How to track reporting requirements for grant administrators

Q: 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. Pro is $199 a month with every program, advisors' review and AI connection. The first three matches in each section open on every plan, so you can see how the matching works before choosing a plan.

Q: Can Raise Buddy be used on a phone?

The app works on the web and on phones. Whichever device is used, the reporting dates should still come from the award letter and agreement. Keep those documents saved in a shared place that the whole team can open, so that the due dates are visible even when the person who usually handles reports is away.

Grant administrators can keep every report deadline, document and funder rule in one place. Here is what to prepare and the steps to follow.

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 list of every award's reporting duties, due dates and required documents, and check it against each funder's terms on a fixed schedule. Raise Buddy keeps track of where each application stands, but you apply on the funder's own site. ^[1] The facts available for this page do not cover post-award reports, so check that before relying on any tool for them.

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 these details before you start, so every report can be matched to the right award.

Award list. Write down each grant, its funder, its award number, and its start and end dates.
Reporting terms. Copy the report types, frequencies and due dates from each award letter or agreement.
Required documents. Note what each report must include, such as budgets, receipts, narratives or signed forms.
Contacts. Record the program officer or contact person for each funder and how they prefer to receive reports.
Spending rules. Keep the allowed uses of each award handy so spending can be checked against the terms.
Records. Know where invoices, timesheets and progress notes are stored and who can access them.

A single master list with these details makes it easier to see what is due, for which award, and when.

Step by step

Build the master list. Enter every active award with its funder, amount, start date, end date and contact.

Copy each reporting duty. For each award, list every report, its due date and its required content, using the wording in the award agreement.

Confirm unclear terms. If a due date, format or document is unclear, ask the funder in writing and save the reply with the agreement.

Set reminders early. Add each due date to a calendar with reminders set well before the deadline, so drafts have time for review.

Assign an owner. Name one person for each report and one backup, so the work does not depend on a single person.

Collect the records. Gather invoices, receipts, timesheets and progress notes as spending happens rather than at the deadline.

Draft the report. Match the answers to the award's own categories and use the same figures as the financial records.

Check against the agreement. Compare the draft with the reporting terms and spending rules before sending.

Submit and log it. Send the report through the channel the funder requires, then record the date, the method and any reply.

Review the list each month. Update due dates, amendments and closed awards so the list stays current.

Tools that can do it

Different tools can help with different parts of tracking reports. Choose the ones that match how your organization already works.

The funder's award paperwork. The award letter and agreement are the source for due dates and required content. Check them first, and check any amendments that change those terms.

A shared spreadsheet or calendar. A spreadsheet with one row per report can show each owner, due date and status in one view. Set it up so the people who need it can read it.

Your accounting records. Expense records show what has been spent against each award. Check that the categories in your books match the categories the funder uses.

Dedicated grant software. Some organizations use software built for award and report tracking. Check whether it can hold each funder's terms and produce the reports those funders require before you choose it.

Raise Buddy. It keeps track of where each of your applications stands, but you apply on the funder's own site. ^[1] The facts available for this page do not say whether it tracks post-award reports, so check that with the product before relying on it for reporting. The Free plan opens programs up to $1,000. ^[1] Plus is $14.99 a month and opens programs up to $5,000. ^[1] 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]

Common mistakes to avoid

Relying on memory for due dates. Dates change with amendments, so check the agreement each time.
Using different figures in different places. Reports should match the accounting records exactly.
Missing a backup owner. When one person is away, a report can slip past its due date.
Waiting until the deadline. Documents often need sign-off, so drafts need time for review.
Overlooking spending limits. Costs outside the allowed uses may need to be explained to the funder.
Assuming one format fits every funder. Each funder may want different forms, so check each one.
Skipping the written reply. Save answers from the funder with the agreement so the same question is not asked twice.

Frequently asked questions

How do grant administrators track reporting requirements for several awards at once?

Most administrators keep one master list with a row for each report, showing the award, the funder, the due date, the required documents and the owner. Each row should be checked against the award agreement, not memory, because amendments can change the terms. A short review every month, plus reminders set well before each deadline, helps keep the list accurate and the reports on time.

Does Raise Buddy track grant reporting deadlines?

Raise Buddy keeps track of where each of your applications stands, but you apply on the funder's own site. ^[1] The facts available for this page do not say that it tracks post-award reports or their deadlines. For reporting dates, the award letter and agreement remain the source, so check those documents directly and confirm any tool's coverage with its makers before relying on it.

How much does Raise Buddy cost?

The Free plan opens programs up to $1,000. ^[1] Plus is $14.99 a month and opens programs up to $5,000. ^[1] 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 matching works before choosing a plan. ^[1]

Can Raise Buddy be used on a phone?

The app works on the web and on phones. ^[1] Whichever device is used, the reporting dates should still come from the award letter and agreement. Keep those documents saved in a shared place that the whole team can open, so that the due dates are visible even when the person who usually handles reports is away.

Is a reporting calendar enough to meet every funder's requirements?

A calendar helps with timing, but it does not replace the award terms. Each report also needs the right content, the right format and the right submission method. Reading each agreement, asking the funder about anything unclear, and reviewing drafts against the reporting terms are the steps that confirm a report meets the funder's requirements.

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)