How research scientists can track proposal deadlines in 2026

Set up one dated list for research proposal deadlines, check each funder's rules, and see which call is due next. Steps and common mistakes included.

By CDings · 2026-10-22

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

Keep one dated list of every open call, check each funder's own deadline and rules, and set reminders well before each submission date. Raise Buddy can also help with the list, because it keeps track of where each application stands, but you submit through the funder's own site. ^[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

Gather the details a funder will ask for before you start watching deadlines. Having these ready makes it faster to judge whether a call fits your work.

Lab or research group name. Write the official name, the department, and the institution it belongs to.
Research focus. Keep a short description of the questions your group studies and the methods it uses.
Principal investigator details. Record who will lead each proposal and their role in the project.
Institutional rules. Note who must approve a submission at your institution and how many days that approval usually takes.
Budget outline. Keep a rough breakdown of equipment, staff time, travel, and other costs.
Past award information. Save the titles, funders, and dates of earlier grants so you can answer questions about track record.

A single shared folder with these items keeps every proposal consistent.

Step by step

Start with one list that holds every call you are considering, then update it as each funder publishes new information.

Create one master list. Use a shared calendar or spreadsheet with columns for funder, call title, deadline, internal approval date, and status.

Add each call from its official source. Copy the deadline from the funder's own page, not from a forwarded summary.

Record the rules next to the date. Write down eligibility limits, page lengths, required forms, and whether a letter of intent comes first.

Set internal deadlines. Plan to finish the draft and send it for internal review well before the funder's date.

Set reminders. Add alerts at least a few weeks before each internal deadline and again a few days before the final date.

Confirm unclear points early. If a rule or date is not clear, ask the funder's program contact while there is still time to respond.

Sort the list by status. Separate calls you are writing now, calls you are considering, and calls you have submitted.

Review the list every week. Remove closed calls, add newly announced ones, and check that the dates still match the funder's page.

Record the outcome. When a decision arrives, note the result and what you learned so the next proposal starts from better information.

Tools that can do it

Several kinds of tool can help a research group track deadlines, and most groups use more than one. Pick the simplest option that your whole team will check.

A shared calendar or spreadsheet gives your group one place to see every due date and who owns each task. Funder mailing lists and alert pages can notify you when a call opens, but you still need to read each call's rules on the funder's own page. Your institution's research office may keep a list of open calls and can confirm internal approval steps, so ask them what they already track.

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 includes private foundations that take applications, reading each foundation's own tax return to find them. ^[1] It keeps track of where each of your applications stands, but you apply on the funder's own site. ^[1] The app works on the web and on phones. ^[1] Only English is shown for now. ^[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] For a guest, each search list stops after the first 5. ^[1]

Common mistakes to avoid

Relying on a forwarded deadline. Summaries can be out of date, so confirm each date on the funder's own page.

Starting the draft too late. Internal approvals and budget checks often take longer than expected.

Missing a letter of intent. Some calls require a short notice before the full proposal, and missing it can end the application.

Using different budget figures in different places. Keep one budget outline and reuse it across every proposal.

Ignoring page and format limits. Check length, font, and file type rules before you write.

Tracking only the final date. Also track internal approval dates and any questions the funder must answer.

Forgetting to log results. Recording outcomes helps you judge which funders and call types fit your group.

Frequently asked questions

How do research scientists keep track of proposal deadlines?

Most research groups keep one master list with the funder, call title, final deadline, internal approval date, and current status. Each entry should link to the funder's official page and include the key rules, such as page limits and required forms. Set reminders for internal deadlines as well as final ones, and review the list weekly so closed calls are removed and new ones are added.

Can Raise Buddy track proposal deadlines for research scientists?

Raise Buddy keeps track of where each of your applications stands, so it can serve as a status record for the calls you are pursuing. ^[1] You still apply on the funder's own site, and you should confirm each deadline there. The app works on the web and on phones, and only English is shown for now. ^[1] ^[1]

How much does Raise Buddy cost for research scientists?

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, so you can see how the tool works before choosing a paid plan. ^[1]

Does Raise Buddy send proposals to funders for a research group?

No. Raise Buddy lists funding you may be able to apply for and keeps track of where each application stands, but you apply on the funder's own site. ^[1] Your group still needs to read each call's rules, prepare the proposal, and send it through the process the funder requires.

Are the advisors in Raise Buddy real experts for a research proposal?

On the Pro plan, ten AI personas read your organisation and matches and write what to do first. ^[1] None of them is a real person, so their suggestions should be checked against each funder's official rules and reviewed by your own research office before you act on them.

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]

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Sources

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