Deadlines nobody else can see
Due dates live in one person’s spreadsheet or inbox. When that person is out, reports and letters of inquiry slip by.
One missed report can cost a renewalHibox Grants Management
Nonprofit grant management software that knows your programs.
Track every grant from first idea to final report. Deadlines, budgets, and funder reports live in one place, with outcomes pulled from real program data and AI grant writing built from your own past work.
Every feature on every plan
AI grant writing built in
Free viewer accounts
Free setup help and staff training
BoardListCalendarFundersReports
$1.2MRequested
$640KAwarded
$410KWeighted forecast
Prospect4
Riverside Family Fdn$50K · fit notes
County Health$25K · qualify
Prepare3
United Way$80K · due Nov 3
Rotary Club$10K · 4 tasks
Submitted5
State Youth Fund$150K · Dec 1
Bank Foundation$30K · Nov 20
Active9
Community FdnReport in 7 days
CSBGOn track
21 grants · 3 due this week+ Add Grant
Built for grant seekers
Human and social services
Youth and family programs
Health and community clinics
Arts and culture
Community development
The Problem
Deadlines in one spreadsheet. Outcomes in another.
Revenue somewhere else.
Grant work is spread across calendars, folders, email, and program systems that do not talk. One missed report or one weak outcome number can cost you a renewal.
Outcomes retyped by hand
Attendance and results come from program staff in emails and exports, then get copied into each report and hoped to be right.
Days spent gathering numbersGrant money off to the side
Awards and payments sit in a grants tracker, apart from donations and fees, so leaders never see the full revenue picture.
No single view of every dollarSpending that drifts off budget
Nobody notices a budget line is over or money is going unspent until the grant is almost over and the funder asks why.
Unspent funds may have to go backKnowledge that walks out the door
When a grant writer leaves, their past proposals, approved answers, and funder notes often leave with them.
Every new writer starts from zeroWriting from a blank page
Each application asks for the same mission, history, and program details in a new way, and drafting takes hours you do not have.
The same answers, rewritten every timeThe Grant Lifecycle
Every grant, every stage, always with an owner.
Each grant moves through the same clear stages, and each stage has a person responsible, due dates, and a next step. A grant never sits without someone assigned to it.
1
Prospect
Funder, program, estimated amount, and fit notes
2
Qualify
Eligibility checklist and a go or no go decision
3
Prepare
Tasks, drafts, attachments, and the budget
4
Submitted
Amount requested and follow up reminders
5
Awarded
Award amount, restrictions, and schedules
6
Active
Budget vs actual, outcomes, and reports due
7
Closed
Final report, leftover funds, and lessons learned
When a grant closes, Hibox offers to start the renewal with the funder, program, and past answers already filled in.
If a grant is declined, Hibox saves the funder’s feedback and reminds you when to try again.
Before and After
Grant management software for nonprofits
that ends the scramble.
Pick a part of your grant work and see how it changes when everything lives in one connected system.
Tracking deadlines
Before
| Funder | What’s due | Date | Owner |
|---|---|---|---|
| United Way | Application | 11/3 | Ana |
| Community Fdn | Q3 report | 10/15?? | |
| State Youth Fund | Payment | 9/30 | not received? |
| Rotary Club | LOI | ?? |
Only the grant writer ever opens this file
A late report puts next year’s renewal at risk
Dates, owners, and payments are tracked by hand, and problems show up after it is too late.
→
With Hibox
This week
Rotary Club letter of inquiryOwner: youTomorrow
Community Foundation Q3 reportOwner: AnaIn 7 days
State Youth Fund paymentFinance notified9 days late
Reminders 30, 14, 7, and 1 days before every deadline
Grants with no owner go straight to the executive director
Nothing falls through the cracks. Every deadline, report, and payment has an owner, and Hibox reminds the right people before anything is late.
Writing a report
Before
MAILRe: how many youth did we serve?Oct 9
XLSattendance_export_site2.xlsxOct 10
MAILCan someone send demographics?Oct 11
DOCQ3 narrative DRAFT from last year.docxOct 12
Numbers retyped from three different systems
Nobody is sure the totals match last quarter
Every report means chasing program staff for numbers, then hoping they are right.
