Combined pipeline and calendar
Review client funding work and dates together, then open the relevant workspace to act. Access follows your client memberships.
Grant writing software for consultants and agencies.
See client priorities together, reuse your agency’s approved writing, and coordinate staff and reviewers. Each client keeps a separate workspace and its own evidence.
Use the client intake checklist- One introductory search
- Preview up to three sourced opportunities
- No card required
Northgate Grant PartnersClients
Fictional workspaceClientsPipelineCalendarLibrary
BrandingLink a workspaceAdd a client
Clients21 of 2 clients on your agency plan
Open asks$104K11 asks
Due in the next 2 weeks1Funder dates across your clients
Overdue33 tasks
ClientsClients needing attention come first.
LCLanternfield Community TheatreClient’s own plan8 open asks · $78KNext: Decision expected Nov 15 · Proscenium Fund for Small Stages2 overdue tasks · Last activity todayStaff access2 of 2Open
SPSaltmarsh PantryOn your agency plan3 open asks · $26KNext: Application due Nov 20 · Neighborhood food access grant1 overdue task · Last activity yesterdayStaff access1 of 2Open
Where should our agency focus today?
See the client that needs attention before switching workspaces.
Follow Northgate Grant Partners, a fictional two-person consultancy, across its two clients.
Clients at a glance
Northgate, our fictional agency, sees the theatre and pantry’s open asks, next dates, and overdue work in one client overview.
Shared professional craft
Use an agency answer library across client editors. Adapt the material to the active client’s own facts and funder requirements.
A clear client handoff
Give staff access to the client work, coordinate reviews, add agency branding to supported exports, and hand the workspace over when the engagement ends.
Fictional agency, clients and figures. Client documents remain in their own workspaces. Shared library material needs deliberate selection and permission.
Put it into practice
A client intake checklist and a complete handoff example
A grant-writing intake should establish the client’s facts, source permissions, budget, requirements, and approval responsibilities before drafting. Use the checklist below to give every missing fact an owner and keep the final handoff specific.
Make it your own
A useful starting point. No signup required.
An editable plain-text checklist with six intake areas, a handoff cover note, and a final review checklist. Open it in your preferred document editor and make one copy per client.
Download intake checklistTXTWhat should a grant writer collect from a new client?
Start with these six areas. You do not need every file to begin research, but unresolved facts and permissions need an explicit follow-up before the proposal is approved.
| Intake area | Information to collect |
|---|---|
| Client and permissions | Organization name, applicant type, location, workspace owner, main contact, and permission to use each document and any AI assistance. |
| Project and need | Who the work serves, the need, activities, dates, location, capacity, and the person who can confirm these facts. |
| Funding and budget | Total cost, requested amount, committed and pending support, line-item assumptions, and the finance reviewer. |
| Evidence | Approved outcomes, source document and date, relevant page or section, definitions behind each metric, and any facts still missing. |
| Application requirements | Original funder URL, eligibility, questions, word or character limits, attachments, AI rules, deadline, and time zone. |
| Review and delivery | Writer, program and finance reviewers, final approver, internal review dates, export format, and the person who will submit. |
Worked example: from client intake to a review package
Fictional training example: consultant Avery is preparing Lanternfield Community Theatre’s Saturday Stage application. Names, dates, requirements, and figures illustrate a workflow; this is not an open funding opportunity or a customer result.
Scroll the table sideways to see all columns.
| Stage and owner | Material or decision | Handoff output |
|---|---|---|
| 1. Avery, grant writer | Collect the approved brief: 24 proposed places, a $22,000 budget, and a proposed $15,000 request. The remaining $7,000 is planned, not committed. Record the source of each figure and check document permissions. | Client brief v1, source list, and a question for finance about the $7,000 gap. |
| 2. Luis, program reviewer | Check activities, participant capacity, intended outcomes, and how completion will be measured. Correct any promise the team cannot deliver. | Program comments resolved and a dated approval of the agreed scope. |
| 3. Dana, client lead and budget reviewer | Verify that $15,000 requested plus $7,000 planned equals $22,000. Confirm the gap is disclosed and approve the proposed commitments. | Reviewed budget and narrative; pending funding remains visibly labeled. |
| 4. Avery, then Dana | Avery checks the current instructions, limits, and attachments. Dana approves the final package and submits through the funder’s required process. | Final proposal, matching budget, attachment list, approval note, and submission receipt after filing. |
How it works
A consistent handoff from client setup to review.
Set up the client context
Create or join the client’s workspace. Confirm project details, documents, membership, and who can approve the work.
Build on existing material
Research support and prepare responses from that client’s own evidence. Save approved answers for later adaptation.
Coordinate delivery
Assign review and preparation tasks, keep application dates visible, and return to the relevant funding record when following up.
A working view across clients, with their context kept separate.
Library and branded exports
Reuse approved agency writing across client editors and add agency branding to supported proposal and board-report exports.
Staff access and client handover
Manage staff access deliberately and keep clients informed. Hand ownership over to the client when the work is ready.
What happens after signup
Start with a first look at your funding options.
Free to start
One introductory search. No card required.
- Preview up to three sourced opportunities and check who can apply
- Save a next step
- 10 AI actions in total. These don’t renew.
- Research starts only after you review setup and turn on AI
Paid plans
Choose the capacity you need.
- Unlock all research opportunities
- Run new full research reports
- Daily research limits apply
Quick searchAbout 2 minutes
Full research reportAbout 30 minutes
Estimates, not guaranteed completion times. You can leave a full report running and come back later.
Before you begin.
Straight answers for consultants and agencies deciding whether to start.
Ask us something elseCan I manage multiple organizations?
Yes. One account can belong to multiple workspaces. Check Pricing for the available workspace and agency plans.
Will client documents mix between workspaces?
Client workspaces keep their documents and research separate. Deliberately select any material reused across clients and confirm that you have permission to use it.
Does this replace my judgment?
You decide strategy, verify research, edit the proposal, and approve the work. GrantFlex helps organize and prepare the material.
How does agency billing work?
The Agency plan bills per linked client, with at least one client. Covered clients receive Team features. The agency has its own staff and AI allowance; see Pricing for the current amounts and allowances.
Where does research run?
In the applying client’s workspace, using that client’s profile and permitted context. The agency workspace brings client work together.
Keep your next step moving.
Make your client process easier to repeat.
Start with one client’s work, keep the evidence close, and give each reviewer a clear next step.
One introductory search · Preview up to three sourced opportunities · No card required