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In this sectionWrite the proposal

Package and record your submission

The Package tab checks that the proposal is ready, lays out each response to paste into the funder's portal and downloads the files. After you submit through the funder's own process, you record the submission here.

  • 6 min
  • Every plan

Screens from October 2026

In the app:Pipeline, then Proposal, then Package

GrantFlex never submits for you

Download or copy your responses and submit them the way the funder asks. Then record the submission, so your pipeline and calendar show that it went in.
The Package tab: Before you submit with 2 of 5 checks ready, GrantFlex never submits for you, Copy your responses for each section, and the Download files.
The Arts Access package, with two of five checks ready. Example workspace · fictional data

Readiness checks

Under Before you submit, each check says what it found, with a button to fix it, such as Review responses.

The readiness checks
CheckReady when
Written responsesEvery section is approved.
Within the funder’s limitsEvery section fits its word and character limits. It's shown when any section has a limit.
Required documentsEvery requirement is attached, waived or done, and every document the guidelines list is on your checklist.
Letters of supportEvery letter is received or declined. It's shown when you track any letters.
BudgetThe budget has at least one line.

When every check is met, Mark ready to submit sets the proposal to Ready to submit. If its funding record is still at an earlier stage, the record moves to Preparing.

Copy your responses

Copy your responses lists each section as plain text, in the funder's order, with its word and character counts. The budget narrative is at the end. Select Copy beside a section, then paste it into the matching field of the funder's portal.

Each row you copy shows Copied, so you can keep your place, until you leave or reload the page. A section over its limit says so in red.

Download the package

Files on the Package tab
FileWhat's in it
Proposal (Word)Every response in the funder's order.
Full package (ZIP)The Word proposal, the budget workbook and every file attached to your requirements and letters, with a README listing anything left out.
Budget (Excel)The budget lines, with totals by who pays. It needs at least one line.
Print or PDFA clean copy in a new tab, for board packets and your files.
Plain text (.txt)Every response and the budget narrative as text.

The header's More actions menu also has Download proposal (Word) and Print or save as PDF. Downloading doesn't send anything to the funder.

Record the submission

  1. Open the form

    After the proposal has gone to the funder, select Record submission. While some checks are still open, the button reads Already submitted? Record it.

    The Record your submission dialog: Date submitted, How you submitted, Portal name, Confirmation number, Amount requested from the budget, and Notes.
    Example workspace · fictional data

  2. Say how and when it went in

    Enter the Date submitted and choose How you submitted: Online portal, Email, Mail, In person, Other. Add the Portal name, the Confirmation number and any Notes. Amount requested starts at the budget's total request.

  3. Save it

    Select Record submission at the bottom of the form.

Filling in the submission details. Here, Cancel closes the form, so nothing is recorded. Example workspace · fictional data
What happens in this clip

Select Already submitted? Record it. The dialog opens with today's date, Online portal and the budget's total request filled in. Type a portal name and a confirmation number, then select Cancel. Nothing is saved, and the proposal stays open for edits.

What recording changes

  • The proposal becomes Submitted.
  • Its sections and budget lock, so they stay exactly as sent. You can still comment and save language to the library.
  • GrantFlex keeps a copy of what went in: each response, the budget totals, and every attachment and letter with its status.
  • Its funding record moves to Awaiting response, with the date and amount you entered. The record's application deadline is marked done.
The Draft tab of a submitted proposal: a notice that it was submitted and its sections are locked, with Reopen for edits, and every section Approved.
The Draft tab of the Community Stages proposal after its submission was recorded. Example workspace · fictional data

Check first

Record the submission only once it has actually gone to the funder. Recording locks the sections and budget until you reopen the proposal.

View what was submitted

Afterward, the Package tab shows the record: the date, how it went in and the confirmation number. Select View what was submitted to read each response as sent, the budget totals, and the attachments and letters.

The Package tab of the submitted Community Stages proposal: Submission recorded with the date, portal and confirmation number, Reopen for edits, and View what was submitted.
The Community Stages proposal, submitted through Elkhorn Ridge Foundation's portal. Example workspace · fictional data
View what was submitted, opened: the five responses as sent, the budget totals, and each attachment and letter with its status.
Example workspace · fictional data

That copy never changes, even if you reopen the proposal. If you record a resubmission, earlier records stay listed under the latest one.

Reopen for edits

If the funder allows changes after you submit, select Reopen for edits on the Package tab or on the Draft tab's notice, and confirm. The sections and budget unlock. The pipeline stage and the recorded submission stay as they are.

When you send the changes, select Record the resubmission to record it again. Once you record the funder's decision, the proposal can't be reopened. It stays as it was submitted.

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