Benjamin Dean

How to Manage Grant Funds Effectively in a Nonprofit

Managing grant funds effectively is crucial for nonprofits, ensuring that they remain compliant with funders' requirements while maximizing their impact. Here are three key strategies to help you manage your nonprofit’s grant funds successfully.

1. Develop a Robust Financial Tracking System

A robust financial tracking system is the backbone of effective grant fund management. Make sure that every penny of your grant is tracked accurately, from the moment it’s received to how it’s spent. Tools like QuickBooks for Nonprofits or other fund accounting software can help streamline the process, making it easier to report to your funders and prevent any discrepancies.

2. Allocate Funds According to Your Budget

Your grant budget serves as a roadmap for how you intend to spend your funds. Sticking to this budget is critical to ensuring you don’t overspend or leave funds unspent. Regular check-ins with your financial team will help keep everything on track.

3. Report Financial Outcomes to Grantors

Lastly, transparent and accurate reporting is a must when managing grant funds. Your funders need to see that the grant was used as intended and that your project is making progress toward its goals. Regular financial reports also build trust and increase your chances of securing repeat funding.

Managing grant funds effectively is essential for nonprofit success. By developing strong tracking systems, sticking to your budget, and reporting transparently to funders, you’ll set your organization up for future success. Download my free guide for additional tips on managing grant funds!

How to Estimate the Age of Your Population Served in a Grant Application

Accurately estimating the age of your population served is crucial for any grant application. Funders often want to know the age distribution of the people benefiting from your program to ensure it aligns with their funding priorities. In this post, I’ll cover three strategies to help you provide an accurate estimate of your population’s age.

1. Use Historical Data from Past Projects 

If you’ve run similar programs in the past, analyzing your previous data is one of the most reliable ways to estimate the age range of your population. This information helps funders understand your program’s historical reach and gives you a foundation for estimating your current project.

2. Conduct Surveys for Direct Data 

If you don’t have access to historical data, conducting surveys is an excellent way to gather demographic information directly from your target population. This approach ensures that your estimates are based on real data from potential participants.

3. Leverage Community Demographic Data 

When working with a new or unfamiliar population, you can use existing community demographic data to estimate the age range of your participants. This is especially useful when you don’t have direct access to your target audience.

Be sure to download my free guide for seven additional tips on reporting demographic data in your grant applications. Use the form below to get your copy!

How to Best Estimate Unduplicated People Served in Grant Applications

When applying for grants, funders will often ask you to estimate the unduplicated number of people served by your program. But how do you make sure your estimate is accurate and realistic? In this post, I’ll share three key strategies to help you provide a strong estimate of the unique individuals your program will impact.

1. Analyze Past Data 

The first step in estimating unduplicated people served is to look at your past data. If you’ve run similar programs before, you likely have historical records that can help guide your estimates. This is often the best source of information, as it reflects real numbers from your own work.

2. Consider Your Program Scope and Capacity 

Next, think about the scope and capacity of your program. How many unique people can you realistically serve based on your program’s structure? Understanding these limits will help you avoid overestimating and ensure that your estimate aligns with your program’s capacity.

3. Collaborate with Partners and Stakeholders 

If your program involves working with partners, collaborate with them to get a more accurate estimate. Your partners may have valuable data or experience that can inform your unduplicated count.

For more detailed tips, download my free guide with seven additional strategies for estimating unduplicated people served in your grant applications. Use the form at the bottom of this post to get your copy!

Duplicated vs. Unduplicated People Served in Grant Applications

When you’re filling out a grant application, you’ll often be asked to report how many people your program serves. But what’s the difference between duplicated and unduplicated people served? Knowing how to report these numbers accurately can help funders understand your program’s impact.

1. What Are Duplicated People Served? 

Duplicated people served refers to the total number of times individuals access your services. If one person engages with your program multiple times, they are counted each time. This helps show the level of engagement and the frequency of service use.

2. What Are Unduplicated People Served? 

Unduplicated people served counts each individual only once, no matter how often they engage with your program. This number reflects your program’s reach, or how many unique people you’re impacting.

3. When to Use Each Number in Your Grant Application 

Understanding when to report duplicated or unduplicated counts depends on what you want to demonstrate. Duplicated counts show how often your program is used, while unduplicated counts reflect how many unique individuals are served.