→
With Hibox
Community Foundation · Q3 outcomes report
Youth served312From attendance
Sessions held168From sessions
Attendance rate87%From attendance
Promised: serve 120 youth132Goal met
Narrative sections reuse your approved answers
Demographics shown as totals, never names
Reports that build themselves. Outcome numbers, attendance, demographics, and spending fill in automatically from live program data for the grant period.
Seeing all revenue
Before
XLSgrants_tracker_v9.xlsxGrants
CSVdonations_export_Q3.csvGifts
CSVprogram_fees_Q3.csvFees
A grant payment was also logged as a donation
Restricted grant money reported as unrestricted
Grant money lives apart from other revenue, so totals get double counted or mislabeled.
→
With Hibox
This fiscal year · All sources
Grant payments received$412,000Grants
Donations$186,400Fundraising
Program fees$94,200Programs
Weighted grant forecast$410,000Pipeline
Grant revenue counted once, never as a donation
Restrictions carry over to every report
One picture of every dollar. With Hibox Fundraising, grants appear next to donations and program fees in one revenue view and one board dashboard.
Nothing slips
Every deadline, report, and payment has an owner and a reminder.
Reports build themselves
Outcomes and attendance flow in from real program data.
One revenue picture
Grants next to donations and fees, counted once.
Knowledge stays
Proposals, answers, and funder notes stay with your team.
Inside Hibox Grants
Everything your grant team needs,
from first idea to final report.
Hibox Grants Management is built for nonprofits that seek and receive grants, and it lives in the same system that runs your programs and fundraising.
Grant pipeline
Board, list, and calendar views of every grant, with totals and a weighted forecast.
Application workspace
Task lists, reusable templates, a requirement checklist, and an application budget.
Award setup
Payment and reporting schedules, restrictions, and promised outcomes linked to program goals.
Community Foundation · Youth Mentoring grant
$75KAwarded
58%Spent
2 of 3Outcomes on track
Promised outcomes
Serve 120 youth110%
80% attendance87%
60 mentor matches70%
Coming up
Q3 outcomes reportDue Oct 31Draft
Payment 3 of 4Expected Nov 15Scheduled
Site visitChecklistDone
Budget and spending
Line item budgets, budget vs actual, and staff time split across several grants.
Reports and compliance
Reports that fill themselves in, compliance checklists, and every submitted report saved.
Funders and documents
Funder records with giving history, plus a library of standard documents and approved answers.
Youth Mentoring grant · Month 7 of 12
Staff (2 positions, 40%)61% used
Supplies55% used
Transportation108% used
Family events18% used
Transportation is over budget. Finance lead notified.
Family events spending is behind pace for month 7.
Spend grant money the way you promised
Log spending by line item, split staff time across grants by percentage, and get alerts when a line runs over or money is going unspent.
CF
Community FoundationProgram officer: Lena Brooks
Funding now$210KAwarded all time
5 of 6Grants won
$40KTypical grant
Who knows them
Tom Reyes · board memberKnows Lena
Jen Park · monthly donorFormer trustee
Next renewal windowOpens Feb 1
Funder relationships in one place
Track giving history, priorities, and notes from every call and site visit. See which board members, donors, or volunteers know someone at each funder.
One Connected System
What standalone grant tools simply cannot do
Hibox Grants Management reads live data from the rest of Hibox, so your grant work stays connected to the programs it funds and the revenue it brings in.
Connected to your programs
With Hibox Program Management
Every grant is linked to the programs it pays for, so the numbers funders ask for come straight from daily program work.
- Enrollment and attendance for the grant period
- Demographics funders ask for, shown as totals only
- Promised outcomes become program goals, with progress flowing back
- Volunteer hours valued as in kind match
- United Way, CSBG, and 21st CCLC report formats
Connected to your fundraising
With Hibox Fundraising
Grants and fundraising share one contact list and one view of revenue, so leaders see every dollar from every source.
