Grant Deadline Tracker & Application Status System
A done-for-you nonprofit automation built for the Executive Director, connecting Jotform, Slack, and Airtable so the work below happens on its own.
What this automation does, step by step
Every active grant opportunity (prospect, applied, pending, awarded, declined) lives in a single pipeline that the executive director can see at a glance, and the system automatically sends reminders 45, 14, and 3 days before every deadline.
Awarded grants trigger a reporting calendar with key milestones and deliverable due dates pre-populated, so the grant never gets won and then forgotten when the deliverable comes due six months later.
The organization's entire grant portfolio is managed proactively rather than reactively.
- Airtable or Google Sheets (grant pipeline)
- Zapier or Make.com
- Google Calendar (deadline and reporting calendar)
- Email or Slack (escalating deadline reminders)
- Jotform (internal grant application intake)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on an executive director remembering to check in, update records, and follow up, with no safety net if something slips. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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