$380 USD / month
Grant Bookkeeping & Spend Tracking
Award-level spend tracking for research teams managing multiple grants — so records are always ready and reporting is never a scramble.
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Service 02 — Funder Reporting Preparation
Reports your funders receive with confidence — and so do you.
Preparing financial reports for funders is one of those tasks that consumes far more time than it should. Grantbury handles it — clearly, on schedule, every cycle.
What this delivers
Financial reports that go out accurately and on time, every cycle.
Prepared in the funder's format
Each funder has its own template, definitions, and submission requirements. We work within whatever structure your funder expects — not a generic version of it.
Submitted on schedule
We track report deadlines across your portfolio and build preparation into a timeline that avoids last-minute pressure. Submissions go out when they should.
Numbers that match your records
Reports drawn from clean, reconciled records — so the figures presented to funders are the same ones your team holds. No inconsistencies to explain later.
A task that carries more weight than it should
Funder reporting absorbs time that research teams don't have to spare.
Funders need financial reports to know that their awards are being managed responsibly. That's entirely reasonable. What's less reasonable is the amount of work it creates for research teams who already have full plates — particularly when the same cycle repeats every six or twelve months.
Pulling together the right figures, making sure they match what's in the ledger, presenting them in the format the funder expects, and getting everything submitted on time — each step takes care and attention. When records haven't been kept tidy throughout the year, that care and attention has to go into reconstruction rather than reporting.
It's one of those recurring obligations that never quite feels manageable — until someone else is handling it properly.
Different requirements for each funder
One funder wants costs by category. Another needs them mapped to workpackages. A third has a proprietary portal with its own fields. The variation makes every report a bespoke task.
Deadline pressure at busy periods
Report deadlines tend to fall in periods that are already demanding. The combination of fixed submission dates and competing priorities creates a crunch that's hard to absorb gracefully.
The relationship stakes
Late or incomplete reports create friction with funders that can affect future applications and ongoing project relationships. The consequences of getting it wrong tend to outlast the report itself.
How Grantbury handles this
Reporting handled as a planned, recurring task — not a scramble.
We begin by mapping your upcoming report deadlines and understanding what each funder requires. Some funders have detailed templates; others accept a standard financial statement presented in their preferred order. We familiarise ourselves with each one before the reporting period begins.
When a reporting window opens, we draw from the records we've been maintaining — or from your existing records if you've come to us specifically for this service — and prepare the financial sections of the report. We check figures against source data, format them to the funder's requirements, and bring any questions to you before submission rather than after.
You review what we've prepared, confirm it's accurate, and it goes out on time. That's how it's meant to work.
01
Deadline mapping
We chart all upcoming report dates across your active awards and work back from each deadline to build a preparation schedule.
02
Funder format review
We review each funder's reporting template, portal, and submission notes before the reporting window opens — not the night before.
03
Report preparation
Financial sections are drafted from reconciled records, checked for accuracy, and formatted according to funder requirements.
04
Your review, then submission
You see the report before it goes anywhere. Once you're satisfied, we handle submission — or support you through your institution's own submission process.
What working together looks like
A recurring task that becomes something your team no longer dreads.
For research teams that have worked with us across multiple reporting cycles, the main change they describe is that reports stop being something they're anxious about. The deadline arrives, the report is ready, and the relationship with the funder stays intact.
Between reporting periods
We keep track of what's coming up. You don't need to remind us. If a deadline is approaching or we need something from your team in advance, we raise it with enough time to sort it calmly.
During preparation
We work through the figures, check them against records, and resolve any questions before they become your problem. If something needs a judgment call from your side, we flag it clearly with context.
At the review stage
You receive a draft with a short summary of what's been included and anything worth noting. Review is typically straightforward because nothing should surprise you — the numbers come from records you've already seen.
After submission
We retain a clean record of what was submitted, so if a funder comes back with questions weeks later, we can respond quickly and accurately without working from memory.
Investment
Per-cycle pricing, so you only pay when reporting is due.
Funder Reporting Preparation
$320 USD / report cycle
Priced per reporting cycle — one fee covers the full preparation and review process for that report, regardless of how much work goes into it.
What's included per report cycle
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Full review of funder reporting requirements and template for this cycle
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Preparation of financial sections from reconciled records
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Cross-check of figures against source records for accuracy
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Draft report with summary notes for your review
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Revisions following your review, as needed
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Retained record of submission for future reference
For clients managing several awards with reporting due in the same period, we're happy to discuss how pricing works across multiple concurrent reports.
Why this works
Reporting done right comes down to preparation, not speed.
Most reporting problems aren't caused by the reporting itself. They're caused by records that weren't maintained properly throughout the year, and a deadline that leaves no time to reconstruct them. The report becomes a symptom of what wasn't done earlier.
When records are kept well — either by Grantbury through our bookkeeping service, or by your own team — producing a financial report is a much more manageable task. The figures are there. They've been checked. They match. Formatting them for a funder is the straightforward part.
That's what we aim to make each reporting cycle feel like: straightforward. Not because we've cut corners, but because the groundwork was done properly.
Timeline for a typical report cycle
We begin preparation two to three weeks before the deadline. Drafts are shared for review with at least one week to spare — giving your team time to respond without pressure.
Working from your existing records
If you're coming to us specifically for reporting preparation rather than bookkeeping, we'll review what records are available and let you know what we need before we begin. We work with what exists, and flag any gaps that need addressing.
What we handle, what you retain
We prepare and check. You review and approve. The final submission is always something your team has seen and signed off — not something sent on your behalf without your knowledge.
Our commitment
Reports you can send with confidence, not just relief.
Submitting a funder report should feel like a completed task, not a rolled dice. The figures should be right, the format should be correct, and your team should have reviewed everything before it goes out. That's what we aim to deliver — and what we stand behind.
If a report we prepare contains an error on our side — a figure that doesn't match the source records, a section that wasn't prepared to the funder's format — we'll correct it and work with you on any follow-up required. We don't step back from problems we've had a hand in creating.
If you'd like to discuss a specific upcoming report before committing, we're genuinely glad to have that conversation first. No obligation attached.
Accuracy backed by process
Every figure in a report is traced back to a source record before it goes out. If something doesn't reconcile, it doesn't leave our desk.
No surprise per-cycle add-ons
The per-cycle fee covers the full preparation process. We don't charge extra because a particular funder's format takes longer than usual.
Talk before you commit
Get in touch before a report deadline and we'll tell you honestly whether we can help and what that would involve. No pressure either way.
Getting started
It's a straightforward process to begin.
01
Tell us about your reports
Get in touch through the contact form or email [email protected]. Let us know which awards are due for reporting and when, and what funder or format is involved.
02
We review what's needed
We'll look at the funder's requirements and the records available, then confirm what we'll need from your team and how the preparation timeline will work.
03
We prepare, you review
We handle the preparation. You receive a draft to review at a comfortable pace — not with a deadline the following morning. Once approved, submission happens on time.
Getting in touch well before a report deadline gives us the most room to work carefully. Email [email protected] whenever you're ready.
Funder Reporting Preparation
Your next funder report, handled with care.
If a reporting cycle is coming up and you'd rather have it handled properly than scrambled through, 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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