#grantgetting

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!

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.

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 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.”