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Grant management software for foundations

Foundations: grant rounds without the inbox overload. Fund more, chase less.

Applications land by email, eligibility gets checked by hand, reviewers score in five versions of the same spreadsheet and acquittals get chased for months. We build grant management portals for foundations that run the whole round from first enquiry to final report. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for grant management software that runs the whole round?

A grant round looks simple from the outside: open, assess, decide, pay. Inside a foundation it's a flood of PDFs in a shared inbox, reviewers working from their own copies of the criteria and a board pack stitched together the night before. Then the money goes out and the acquittals go quiet until somebody starts chasing.

Wollopit builds custom grant software around how your foundation actually gives. Applicants apply online with saved drafts and eligibility checks up front. Reviewers score in a portal against the same criteria. The board sees a clean shortlist, outcomes send themselves and acquittals come back on schedule. We work alongside SmartyGrants or your CRM if they're doing the job, connect Xero or MYOB for payments and look after the lot on our own servers.

01The problems

What we hear from foundations

Does your foundation have these problems? Here's how we'd fix them.

Most foundations we talk to have a small team giving away serious money with tools built for something else. It all holds together until the round closes.

  • The problemApplications land in the inboxPDFs, Word docs and late attachments arrive by email. Someone renames and files every single one by hand.
    How we fix itAn online application portal with saved drafts, required fields, file uploads and a hard close time.
  • The problemIneligible applications waste everyone's timeGroups without DGR status or outside your region spend days on an application that was never going to get up.
    How we fix itEligibility questions up front with ABN and ACNC checks, so ineligible groups find out before they start.
  • The problemThe same questions on the phone all roundStaff answer 'are we eligible?' and 'can we get an extension?' over and over while the round is open.
    How we fix itGuidelines, FAQs and an eligibility quiz online, with every enquiry logged against the organisation.
  • The problemReviewers scoring in spreadsheetsEvery reviewer has their own copy, scores get typed into a master sheet and one column is always wrong.
    How we fix itA reviewer portal with criteria, weightings and comments built in. Scores roll up on their own.
  • The problemConflicts of interest managed on trustA reviewer sits on the committee of an applicant and nobody notices until the meeting.
    How we fix itConflict declarations before reviewing, with conflicted applications hidden from that reviewer automatically.
  • The problemBoard packs built the night beforeShortlists, budgets and recommendations copied into a Word doc and emailed out as one enormous PDF.
    How we fix itA board view with the ranked shortlist, the funding pool left and decisions recorded on the day.
  • The problemOutcome letters typed one by oneApproved, declined and partial letters merged by hand with a nervous check of every name and amount.
    How we fix itOutcome notifications from templates, with funding agreements sent for e-signing in the same step.
  • The problemPayments tracked on a separate sheetMilestone payments live in finance's spreadsheet and the grants team never knows what's actually gone out.
    How we fix itPayment schedules tied to each grant, approved in the portal and pushed to Xero or MYOB.
  • The problemAcquittals chased for monthsReports fall due, reminders go out by hand and half come back missing receipts.
    How we fix itAcquittal forms with automatic reminders, budget versus actual and receipts uploaded against each line.
  • The problemImpact data nobody can findThe annual report needs totals by region and cause. Someone spends a week digging through old rounds.
    How we fix itGrant reporting by program, region, cause and outcome, ready for the board and the annual report.
  • The problemGrantee history lives in someone's headWho applied before, what they got and how it went is buried in an old email thread.
    How we fix itA grantee record with every application, grant, payment, acquittal and note in one place.
02What we build

Solutions

What we build for foundations. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Online application portal

Saved drafts, multi-stage forms, uploads, collaborators and a hard close time for every round.

02

Eligibility checks

Quick screening questions before anyone applies, with ABN, ACNC and DGR details checked up front.

03

Rounds & programs

Open, close and extend rounds yourself, with forms, criteria and budgets set per program.

04

Reviewer portal

Assigned applications, weighted criteria, comments and progress for every reviewer.

05

Conflict of interest register

Declarations before scoring, conflicted reviewers locked out and a record kept for audit.

06

Anonymised review

Names and identifying details hidden from reviewers whenever you want blind assessment.

07

Board & committee view

Ranked shortlists, pool remaining, recommendations and decisions recorded in the meeting.

08

Outcome notifications

Approved, declined and partial outcomes sent from templates with feedback where you want it.

09

Funding agreements & e-signing

Agreements generated from the grant details and signed online through DocuSign.

10

Payments & milestones

Payment schedules per grant, approvals and payment batches pushed to Xero or MYOB.

11

Acquittals & progress reports

Due dates, automatic reminders, budget versus actual and receipts against each line.

12

Grantee CRM

Every organisation's applications, grants, contacts and notes in one record.

13

Impact reporting

Grants by program, region, cause and outcome, with exports for the annual report.

14

A website that explains your giving

Guidelines, open rounds, past grants and an apply button. Quick on mobile and easy to update.

03The systems

The big ones

Your whole grant round, on one system.

These are the systems foundations ask us about most. Each one works on its own and they get properly clever when they're joined up.

Application portal

Applications that arrive complete, on time and eligible.

Applicants check eligibility first, then apply online with drafts that save as they go. Required fields and uploads mean nothing lands half finished. When the round closes it closes.