- Funders and program officers on the same contact list as donors
- Grant payments next to donations and program fees
- Weighted pipeline feeds your fundraising forecast
- Donations tagged as match for grants that require it
- One board dashboard for all revenue
Using Grants Management on its own? You can type outcome numbers in by hand, and still get funder records and grant revenue reports.
The Safety Net
Hibox checks every grant, every single day.
When something needs attention, the right person hears about it by email, in their task list, or by text message.
Deadlines
Applications and inquiries, 30, 14, 7, and 1 days before.
Reports due
Reminders before the due date, then daily once late.
Missing payments
Finance is alerted when an expected payment does not arrive.
Outcomes behind pace
The grant owner and program director hear about it together.
Budget problems
Lines over budget or spending too slowly, checked weekly.
Unspent money
Warnings 90 and 30 days before a grant ends.
Expiring documents
Your IRS letter, audit, and insurance, before they lapse.
No owner
Grants with no owner or next step go to the director right away.
All active grants · Executive director view
On track
Community Foundation · Youth Mentoring
Report due Oct 31 · Owner: Ana
Attention
United Way · Family Services
Outcome 12% behind plan · Owner: Sam
Late
State Youth Fund · Afterschool
Payment 9 days late · Finance notified
Late
CSBG · Community Programs
Quarterly report 2 days late · Owner: Dev
14On track
3Attention
2Late
0No owner
Every grant’s health at a glance
Leaders see every grant marked on track, needs attention, or late. Alerts for grants with no owner and overdue reports can never be turned off.
Hibox Grants · Ana RuizMy grant tasks
4 due this weekDaily digest on
📅
Rotary letter of inquiryDue tomorrow
Open📝
Q3 outcomes reportDue in 7 days · numbers ready
Review📎
Insurance certificateExpires in 14 days
Upload🔄
Bank Foundation renewalWindow opens in 60 days
PlanView All Tasks
Your grant tasks, wherever you are
Each person gets a task list on their home screen, daily or weekly email digests, and optional text alerts using Hibox SMS credits.
AI Grant Writing
AI grant writing that starts from your own work.
Hibox drafts application sections from your approved answers, past proposals, and live program data, then checks each draft against the funder’s requirements. Your staff always review and approve before anything is used.
Yourwords
Drafts built from your answer bank and past proposals, not generic text
Livedata
Real attendance and outcomes summarized in plain language for reports
Everyrequirement
Each draft checked against the funder’s checklist, with gaps pointed out
Staffapprove
Nothing is used until a person reviews it, with monthly limits that keep costs predictable
United Way application · Program description
Our mentoring program served 132 youth last year, with an 87% attendance rate. Each participant is matched with a trained adult mentor who meets with them weekly at one of our three sites…
Answer bank2025 proposalLive attendance
Requirement check
Describe population servedCovered
Include measurable outcomesCovered
Explain evaluation planMissing
Approve and Add to Application
Who Uses It
A role for everyone who touches a grant
Give each person the access they need. Viewers, like leaders and board members, are always free and unlimited.
Grant Admin
Full access, settings, alert rules, and user management.
Grant Manager
Creates and edits grants, budgets, reports, and funder records.
Contributor
Completes assigned tasks, uploads files, and adds spending or outcome notes.
Viewer
Read only dashboards and reports for leaders and board members.
Always freeGetting Started
We set it up. You win more grants.
Hibox staff help with setup and train your team at no additional cost, so your pipeline, deadlines, and document library are ready from day one.
1
Book a 30 minute demo
See Hibox Grants Management with examples from nonprofits like yours.
2
We bring in your grants
Hibox staff import your current grants, funders, and deadlines from spreadsheets.
3
We build your library
We load your standard documents, approved answers, and past proposals.
4
We train your team
Grant writers, program staff, and finance learn their part at no additional cost.
Program data stays protected
Grant staff see program totals by default. Seeing individual participant records requires Program Management permission.
