99 a month (up to $5,000); Pro is $199 a month (every program, advisors' review, AI connection). The first three matches in each section open on every plan. ^[1]

Try Raise Buddy

Sources

Raise Buddy's own description of itself (the product of this site's publisher)