  • Eligibility quiz before applying
  • ABN and ACNC lookups
  • Drafts that save as they go
  • Multiple people per application
  • Budget tables and file uploads
  • Different forms per program
  • Hard close times with no late sneaks
  • Extensions granted per applicant
  • Confirmation emails on submit
  • Applications filed by round and program

Reviewer scoring

Every reviewer, the same criteria, one set of scores.

Reviewers log in and see only the applications assigned to them, scored against your weighted criteria. Conflicts are declared before they start. Scores and comments roll up into a ranked list without anyone touching a spreadsheet.

  • Applications assigned per reviewer
  • Weighted scoring criteria
  • Comments against each criterion
  • Conflict declarations up front
  • Conflicted applications hidden
  • Anonymised review when you want it
  • Progress tracking for every reviewer
  • Reminder emails as deadlines near
  • Moderation of outlier scores
  • Ranked list built automatically

Board & outcomes

From shortlist to signed agreement without the Word doc.

The board sees the ranked shortlist, the recommendations and what's left in the pool. Decisions get recorded in the meeting. Outcome emails and funding agreements go out the same afternoon.

  • Ranked shortlist for the meeting
  • Funding pool tracked as you decide
  • Partial funding and conditions
  • Decisions and minutes recorded
  • Outcome emails from templates
  • Feedback for declined applicants
  • Funding agreements generated
  • E-signing through DocuSign
  • Board access without shared logins
  • Full audit trail per decision

Payments & acquittals

Money out, reports back, nobody chasing.

Every grant carries its own payment schedule and reporting dates. Payments get approved in the portal and flow to your accounts. Acquittals remind themselves and come back with receipts attached.

  • Payment schedules per grant
  • Milestone payments on approval
  • Payment batches to Xero or MYOB
  • Progress and final report forms
  • Automatic reminders before due dates
  • Budget versus actual
  • Receipts uploaded against each line
  • Variations and extension requests
  • Unspent funds flagged
  • Overdue list for the grants team

Grantee CRM & impact

Every grant you've ever made, finally in one place.

Each organisation gets one record with every application, grant, payment and report. Outcome data from acquittals feeds straight into reporting. The annual report stops being a week of digging.

  • One record per organisation
  • Full application and grant history
  • Contacts and notes
  • Outcome data from acquittals
  • Grants by program and cause
  • Grants by region on a map
  • Multi-year grant tracking
  • Board and annual report exports
  • Mailchimp lists for applicant updates
  • Search across every round
04How it changes

Before and after

A grant round, wolloped.

Here's how a community grants round could change. Every foundation gives differently, so we map yours first.

Before

  1. Applications arrive in the inbox as PDFs and Word docs
  2. Eligibility checked by hand after they've applied
  3. Reviewers score in their own spreadsheets
  4. Board pack pasted together the night before
  5. Outcome letters typed and checked one by one
  6. Acquittals chased by email for months

After

  1. Applications submitted online and filed automatically
  2. Ineligible groups stopped before they start
  3. Reviewers score in the portal and it ranks itself
  4. The board sees a live shortlist and pool
  5. Outcomes and agreements sent in one go
  6. Acquittals remind themselves and arrive with receipts
05Services

Everything under one roof

Software, websites and systems for foundations.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for foundations

Built around how your foundation actually runs: online application portal, eligibility checks and the admin in between, in one system you own.

Websites for foundations

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Foundation system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for foundations

Rounds & programs and reviewer portal: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect SmartyGrants, Good Grants and Submittable so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your foundation, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside grant platforms you're happy with or replace the ones holding you back.

  • SmartyGrants
  • Good Grants
  • Submittable
  • Fluxx
  • Salesforce Nonprofit Cloud
  • Xero
  • MYOB
  • Microsoft 365
  • SharePoint
  • Google Workspace
  • DocuSign
  • Mailchimp
  • Campaign Monitor
  • Zoom
  • Microsoft Teams
  • ABN Lookup
  • ACNC Charity Register
  • Google Maps
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your foundation: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit with your grants team, a reviewer and finance to see how a round really runs from open to acquittal.

  2. 02

    Archi-tech

    We plan it before writing code: your programs, forms, criteria, approvals, payments, reporting, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next round opens.

  4. 04

    Look after

    We host it, maintain it and keep improving it between rounds. When something breaks you call the people who built it.

08Questions

FAQ

Things foundations ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can reviewers score anonymously?

Yes. Applications can be anonymised for reviewers so names and identifying details are hidden while they assess.

How do you handle conflicts of interest?

Reviewers declare conflicts before they start. Any application they're conflicted on is hidden from them and the declaration is kept on record for audit.

Can applicants save a draft and come back later?

Yes. Drafts save as they go and more than one person from an organisation can work on the same application.

We already use SmartyGrants. Do we have to switch?

No. If it's doing its job we build around it, adding the reporting, board views, payments or website it doesn't cover. If it's holding you back we'll show you what replacing it would involve before anything changes.

Can payments flow into Xero or MYOB?

Yes. Approved payments can be pushed to Xero or MYOB as batches, so finance and the grants team see the same numbers.

How much does grant management software cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

We plan it in stages. Usually the application portal or reviewer scoring comes first so your next round gets the win early, with payments and reporting following.

Is applicant data kept secure?

Yes. It's hosted on our own managed servers in Australia with proper logins, access levels and backups. Reviewers and board members only see what they need to.

Who looks after it once it's built?

We do. We host it, keep it updated and secure and make changes between rounds. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most foundations we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a foundation problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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