Be sure to download my free guide on reporting duplicated and unduplicated people served in grant applications. Use the form at the bottom of the post to get your copy!

How to Write a Perfect Project Budget Narrative for a Grant Application

One of the most critical parts of any grant application is the project budget narrative. This is where you explain how you plan to use the funds and why each expense is necessary. In this post, I’ll show you how to create a budget narrative that funders will appreciate and understand. I’ll cover three key tips that will help you write the perfect project budget narrative.

 1. Be Clear and Concise 

Your budget narrative should be easy to read and understand. Break your budget into categories like personnel, supplies, and travel, and explain how each item will contribute to the success of your project. Avoid jargon and keep your explanations simple.

 2. Justify Every Expense 

Funders want to know that their money will be used wisely. For every item in your budget, provide a reason why it’s necessary. Explain how each expense will support your project’s goals and activities.

3. Align the Budget with Your Project Goals 

Your budget should reflect the activities outlined in your project proposal. Make sure every expense aligns with a specific goal or activity in your plan. This demonstrates that you have a clear and well-thought-out strategy.

Be sure to download my free guide with seven more tips for writing a perfect budget narrative. Use the form at the bottom of this post to receive your copy!

How to Include Administrative Expenses in Your Grant Budget

When you’re writing a grant application, it’s important to know how much administrative expenses you should include in your budget. Administrative expenses, or indirect costs, cover things like salaries, rent, and utilities, but funders can be very particular about how much they want you to allocate to these costs. In this post, I’ll cover three key strategies to help you make sure your budget is balanced and funder-friendly.

1. Research the Funder’s Guidelines

Funders often set clear limits on how much of their money can go toward administrative expenses. Some might allow up to 15%, while others cap it at 10% or less. Always make sure you understand their rules before you submit your application.

2. Calculate Indirect Costs Accurately

 Administrative expenses, or overhead, are typically a percentage of your organization’s overall operating costs. Use a percentage-based approach, taking into account how much of the organization’s resources will be used for the project. You’ll want to make sure the calculation is accurate and realistic.

3. Be Transparent

Funders appreciate when applicants are upfront about how their money will be spent. Clearly breaking down your administrative costs and justifying their necessity will go a long way in gaining their trust.

For more tips on writing successful grant applications, download my free guide using the form below.

How to Budget Other Expenses in a Grant Application

The “Other Expenses” section of a grant budget is one of those areas that’s easy to overlook—but it’s also one of the most important for showing funders you’ve thought through everything it takes to run your project. Over the years, I’ve seen this category make or break applications because it’s often where the smaller, practical details live. In this post, I’ll walk you through the same three points I cover in my latest video so you can confidently handle this part of your grant budget.

1. Understand What Belongs in “Other Expenses”

This section is designed for costs that don’t quite fit anywhere else. Think of it as your “catch-all” for essential but non-standard expenses. Common examples include insurance premiums, licensing or permitting fees, equipment maintenance, printing and copying, and even project-specific outreach materials. These aren’t optional extras—they’re the behind-the-scenes costs that keep your project running smoothly. The key is to itemize them clearly so funders can see exactly what each cost represents.

2. Estimate Costs with Real Data

Accuracy and documentation matter here just as much as in the major budget categories. I like to gather actual quotes, use standard rates, or reference recent invoices to keep estimates realistic. For example, if you include printing or software licensing costs, pull a recent vendor quote or online rate sheet. When you can show that your “other expenses” are grounded in real numbers, it reassures reviewers that your budget is thoughtful—not padded.

3. Explain Why Each Expense Matters

Every line item in this category should have a purpose that ties directly back to your project’s objectives. Funders need to understand why each cost is necessary. A short justification can go a long way—for example: “Insurance coverage ensures project assets are protected during implementation.” Simple, clear explanations like that make your budget narrative stronger and more transparent.

If you remember these three things—define what belongs, base your costs on real data, and justify each expense—you’ll turn the “Other Expenses” section from a filler line into a proof of your project’s readiness.

And if you want to take it further, download my free guide, “10 Essential Tips for Budgeting Other Expenses in a Grant Application.” In it, I expand on these three strategies and share seven more ways to make your budget more accurate, transparent, and funder-ready.

How to Budget Travel Expenses in a Grant Application

Travel is one of those budget lines that seems simple—until you start filling it out. Funders expect travel costs to be reasonable, well-documented, and clearly connected to your project. In this post, I’ll walk you through the same three points I cover in my latest video so you can budget travel expenses confidently and avoid the common mistakes I see applicants make all the time.

