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Record a submission

After you send a proposal through the funder's own process, record it in GrantFlex. The proposal is kept exactly as sent, and its funding record moves to Awaiting response.

  • 5 min
  • Every plan

Screens from October 2026

Before you start

GrantFlex never submits for you

Submit the proposal the way the funder asks, such as through its online portal or by email. Record it in GrantFlex once it has gone.

Record the submission

  1. Check the package

    On the proposal's Materials tab, select Package. Before you submit lists each check with a button to fix it. Copy your responses gives each section as plain text for the funder's portal, and Download has the Word, ZIP, Excel and print versions.

    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.
    Example workspace · fictional data

  2. Record what you sent

    Once the funder has your proposal, select Record submission. While some checks are still open, it reads Already submitted? Record it.

    Enter the Date submitted and choose How you submitted: Online portal, Email, Mail, In person or Other. Add the Portal name and the Confirmation number if you have them. Amount requested starts at the budget's total request. Select Record submission.

    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

  3. Check the record

    The Package tab shows Submission recorded, with the date, how it went in and the confirmation number. Select View what was submitted to read each response as sent.

    The sections and the budget are locked, so they stay exactly as sent.

    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.
    Example workspace · fictional data

  4. See it in your pipeline

    The funding record moves to Awaiting response, shows the amount requested, and marks the application deadline done. If the funder gave a decision date, select Add a deadline so it's on your calendar.

    A funding record after its submission was recorded: Awaiting response and the amount requested in the header, the Submitted card with the portal and confirmation number, and the application deadline marked done.
    Example workspace · fictional data

If the funder allows changes after you submit, Reopen for edits unlocks the sections. For that and resubmissions, see Package and record your submission.

What you get

A proposal marked Submitted, with a submission record that keeps a copy of what went in, and a funding record that shows you're waiting on the funder.

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