Commitments, payments and balances in one view. Grant management for foundations, with explicit approvals.

Before each meeting, staff and finance compare spreadsheets. Has the instalment been paid? Was the award amended? We build a shared view based on checked transactions and a clear record of changes.

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Financial reporting needs defined rules

Each grant distinguishes requested, awarded and paid amounts. Amendments record the date and responsible person. Remaining balances use agreed calculations rather than values guessed by a language model.

AI can read documents and propose information to import. Staff check the amount, date and project assignment before saving. Duplicate requests, cancellations and revised awards belong in the initial test cases.

What the workflow could look like

01
Create the grant record
Import checked information from an application or existing list. A unique project reference connects the award, correspondence, instalments and reports.
02
Review and record transactions
A payment request can appear as a proposal against the grant. Staff check the supporting information and amount. Payment follows your approval process and is never triggered solely by AI.
03
Prepare the meeting view
Filter checked records by programme, period or recipient. Show the reporting date and outstanding checks so provisional figures do not appear final.

What we establish before building

Before migration we reconcile a sample against your accounting records. We agree the authoritative source, shared identifiers and treatment of repayments. Where there is no integration, a controlled import may be sufficient.

Permissions, backups and responsibility for discrepancies are agreed for operation. Your accounting system stays authoritative for the records it already owns. Creating another competing ledger would add work.

Agree the scope and cost first

The first call is free. A focused AI audit costs EUR 500 excluding VAT and provides recommendations, concrete project ideas and guidance on safe use. We credit the full fee towards subsequent consulting or implementation. If we find no economically worthwhile AI use case, the audit fee is waived; only expenses agreed in advance remain payable.

Questions from foundation teams

Can we bring across our spreadsheets?

We inspect their structure, quality and export options. Your team checks mappings and totals before migration. Ambiguous records remain open for review.

Will AI initiate payments?

No. These functions prepare information. Approvals and payment instructions follow your established procedures.

Is custom software worthwhile for a small portfolio?

A maintained spreadsheet may be sufficient for a few straightforward grants. Reporting duties, multiple staff and repeated reconciliations also affect whether a change is worthwhile.