1. Know What Counts as a Travel Expense

Before you start listing costs, make sure you’re clear on what actually qualifies as a travel expense. In most grant budgets, this includes airfare, mileage reimbursement, hotels, meals, and local transportation—like taxis, rental cars, or public transit. If your project involves attending conferences, delivering services off-site, or meeting with partners, all of those trips should be itemized here. The more specific you are, the easier it is for a funder to understand what’s included and why it matters.

2. Estimate Costs with Real-World Numbers

This is where accuracy really counts. Don’t guess or round up. Funders want to see realistic, research-based numbers. I like to pull current flight prices or hotel rates for the specific cities and dates I expect to travel, and I always use standard reimbursement rates for mileage and per diem. Even if your trip is months away, showing that your estimates are grounded in real-world data builds trust and shows that you take budgeting seriously.

3. Explain Why the Travel Is Necessary

Every travel line should connect directly to your project’s goals. If you’re attending a training, describe how it supports project implementation. If staff are traveling for outreach, explain the impact of those visits. Funders aren’t just looking for receipts—they’re looking for purpose. I always include a short justification, like “Travel supports on-site program delivery across rural service areas.” That one line can make the difference between a budget that looks padded and one that looks intentional.

If you remember these three things—know what qualifies, base costs on real numbers, and clearly justify the purpose—your travel section will stand out for all the right reasons.

And if you’d like to go deeper, don’t forget to download my free guide, “10 Essential Tips for Budgeting Travel Expenses in a Grant Application.” In it, I expand on these three strategies and share seven more practical tips to help you build a transparent, funder-ready travel budget.

How to Budget Fees Expenses in a Grant Application

When I first started writing grants, the “fees” section always tripped me up. It seemed simple enough—but it’s actually one of the easiest places to lose credibility with a funder. Over the years, I’ve learned that how you handle fee expenses says a lot about how well you manage a project. In this post, I’ll walk you through the same three points I cover in my latest video so you can budget your fees confidently and clearly.

1. Know What Counts as a Fee

Let’s start with the basics—what actually qualifies as a fee? In a grant budget, fees usually cover professional or administrative services that support your project but aren’t performed by your core staff. That could include consulting, accounting, legal, licensing, or even permitting costs. These are legitimate project expenses—but they have to be specific. I always recommend taking a few minutes at the start of your budgeting process to list out every type of service your project will rely on. It’s the simplest way to make sure your budget tells the full story of what it takes to get the job done.

2. Back It Up with Real Estimates

This is where most applicants fall short. Don’t guess. Funders can tell when numbers are vague or inflated. Whenever possible, I reach out for quick quotes or check standard hourly rates in my region. Even a couple of emails or online rate comparisons can make a huge difference. When your fee estimates are grounded in real data, reviewers notice—it shows you’ve done your homework and that your budget can actually stand up to scrutiny.

3. Tie Every Fee to a Purpose

Finally, every fee needs context. It’s not enough to just list “consulting – $2,000.” Funders want to know why that fee matters. I like to include a brief justification that connects each expense to the project’s outcomes—something like, “Consultant will facilitate evaluation design to track project impact.” A one-line explanation like that instantly adds transparency and strengthens your credibility as a responsible applicant.

If you remember these three things—identify your fees, base them on real numbers, and tie each one to your project’s goals—your budget will read as thoughtful, credible, and funder-ready.

And if you want to go further, don’t forget to download my free guide, “10 Essential Tips for Budgeting Fee Expenses in a Grant Application.” In it, I build on these three strategies and share seven more ways to make your fee section both accurate and persuasive.

How to Budget Equipment Expenses in a Grant Application

Equipment expenses are a significant part of many grant budgets, and getting them right can make or break your application. In this document, I’ll expand on the three main strategies discussed in the video and give you seven additional tips to help you budget equipment expenses accurately and persuasively.

Understanding What Qualifies as Equipment in a Grant Budget

Equipment typically refers to items with a long lifespan that are essential to the success of your project. Unlike supplies, which are consumed during the project, equipment is durable and will be used over the long term. This can include technology, machinery, or specialized tools that will directly impact the project’s outcomes.

