Grant Report Desk Start with one awardStart

Monthly federal grant reporting · nonprofits

Grant drawdowns and reports, drafted for you.

For nonprofits with federal grants. Monthly, we turn your ledger into a payment request (drawdown) with its written reason. Quarterly, we draft the spending report (SF-425) and progress report.

  1. You connectLedger export, timesheets and program numbers
  2. We doMap · check · justify · draft
  3. You getDrawdown package and quarterly report drafts
Start with one awardWhat is this? ↓
  • $450 a month for one federal award
  • ~15 min of your time a month
  • Monthly cancel any month
ExampleCedar Valley Family Services · HHS award · month 9 of 12

Approved budget

  • PersonnelSalaries, 4 staff
    In budget
  • Fringe benefitsPayroll taxes and benefits
    In budget
  • TravelHome visits, mileage
    Over budget
  • SuppliesProgram materials
    In budget
  • ContractualEvaluation partner
    In budget
  • OtherRent share, phones
    In budget

Travel is $1,400 over budget · budget-change note drafted for your officer

What is this?

You get federal grant money by asking for it (a drawdown). HHS wants a written reason each time; spending reports follow quarterly or yearly.

You spendStaff, supplies and services on the grant
You requestDrawdown plus a written reason, every month
You reportSF-425 spending report and progress report

The rule

Quarterly or semiannual spending reports (SF-425) are due within 30 days after the period; yearly ones within 90 days.

2 CFR 200.328(c)

If it goes wrong

Justice Department grants: JustGrants "will lock out a grantee" with a late spending report, through its link to ASAP payments.

DOJ JustGrants: FFR (SF-425)
1

You connect

One-time setup, then the same small things on a rhythm.

Once

Notice of Award and budget

Your Notice of Award, approved budget (SF-424A) and award terms. We map every budget line and due date once.

10 min

Every month

Monthly ledger export

Grant-coded expense report from QuickBooks, Sage Intacct, Blackbaud Financial Edge or Excel. A spreadsheet or PDF export is fine.

5 min

Every month

Payroll allocation or timesheets

Share of time on the grant by position or employee ID, e.g. ‘Case manager, 0.5 FTE’. No names, SSNs or bank details.

5 min

Every month

Program metrics

Counts only, such as families served and sessions held. No client case files. We roll them into the progress report.

5 min

We never ask for your PMS, JustGrants or ASAP login. Your officer submits and certifies every request and report.

Your data

What we see, what we never see, and how it is protected.

We see

  • Award, budget and terms
  • Grant-coded ledger export
  • Time share by position or employee ID
  • Program counts

We never see

  • Employee names, SSNs or bank details
  • Client case files (health, student, family)
  • Admin access to your accounting system
  • Your PMS, JustGrants or ASAP login

How it’s protected

  • Exports only, in your own folder
  • NDA + data agreement with 2 CFR 200.303 safeguards
  • Working copies deleted after each report
  • AI on Claude Team: no training on your data

How your data reaches us

  • ⚡Direct connection (API)QuickBooks Online Accounting API (General Ledger, Profit and Loss by Class reports)
  • ✉Export, sent by emailGeneral ledger detail or budget-vs-actual report, exported by the client
  • 📷Phone photo or scanSigned timesheets, time-and-effort certifications, receipts

On paper? Excel-only books are fine: send the export and we map it once at onboarding.

2

We do

AI does the work; a person checks; you sign.

  1. 1

    Map

    AI

    Read your award and map each ledger account to an approved budget line.

    Award: $400,000 · 12 months6100 Salaries → Personnel7200 Mileage → Travel
  2. 2

    Check

    AI

    Compare spending with the approved budget and the award's start and end dates.

    Personnel 70% used, month 9Travel $1,400 over budgetAll costs inside award dates
  3. 3

    Justify

    AIPerson checks

    Write the drawdown justification in the agency's format, within PMS's 1,000-character limit.

    $38,420 for 1–30 SeptemberCosts by budget line742 of 1,000 characters
  4. 4

    Report

    AIPerson checks

    Draft the quarterly SF-425 and progress report from the same numbers.

    SF-425 · quarter ended 30 SepProgress report · 3 pagesDue 30 October
  5. 5

    Submit

    You sign

    Your officer reviews, then submits and certifies in PMS, JustGrants, ASAP or another system.

    You click submitWe file your copiesNext month starts
3

You get

  • Monthly drawdown packageAmount by budget line, backup workbook and justification text, ready to paste.
  • Quarterly SF-425 draftFederal spending report filled from your ledger, with a reconciliation sheet.
  • Progress report draftNarrative and numbers from your metrics, in your agency's format.
  • Due-date calendarEvery report and drawdown date from your award terms, with reminders.
Example: drawdown package · 1–30 September 2026For review
Budget lineThis requestBudget left
Personnel$18,700$71,700
Fringe benefits$5,600$21,500
Contractual$9,000$14,000
Other$5,120$8,800
Total$38,420$120,500

Rhythm and price

  1. Days 1–3You send the ledger export and timesheets
  2. Days 4–6We map, check and draft the package
  3. Day 7Your officer submits and certifies the drawdown
  4. Each quarterSF-425 and progress drafts by day 20

$450

a month, one federal award

  • +$200 a month for each extra federal award
  • Year-end audit schedule (SEFA) pack: $750 once a year
  • Monthly plan · cancel any month

GERC Consulting charges from $1,250 a month for one award, and from $2,500 for a federal award with monthly drawdowns. GERC Consulting, grant management prices

Start with one award

Send your Notice of Award and last month's ledger export. We send back a sample drawdown package for that month to review.

  1. 1Notice of Award
  2. 2Approved budget
  3. 3Last month's ledger export