Start Here

If you are new to the app, read Start Here first, then run Tutorial: Process a Month of Receipts. That tutorial is the most important next page because it shows the recommended workflow end-to-end with the same order you should use in the app. Treat the rest of the docs as task pages you can jump into when you are doing that part of the workflow.

Need help? Use Report a bug to contact the GrantKeeper team at any point, even if you are unsure whether something is a bug. Describe what you are trying to do and where you are stuck. See Getting support.

The recommended workflow is:

1. Define your grants on the Grants page, including their dates, funding, people, and the award paperwork the AI reads for context.
2. Create the target Tables, usually one per grant, period, and category.
3. Import Monzo or Revolut bank statements from the Statements page.
4. Categorise the imported batch, then check descriptions, VAT, documents, categories, purchasers, grants, and conversion evidence.
5. Save the batch into the existing Tables you created, selecting the right target Table for each active category.
6. Repeat the import and save process for every bank statement in the claim period.
7. If receipts are missing, chase the purchaser, ask them to upload the receipt to the bank account, then re-export the same bank statement date range.
8. Open any related Table and use Re-upload to compare the fresh bank export, add newly available receipts, route any new transactions to the right Tables, and repeat until nothing is missing.
9. Export the finished Tables.

Set up grants and purchasers once, then reuse them for each reporting period. Entries choose from your grants, and the selected grant supplies context when generating or reviewing descriptions. Choose the grant before generating descriptions.

Manual document upload and email forwarding still work, but they are best treated as exception workflows. Use them when a receipt was paid on a personal card, when a company card receipt is missing from the bank export, or when a bank transfer is made.

What GrantKeeper Can Automate

GrantKeeper can:

• import bank transaction rows from Monzo CSV files and Revolut ZIP exports,
• download or upload receipts attached to those bank rows,
• extract receipt data with AI vision models,
• suggest purchasers, VAT status, categories, grants, and descriptions,
• generate Mastercard conversion evidence for non-GBP entries,
• find likely duplicates, blank documents, missing receipts, refunds, and reconciliation discrepancies,
• export evidence and reports.

What Users Should Still Check

Before relying on an export, check:

• receipt or invoice evidence is attached where required, and receipt amount warnings have been reviewed,
• dates are correct,
• purchaser names are correct,
• grants/categories are correct,
• descriptions are appropriate for the grant claim,
• generated or imported descriptions have been reviewed for AI-style wording, unsupported claims, and any funder-specific wording rules,
• VAT is correct,
• currency conversion evidence exists for non-GBP purchases,
• duplicates, refunds, and money-in rows have been reviewed,
• reconciliation discrepancies have been checked.

GrantKeeper is not a substitute for accounting judgement or funder-specific eligibility decisions.