Skip to content
In this sectionTrack your pipeline

Pipeline basics

Pipeline is where you track every grant and funding request, from first look to final report. Each record moves through stages, and the stages group into phases.

  • 6 min
  • Every plan

Screens from October 2026

In the app:Pipeline

Pipeline has three views: Pipeline, Tasks, and Awards & reports. This page covers the first. Owners, admins and editors can add and move records. Viewers can look but not change anything.

The Pipeline page in List layout: stage chips, search and filters, the Open asks, Weighted forecast and Secured totals, and records grouped by phase.
Lanternfield Community Theatre's pipeline, in List layout. Example workspace · fictional data

Stages and phases

Each record has a stage, which says exactly where it stands. Stages group into five phases, which Pipeline uses for its headings, columns and filters. The likelihood is what the Weighted forecast assumes until someone sets a different one on the record.

Stages, in order
StageWhat it meansPhaseLikelihood
ProspectWorth tracking; not yet checked for fitProspects10%
Checking fitDeciding whether it’s worth pursuingProspects20%
OutreachTalking with the funder or partnerPreparing30%
LOI sentLetter of inquiry sent; waiting to be invitedAwaiting decision35%
PreparingGetting the request and materials readyPreparing45%
Awaiting responseRequest sent; waiting to hear backAwaiting decision60%
SecuredSupport confirmedSecured100%
DeclinedThey said no this timeClosed0%
ArchivedSet aside and kept for referenceClosed0%
Phases
PhaseWhat's in it
ProspectsFunders and grants you’re tracking but haven’t committed to yet
PreparingApplications and requests you’re still working on
Awaiting decisionLetters of inquiry and requests waiting to hear back from the funder
SecuredAwarded grants and support you’ve secured
ClosedDeclined, withdrawn or archived — kept for your records

List and Board

Use the List and Board switch beside the stage chips. List groups records under phase headings and shows each record's dates, funder, proposal status and next step. Board shows one column per phase.

The Pipeline in Board layout with the Active filter, showing a column of cards for each phase from Prospects to Secured.
Example workspace · fictional data

To change a record's stage on the Board, drag its card to another column:

  • Prospects sets the stage to Checking fit.
  • Preparing sets it to Preparing.
  • Awaiting decision sets it to Awaiting response.
  • Secured or Closed opens the record, so you can record the award, or say why it closed.
Moving a request to Preparing once work on it starts. Example workspace · fictional data
What happens in this clip

Drag the Tamarack Shore Credit Union card from Prospects to Preparing. A message confirms the move, the card's stage becomes Preparing, and the Weighted forecast rises with the new stage's likelihood.

Tip

Every other stage, including Outreach and LOI sent, is in the stage menu on the record itself.

Totals

Above the records, three figures add up what you can see:

  • Open asks: the amounts requested by records still in progress.
  • Weighted forecast: each ask times its likelihood at its stage.
  • Secured: the awards you've recorded.

The totals follow your filters, so filtering to one owner or one project shows that person's or that project's figures.

Filtering to Awaiting decision, then searching for Elkhorn. The totals follow. Example workspace · fictional data
What happens in this clip

Select the Awaiting decision chip: the list shows only requests waiting on a funder, and the totals change. Then select All and search for Elkhorn: the list and the totals follow again.

Filter, search and sort

  • Stage chips: Active, each phase, and All. Waiting on funders appears when you're waiting on a reply to a message you sent with Ask the funder.
  • Search by name, funder or project.
  • Owner, Project and Funder menus narrow the list. Clear filters resets them.
  • Sort by Next date, Largest amount, Recently updated, or Name.

Add funding

Select Add funding at the top of the page. Add a grant or funder tracks something you already know about. Below it, Or start from offers four other ways in.

The Add funding menu, with Add a grant or funder at the top and four other ways to start below it.
Example workspace · fictional data
  • Import a spreadsheet: bring an existing grant list from Excel, Google Sheets or a CSV file.
  • From published opportunities: browse open grants and track one.
  • From your research: start from an opportunity in a research report.
  • From a grant document: add a funder's guidelines to check fit, deadlines and required documents.

  1. Name the funder

    Only Funder is required. Choose an existing funder, such as Alderglen Community Foundation, or type a new name.

    The Add a grant or funder dialog, with Funder, Program or opportunity, Type, Stage, Amount to ask for, Owner and due dates.
    Example workspace · fictional data

  2. Add what you know

    Add the Program or opportunity, Type, Stage, Amount to ask for, Owner, and any due dates. Everything except the funder can wait.

    If you paste a Guidelines or application link, Fill from this page reads the page and suggests the details. It uses one AI action, and you review every suggestion before saving.

  3. Save it

    Select Add to pipeline. The new record opens so you can keep going.

Check first

GrantFlex doesn't check the dates you type in. Confirm deadlines on the funder's own guidelines.

Next

Suggested