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GrantKeeper user guide

Everything you need to capture receipts, build clean grant tables, and produce audit-ready exports. Start with the overview, then use the tutorial to process a realistic month end-to-end.

Start here

Get started

Start HereGrantKeeper is built for grant expense tracking. It helps finance and operations teams collect receipts, extract data, allocate spending to grants, check missing evidence, and export reports for funders or auditors.Getting supportUse Report a bug whenever you need help with GrantKeeper, including when you are stuck or unsure whether something is wrong. You do not need to diagnose the problem or finish troubleshooting before contacting the team.Core WorkflowUse Core Workflow as a one-page map of the main GrantKeeper areas.Tutorial: Process a Month of ReceiptsUse this tutorial when you are processing a new month of company-card expenses.8 steps

Set up

GrantsGrants is where you define each grant once — its dates, funding, people, and the paperwork that says what it covers — so the rest of GrantKeeper can work against real funder rules instead of a plain label.9 topicsSettingsOpen Settings to configure the organization before processing large amounts of data.6 topics

Capture statements

StatementsStatements is the preferred way to import receipts and expenses.4 topicsReview an Import BatchA batch is the review stage between bank import and final Tables.12 topicsMissing ReceiptsMissing receipts are one of the main workflow checkpoints.

Manage documents

DocumentsDocuments is the evidence library.13 topics

Build grant tables

TablesTables are final expense records.16 topicsManual EntryManual entry is still available from a Table. Use it when a transaction did not come from a company-card import or needs special handling.Master TableThe Master Table combines entries from all Tables in the organization.

Verify

ReconciliationReconciliation checks whether bank statement rows match GrantKeeper entries.VAT and Currency EvidenceVAT and currency handling are compliance-sensitive. Review them before export.

Export

ExportsExports create files for review, grant submission, audit, or internal reporting.

Reference

Search, Filters, and IDsUse global search from the sidebar to find:TroubleshootingUse these checks to investigate a problem, or contact the team whenever you need help.Known LimitationsUse these limitations as review reminders before you rely on automation or send evidence outside your organization.ReferenceUse Reference when you need a quick reminder of screen purpose, supported import formats, status names, folder meanings, categories, evidence types, or the final review checklist.