Field level permissionsDemographics as totals onlyStaff approve every AI draftEncryption at rest and in transit
Pricing
Grant management software for nonprofits, priced by team size
Every plan includes every feature. Plans differ only by the number of users, viewer accounts are always free, and Hibox staff help with setup and staff training at no additional cost.
Starter
$79/month
For small teams with 1 to 5 users
- 1 to 5 users
- Every Grants Management feature
- AI grant writing with a monthly limit
- Free, unlimited viewer accounts
- Free setup help and staff training
Most Popular
Pro
$179/month
For growing teams with 6 to 15 users
- 6 to 15 users
- Every Grants Management feature
- AI grant writing with a higher monthly limit
- Free, unlimited viewer accounts
- Free setup help and staff training
Enterprise
Talk to Sales
For larger teams with 16 or more users
- 16 or more users
- Every Grants Management feature
- A simple charge for each user beyond 15
- Free, unlimited viewer accounts
- Free setup help and staff training
Every plan includes
- Grant pipeline and forecast
- Application workspace
- Award and budget tracking
- Automatic report builder
- Funder records
- Document library and answer bank
- Daily safety net alerts
- AI grant writing
Best value
Get Grants Management in the All in One Bundle
Add Program Management, Fundraising, Staff Central, Volunteer Management, and more. All 9 Hibox modules start at $299 a month, and your grants connect to everything.
Save about 16% with annual billing. Book a 30 minute demo.
FAQ
Questions about nonprofit grant management software
What is nonprofit grant management software?
Nonprofit grant management software helps organizations that seek and receive grants track every opportunity from first idea to final report. It keeps deadlines, applications, awards, budgets, reports, and funder relationships in one place. Hibox Grants Management is nonprofit grant management software connected to your program and fundraising data, so outcomes and revenue come from what actually happened.
What makes Hibox different from other grant management software for nonprofits?
Standalone grant tools only track grants. Hibox Grants Management reads live attendance, enrollment, and outcomes from Program Management, shows grant revenue next to donations and program fees in Fundraising, and keeps funders on the same contact list as your donors and board. Reports fill themselves in, and leaders see every dollar in one place.
How does AI grant writing work in Hibox?
Hibox drafts application sections using your answer bank of approved text, your past proposals, and live program data. It checks each draft against the funder's requirement checklist and points out anything missing, and it can summarize program outcomes in plain language for reports. Your staff always review and approve before anything is used, and monthly usage limits by plan keep costs predictable.
Does Hibox find grants for us?
Not at this time. Hibox does not include grant search or links to outside grant databases. Your staff can add any opportunity they find, from anywhere, and Hibox tracks it through every stage from there.
Can we use Grants Management without Program Management?
Yes. Without Program Management you can type outcome numbers in by hand, and you still get the pipeline, deadlines, budgets, reports, funder records, and alerts. When you add Program Management, attendance, demographics, and outcomes fill in automatically.
Is Hibox Grants Management for foundations that give grants?
No. Hibox Grants Management is built for nonprofits that seek and receive grants. It does not include tools for foundations or other funders that give grants out.
How do reports pull program data?
Each grant is linked to the programs it funds. The report builder reads live enrollment, attendance, demographics, and goal progress for those programs during the grant period. Demographics are shown as totals only, never names, and promised outcomes become program goals so progress flows back to the grant.
Does Hibox submit applications or sync with our accounting software?
Not at launch. Applications are prepared in Hibox and submitted through each funder's own process. Spending is entered by hand or imported from a spreadsheet rather than synced with accounting software.
How much does Hibox Grants Management cost?
Hibox Grants Management is $79 per month for 1 to 5 users and $179 per month for 6 to 15 users. Larger teams pay a simple charge for each user beyond 15. Every plan includes every feature, viewer accounts for leaders and board members are always free, and Hibox staff help with setup and staff training at no additional cost. It is also included in the All in One Bundle, starting at $299 per month for all 9 Hibox modules.
Ready When You Are
Never miss a deadline,
a report, or a renewal again.
See how Hibox Grants Management keeps every grant on track, connected to the programs it funds, in a 30 minute demo.
Every feature on every planFree setup and staff trainingFree viewer accounts
