Core Workflow
Use Core Workflow as a one-page map of the main GrantKeeper areas.
One-page map
How the main areas connect
Define the grants and organization setup first, move bank-backed spending through review, then export from the saved tables.
Define each grant once: dates, funding, people, and the paperwork the AI reads for its rules.
Set up member access, purchasers and email addresses. Manage timesheets when needed.
Create the grant-period category tables that reviewed entries will be saved into.
Import Monzo CSV or Revolut ZIP bank exports into a temporary review batch.
Set the grant before generating descriptions. Check categories, VAT, receipts and refunds before saving.
Save approved rows into the target tables and use Re-upload for later receipt updates.
Download funder-ready reports, receipt evidence, reconciliation outputs, and timesheets.
Documents support the review flow
Imported receipts, manual uploads, emailed evidence, and generated conversion files all feed into batch and table review.
Missing receipts loop back into tables
Chase the purchaser, re-export the same bank date range, then use Table Re-upload to attach newly available receipts without duplicating entries.
Statements
Statements is the main entry point for bank-backed spending. It imports Monzo CSV and Revolut ZIP exports into batches after you have created the target Tables for the period.
Batches
Batches are temporary review areas. A batch contains imported bank rows and linked receipt/conversion evidence before they become final Table entries.
Tables
Tables are the main grant/project expense records. In the preferred workflow, you create the needed category Tables first, save reviewed batches into those existing Tables, then use Table Re-upload to collect newly attached receipts from later bank exports.
Documents
Documents stores uploaded receipts, invoices, email attachments, generated conversion evidence, and imported receipt files. It also includes triage folders for duplicates, blank documents, and possibly prohibited items.
Grants
Grants is where you create and manage the grants your organisation works with: their dates, funder, award total, the people on them, the supporting documents the AI reads for context, and the schedule that assigns grants to team members. Active grants are shown first; grants that have ended or been archived are tucked into a collapsible section below.
Create the grants you will use during expense review. Entries choose from those grants, and the context and confirmed rules guide generated and reviewed descriptions.
A grant stays selectable from before its start date until a week after its end date (shown as Overtime), so late invoices can still be filed against it. Once past that, it moves to the archived section and no longer appears in the grant dropdown on entries.
Open a grant to see its spending and every entry linked to it, whichever Table the entry is in.
See Grants for the full workflow.
Settings
Settings stores organization knowledge: organisation details and members, purchasers, emails, timesheets, and timesheet exports. This data improves automation across the app. Grants and the grant schedule now live on the Grants page.
Master Table
The Master Table combines entries from all Tables. Use it for cross-table review, duplicate scanning, insights, reconciliation, and filtered exports.