Estimating Equipment Costs Accurately

When budgeting for equipment, it’s crucial to gather accurate price quotes and factor in any additional costs, such as shipping, installation, or maintenance. Be transparent about how you arrived at your figures and provide funders with a detailed breakdown of each cost.

Justifying Equipment Expenses

Every piece of equipment in your budget should be tied directly to the project’s goals. Funders need to see that the equipment is necessary for achieving your project outcomes. Clearly explain how each item will contribute to the project’s success and align with the funder’s priorities.

Download the Free Guide on Budgeting Equipment Expenses For more tips on how to budget equipment expenses for your grant application, sign up below to receive my free guide, “10 Essential Tips for Budgeting Equipment Expenses in a Grant Application.”

Learn what to include in the supplies expenses of your grant budget and how to justify them for funders. Full guide and tips inside!

How to Budget Supplies Expenses in a Grant Application

Understanding What Qualifies as Supplies in a Grant Budget

Supplies are typically items that are consumed during the course of a project and have a short lifespan. These can include office materials, project-specific tools, or consumables used in daily operations. Defining your supplies clearly in your grant budget is the first step to ensuring funders understand your needs.

1. Estimating Supply Costs Accurately

Accurate cost estimates are essential for creating a strong budget. Research the actual prices of the supplies you’ll need and gather documentation like price quotes. This shows funders you’ve put careful thought into your budget.

2. Aligning Supplies with Project Goals

Every supply item you include should directly contribute to your project’s success. Funders need to see that you’re only requesting what’s necessary to achieve your objectives. Be prepared to justify each item by connecting it to a specific project goal.

Download the Free Guide on Budgeting Supplies Expenses For more tips on how to budget supplies expenses in your grant application, sign up below to receive my free guide, “10 Essential Tips for Budgeting Supplies Expenses in a Grant Application.”

Learn what to include in the labor expenses of your grant budget, including salaries, benefits, and contractor fees. Full guide inside!

How to Budget Labor Expenses in a Grant Application

Why Labor Expenses Matter in a Grant Budget

Including labor expenses in your grant budget isn’t just about getting the numbers right—it’s about showing the funder that you’ve thought through how the project will be executed and that your team has the support they need to succeed.

1. Direct Salaries and Wages

When calculating labor expenses, start with direct salaries and wages for the staff who will be working on the project. This is where you account for the time your employees spend on project-related tasks. For example, if your project manager is dedicating 40% of their time to the project, your budget should reflect 40% of their salary.

2. Benefits and Payroll Taxes

Beyond salaries, your budget must account for benefits like health insurance, retirement contributions, and payroll taxes. Funders expect you to present the full cost of employing your team, not just the wages. This ensures you have enough resources to support your staff for the duration of the project.

3. Contractor or Consultant Fees

In some cases, your project may require expertise from outside your team. This is where contractor or consultant fees come into play. Clearly outline why external help is needed and how much it will cost. Funders appreciate transparency and want to know that these additional expenses are justified.

Download the Free Guide on Budgeting Labor Expenses For more tips on how to budget labor expenses for your grant application, sign up below to receive my free guide, “10 Essential Tips for Budgeting Labor Expenses in a Grant Application.”

Learn three key strategies for determining project need in a grant application and securing nonprofit funding.

Three steps to determine project need in a grant application: needs assessment, data analysis, and aligning with funder goals.

How to Determine Project Need in a Grant Application

When writing a grant application, clearly defining the need for your project is crucial. Funders want to support projects that address real, pressing issues and create meaningful impact. Here are three key strategies for determining and describing your project’s need.

1. Conduct a Community Needs Assessment

To start, gather data through a community needs assessment. This process helps you identify gaps in services or resources that your project can fill. Present your findings in your grant application to show funders the specific need your project addresses.

2. Use Quantitative and Qualitative Data

Back up your claims with both hard data and personal stories. Use statistics to highlight the scope of the problem, and humanize the issue with stories or testimonials from those affected.

3. Align with the Grantmaker’s Goals

Finally, ensure that the project need aligns with the goals and mission of the funder. Show how your project fits within the priorities they’ve outlined, making your case stronger.

Be sure to download my free guide with seven additional tips for determining project need in your grant application. Just sign up below to get your copy!

Learn how to describe your project in a grant application so it stands out without duplicating existing programs.

Three ways to avoid duplicating existing programs in a grant application: needs assessment, unique approach, and collaboration.

