$320 USD / report cycle
Funder Reporting Preparation
Financial reports prepared clearly and submitted on schedule — so your funder relationships stay on solid ground without the recurring scramble.
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Service 01 — Grant Bookkeeping & Spend Tracking
Your awards, tracked faithfully — month after month.
When you know exactly what's been spent against each grant, funder conversations feel straightforward. Grantbury keeps that clarity in place, quietly and consistently.
What this delivers
A clean financial picture for every grant you're running.
Award-separated ledgers
Each grant is tracked in its own space. You'll always know how much has been spent, what's left, and where each project stands — without digging through a single combined account.
Monthly reconciliation
Costs are matched to awards each month — nothing accumulates in a grey area. When report time comes, the numbers are already in order.
Funder-ready records
Because costs are coded correctly from day one, producing a financial summary for your funder is a matter of pulling what's already there — not reconstructing it.
The situation many teams face
Managing several awards at once is genuinely demanding.
Most research teams didn't set out to become finance specialists. Yet here you are — holding responsibility for multiple awards, each with its own conditions, spending rules, and reporting dates. It's a lot to carry alongside the actual work.
Costs that should be coded to Award A end up lumped together with Award B. End-of-year reconciliations take weeks instead of hours. And when a funder asks for an interim update, there's a quiet moment of dread before you begin pulling everything together.
That's not a reflection of your team's capabilities. It's a reflection of using tools that weren't designed for this kind of work.
Awards running in parallel
Each one has different eligible cost categories, different spend timelines, different funder expectations. Keeping them separate in a general ledger takes real effort.
Reporting pressure at the wrong moments
Interim reports and year-end closeouts tend to arrive at the busiest times. Without tidy ongoing records, they create a crunch that's hard to absorb.
Uncertainty about what's been spent
Not knowing the current spend position on an award — even roughly — creates background stress that's easy to underestimate.
How Grantbury approaches this
Careful tracking built around the way grants actually work.
We start by getting to know your active awards — not just the totals, but the conditions. Which cost categories are eligible for which funder? What's the reporting schedule? Are there co-funders with their own requirements? We build a tracking structure that reflects all of that from the start.
Each month, we reconcile costs against the right award. We flag anything that looks like it may have been miscoded, and we keep a running view of spend-to-date and remaining budget for each grant. Nothing is left to drift.
Because we work exclusively with grant-funded institutions, we're not adapting a general accounting process to fit your situation. This is what we do — and the detail it requires is entirely familiar to us.
01
Award structure setup
We map your grants, conditions, and cost categories into a clear tracking structure before we begin.
02
Ongoing cost coding
Every cost is assigned to the correct award, in the right category, as it occurs — not retrospectively.
03
Monthly reconciliation
Each month, we reconcile figures, update spend positions, and flag anything that needs attention.
04
Report-ready at any point
Because records are always current, producing a financial summary for a funder or audit is straightforward whenever it's needed.
What working together looks like
Steady, dependable support that runs in the background.
For most of our clients, the best way to describe working with Grantbury on bookkeeping is that it becomes something they stop worrying about. That's the point.
Getting started
We begin with a short onboarding conversation to understand your current grants, your existing records, and what handover looks like. We take it from there — you don't need to have everything perfectly organised before we begin.
Each month
We reconcile costs, update spend positions, and send you a brief summary. If anything needs a conversation — a miscoded item, a budget threshold approaching — we raise it proactively rather than waiting for you to notice.
When funders ask
Because records are kept current, pulling together a spend report or an interim financial summary is something we can turn around quickly. You're never starting from scratch when a deadline appears.
As your portfolio changes
New awards are added as they're confirmed. Closed grants are finalised cleanly. The structure adapts as your portfolio does — without creating additional work for your team.
Investment
Transparent pricing for ongoing bookkeeping support.
Grant Bookkeeping & Spend Tracking
$380 USD / month
A fixed monthly fee covering all active awards in your portfolio. No per-grant surcharges, no reporting surprises.
What's included each month
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Cost coding across all active awards, categorised to grant conditions
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Monthly reconciliation and spend-to-date summary per award
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Proactive flagging of budget thresholds, coding anomalies, or items needing review
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Records maintained in funder-ready format throughout the year
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Support for adding new awards or closing completed grants
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Email access to your Grantbury contact for any queries between monthly summaries
Why this works
A process built on how grant finance actually moves.
The reason grant bookkeeping tends to drift in research institutions is that standard accounting processes weren't designed with awards in mind. A general ledger treats all income as income and all costs as costs. Grant finance requires something more granular — costs separated by award, tracked against specific budget lines, and held to the funder's eligibility rules.
Our process was built for exactly that. We don't adapt a general method — we use a structure designed specifically for multi-award research portfolios. That means less correction work over time, cleaner records, and considerably less stress at report time.
What to expect in the first month
We review your current records, map your active awards, and set up the tracking structure. By the end of month one, everything has a home.
Ongoing
Each month, costs are processed, records are updated, and a summary is prepared. No months are skipped, no items are deferred.
At report time
Because the work has been done continuously, producing financial data for a funder report is a pull — not a reconstruction. That's the practical difference good bookkeeping makes.
Our commitment
We stand behind the care we bring to your records.
We know that taking on a new financial service provider involves a degree of trust. You're handing over responsibility for records that matter — to your team, to your institution, and to your funders. We don't take that lightly.
If at any point the records we're maintaining aren't meeting your expectations, we want to know. We'll work through the issue with you directly, and we'll put it right. Our goal is for you to feel confident in the numbers, not just comfortable enough.
We're also happy to begin with a conversation before you make any commitment. There's no obligation attached to getting in touch — just an opportunity to understand whether this would be a good fit.
Accuracy commitment
If a coding error is found that we made, we correct it without additional charge and explain how it happened.
No long commitments upfront
We start on a month-to-month basis. Staying is a choice made because the service works — not because of a contractual obligation.
Free initial conversation
Get in touch with questions about your grants and whether this service would suit your situation. No pitch, no pressure.
Getting started
Three straightforward steps from here.
01
Get in touch
Send us a message through the contact form or email [email protected]. Tell us a little about your grants and what you're currently managing.
02
A short conversation
We'll have a brief call or exchange to understand your current situation — how many awards, what records exist, and what kind of support would be most useful.
03
We begin
Onboarding is handled by us. Within the first week, we have the tracking structure in place and everything ready for the first month's reconciliation.
Questions before getting in touch? Email us directly at [email protected] — we're glad to answer.
Grant Bookkeeping & Spend Tracking
Let your awards be tracked with the care they deserve.
If you're managing several grants and the bookkeeping side of things could be in better shape, we'd be glad to help. The conversation costs nothing.
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Explore what else Grantbury offers
$560 USD
Eligible Cost & Compliance Review
A supportive review of cost eligibility against grant conditions, with plain guidance on anything that needs tidying before it becomes a funder issue.
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