Grant Proposals

Grant Frog helps you track and manage all of your grant deadlines and details in one place.

📽️ How to Manage Grants in Grant Frog

View all Grants

You can view all your grants on the Grants table.

You're able to see the title, funder, due date, user, status, amount requested and more.

You can filter any detail for your grants to view exactly what you need to see.

You can also click Display and display/hide any field or rearrange the columns.

Adding a New Grant Proposal

You can add a new Grant from any page from the top menu.

You can also add Grants from the Grants List, Funder record, and Client record.

• Enter the title of the proposal (e.g., program or project name)
• Select a funder:

• Choose from existing funders in the system
• Or select "New" to add a new funder

Adding Grant Details

1. Choose the status of the proposal (e.g., In Progress, Submitted, Upcoming)
2. Set the Due Date for the proposal (learn about Email Notifications on Due Dates)
3. Enter the amount requested:
4. Select or add a Program (where the grant funds will be used)
5. • Choose from existing programs
   • Or add a new one
5. (Optional) Add specific notes to the grant proposal
6. If applicable, select or add a Client to see the Grant Proposal on the Client's record
7. Click Create

Grant Proposal Status Options

These are the Status options you can choose when you enter in grant proposals depending on the stage its currently in.

• In Progress - You're currently working on the grant proposal and gathering documentation
• Submitted - You've submitted the request and now you're waiting to hear back from the Funder
• Upcoming - This is in your pipeline and you'll be working on it in the future
• Awarded - You've received notice that you've been awarded, but haven't received funds
• Awarded-Received - You've been awarded this grant and the project is still active - you haven't sent the final grant report
• Awarded-Closed - You've been awarded the grant, the project is complete, and have closed out all final reporting
• Declined - You've been declined for the grant funds
• Withdrawn - You withdrew your already submitted proposal
• Potential - You're evaluating this opportunity to send a grant proposal and haven't yet determined if it's a fit
• Deferred - You have to defer this grant proposal, whether it's been submitted and the funder deferred it, or you had to defer the entire proposal for another reason
• No Response - You never received a response back from the Funder after your specified timeline
• Not a Fit - You've decided the grant request isn't a fit for your organization
• To Be Determined - You're still in research and verification mode on this grant
• Unknown - Unsure of grant status

Editing and Managing Proposals

1. On the main screen of the grant proposal, you can edit any information:
2. • Click in any field to update the information
   • Changes are Saved automatically

Viewing Proposals on the Dashboard

1. Return to the Grant Frog dashboard
2. Look for the "Grants Due within 90 days" section
3. You'll see your newly added proposal if it's due within 90 days, including:
4. • Due date
   • Title
   • Current status

How to Build a Grant Proposal on a Grant Record From Your Content Library

Your library holds your general templates. When you're working on an actual grant, you'll want to customize them for that specific funder — without changing your originals. You do that on the grant record itself.

Step 1. Open a grant record in Grant Frog. Your grant record shows the application due date, the team members working on it, the funder, your request amount, and everything else you're tracking.

Step 2. Click the Content tab. This is where you write your grant. Any content you've already created for this grant is listed here.

Step 3. Click Add Content → New Content. This opens the same content editor you use in the library, including Ask Lily and Write with Lily.

Step 4. Name it something specific to this grant — for example, "Lion Enclosure Grant." You'll start with a blank writing space.

Step 5. Drag content in from your content library. Pull in your pieces in the order you want them:

1. Mission
2. About our zoo
3. Project overview

Those three sections are your organizational narratives — your templates — but you're now building a custom grant proposal on top of them.

Step 6. Customize for this funder. Maybe this funder gets a different ask than the $2.4 million in your standard overview. Change it here. Your library version stays untouched.

Step 7. Use Ask Lily to refine. Proofread the grant, write additional sections, or adjust the language for this specific funder.

When you go back to the Content tab, you'll see every content document you've built for that grant, all tied to the record.

How to Fill Out a Grant Application Side by Side With Your Grant Content

Many grant applications have an online portal. Keep Grant Frog open next to it and answer each question from the content you've already built.

Step 1. Open the funder's grant application in one window and Grant Frog in another tab

Step 2. Open the Content tab on your Grant OR your Content Library. Work question by question. For each one, find the matching section in your content - your statement of need, your project overview, your executive summary.

Step 3. Check the word and character count on screen before you copy anything over. Funders set limits, and the counts display in Grant Frog, so you don't have to paste into a separate counter to find out you're 80 words long. If you're over, ask Lily to tighten it to the limit.

Step 4. Click Copy Text and paste the section into the grant application field.

Step 5. For anything that has to be attached rather than pasted, use Export to Word and upload the .docx or convert it to a PDF.

Step 6. As questions come up that your library doesn't cover, add new content to your Content Library.

Everything you paste stays saved on the grant record - so next year, when this funder comes around again, you're starting from what you actually submitted.

Updated on: 19/08/2026