How to Describe Your Project Without Duplicating Existing Programs in a Grant Application

When writing a grant application, it’s crucial to show that your project isn’t simply replicating what other organizations are already doing. Funders want to invest in projects that fill gaps, provide new solutions, and add value. Here are three best practices for ensuring that your project stands out as unique.

Conduct a Community Needs Assessment

Start by showing that your project addresses a specific need. Conduct a community needs assessment and use that data to demonstrate a gap in services that your project fills. Be sure to highlight your research and statistics that support this gap.

Highlight Your Unique Approach

Explain how your project is different. Whether it's through innovative techniques, a unique demographic focus, or specialized services, clearly describe what sets your project apart from others.

Collaborate with Existing Programs

Show that you’re working with other organizations, not against them. Funders love to see collaboration. Describe how your project complements other efforts and adds to the overall solution without duplicating existing services.

Be sure to grab my free guide with seven additional tips for describing your project’s uniqueness in a grant application. Just sign up below to get your copy!

Learn the top 3 best practices for acknowledging a grantor and maintaining strong relationships after receiving a grant.

Best Practices for Acknowledging a Grantor

Acknowledging a grantor after receiving funding is not only courteous but crucial for maintaining a strong, lasting relationship. Today, I’m going to share the top three best practices for acknowledging your funders and setting the stage for future success.

1. Send a Prompt and Personalized Thank-You Letter

A prompt thank-you letter goes a long way in expressing gratitude. Make sure it’s personalized, reflecting the specific ways their funding will support your project. This shows thoughtfulness and starts your relationship off on the right foot.

2. Publicly Acknowledge Their Contribution

Don’t forget to publicly thank the grantor through your website, social media, or newsletters. Public recognition not only shows appreciation but also promotes your partnership. Always check the grantor’s preferences before making a public announcement.

3. Provide Regular Updates and Impact Stories

Maintaining communication with your grantor through regular updates and impact stories shows you’re using their funds responsibly. This not only fulfills reporting requirements but also keeps the relationship active, which is key for potential future funding.

Be sure to grab my free download with seven additional ways to acknowledge a grantor and build strong relationships. Just sign up here to get your copy!

Discover three key ways partnerships can enhance your grant application and improve your chances of securing funding.

The Benefits of Partnerships in Grant Applications

When writing a grant application, forming partnerships can give you a significant advantage. Today, I’m sharing three specific benefits that partnerships bring to the table and how they can help you secure more funding for your projects.

1. Scale Your Project Through Partnerships

Funders love to see projects that can grow and reach more people. By partnering with other organizations, you can expand the scope and impact of your project, making it more attractive to grantmakers.

2. Fill Gaps in Expertise or Resources

Partnerships allow you to access expertise, technology, or resources that your organization may lack. Funders appreciate well-rounded proposals that demonstrate the ability to execute all aspects of the project.

3. Show Community Support and Buy-In

Collaborations signal that your project has the trust and support of the community, making it more likely to be funded. Funders want to see that your project is already backed by other reputable organizations.

Don’t forget to download my free guide that shares seven additional ways partnerships can strengthen your grant applications. Simply sign up here to get your copy!

Learn if partnering with another organization increases your chances of getting a grant and how to approach grant partnerships effectively.

Are You More Likely to Receive a Grant by Partnering with Another Organization?

If you’re preparing to apply for a grant, you may be wondering if partnering with another organization can increase your chances of success. The short answer is: It depends. While funders often value collaboration, partnerships come with their own set of challenges.

Here are three key things to consider:

Advantages of Partnering

Partnerships can bring additional resources, skills, and credibility to a project. Funders appreciate seeing collaboration because it often leads to a broader impact and shows that the project has support from multiple organizations. If your project requires diverse expertise or has a large scope, partnering can make your proposal more compelling.

Challenges of Partnerships

However, partnerships aren’t without their challenges. Coordinating between organizations can be complex, and funders will want to know exactly how you’ll manage responsibilities and finances. Make sure you have a clear plan for dividing tasks and maintaining open communication with your partner.

Is a Partnership Right for Your Project?

Not all projects need a partner, and in some cases, it may be better to apply as an individual organization. Consider the complexity of your project, the resources required, and the expectations of the funder before deciding if a partnership is the right choice.

For more insights on building successful partnerships and applying for grants, download my free guide here with additional tips.