For foundations and grantmakers

Run each award from terms to final report.

Set an award’s reports, payments and documents once. FundMesa sends the requests on schedule. Your grantees answer in a free portal, and you accept each report or send it back.

The FundMesa Portfolio page for Lakeview Community Fund: $193,000 awarded and $122,500 paid this fiscal year, $150,500 scheduled, 11 open awards across 12 grantees, and a Needs you list of three reports to review, one overdue report and four payments due in the next 30 days, two of them held for a report.

Sample data: Lakeview Community Fund is a fictional foundation.

Review a report, then accept it or send it back.

The Reports panel of an award: a Q2 report from the grantee marked Accepted, and a Q3 report marked Changes requested, showing the note sent back to the grantee and buttons to accept the report, ask for changes, send a reminder or resend the link.

Accept a report, or ask for changes with a note. The grantee gets the note by email.

Payments wait for the report.

The Payments panel of a $75,000 award: two $25,000 installments marked paid with their dates and references, and a third $25,000 installment scheduled and held for the Q3 report.

Schedule installments, hold one until a report is accepted, and record each payment when it goes out.

How an award runs

  1. Set the terms.

    Pick a report schedule (monthly, quarterly, semi-annual or annual), how you’ll pay, the budget lines the award covers, any goals, and the documents you need, such as a signed agreement or a W-9. Start from a common setup or copy another award’s terms.

  2. Requests go out on time.

    Each report request goes out on its own before the period ends: 15 days ahead unless you pick another number. Your required documents go out as one request. Reminders follow 3 days before the due date, on the day, and 3, 6 and 9 days late.

  3. Grantees answer in the portal.

    The request email invites them to a free login. They see the award’s terms, report due dates and payment status. The report form asks for spending this period by budget line, progress on goals, a short narrative and backup files. An Admin at the grantee signs it with their name and title.

  4. You review.

    Each report shows budget against actual by line, with the grantee’s explanation for any large variance, goals against targets, the narrative, files and signature. Accept it or ask for changes. Download it as a PDF or CSV.

  5. Payments follow.

    Your terms set up the payment schedule. An installment can wait for a report or for documents to be accepted. You mark each one paid when your bank sends it.

Funder plan

$249/month billed annually, or $299 month to month

30-day free trial. No implementation fee. Up to 200 active awards; more than that, talk to us.

Not ready for software? Start with the free grant tracking spreadsheet for foundations and the grantee due diligence checklist. Writing your own paperwork? Use the free grant agreement template and grantee report template.

  • Every grantee and every award in one place, with what’s due next.
  • Award terms: report schedule, payments, budget lines, goals and the documents you need.
  • Report requests sent on schedule, with reminders before and after the due date.
  • A grantee portal with a free login and no seat limit.
  • A report form your grantees fill in and sign: spending by budget line, goals, narrative and backup files.
  • Accept a report, or send it back with a note.
  • Payment schedules, with an installment held until a report is accepted.
  • Reminders for your team before each report and payment is due.
  • A portfolio by fiscal year and program area, and a CSV of every award for the board.
  • Unlimited staff.

Questions

Do our grantees need a FundMesa account?
They need a free login to the grantee portal. It costs them nothing, and there is no limit on seats. Your request email invites them. The first person invited is the grantee’s Admin and can invite colleagues. One login covers every funder that uses FundMesa.
Can a grantee send a report as a file instead?
Yes. Until they send the report form, a grantee can answer a report request by uploading a file. Once a form version is sent, the form is the answer.
Can we change an award’s terms later?
Yes. Once requests or payments depend on the terms, a change needs the date it takes effect and the reason, so the award keeps a record of it.
Does FundMesa send the payments?
No. You record installments and mark them paid when your bank or accountant has sent them. FundMesa never moves money.
Can it take grant applications?
Not today. FundMesa for funders covers what happens after you make a grant: reports, documents, payments and your portfolio. Application forms, scoring and review panels are not part of it.
What does it cost?
$249 a month billed annually ($2,988 a year), or $299 month to month. Unlimited staff, up to 200 active awards, a 30-day free trial and no implementation fee. Managing more than 200 awards? Talk to us.
Who sees what our grantees send?
Only members of your FundMesa organization see your whole portfolio. People at a grantee see only that grantee’s awards from you, and nothing from your other grantees.
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