Software for Grant Writers: Funder Database, Client Portal and a Deadline Timeline

With Mythex a grant writing consultancy can build a CRM where funders are records with eligibility notes and round dates, a client portal that holds each application's draft, status and the standard documents funders keep asking for, and one timeline of deadlines across all clients. Describe how you work in chat, check the live preview, and publish it.

Twenty clients, forty deadlines, one calendar

Grant writing runs on other people's dates. Foundation rounds, government programmes and corporate funds open and close on their own cycles, and three clients may be chasing the same one. Drafts go back and forth by email until nobody is sure which version the trustees approved. Every funder asks for the same attachments (accounts, governing document, safeguarding policy, board list) and someone always has to hunt for them the night before. Research done for one client is lost instead of reused for the next, and won grants bring reporting deadlines of their own.

• Funders stored once with focus areas, award sizes and rounds
• Every application linked to a client, funder, deadline and amount
• A document library per client that is reused across bids
• Draft comments kept with the version they refer to
• Reporting deadlines for grants already won
• Hours per application against the fee charged

What you can build for grant writers

Funders as records, not bookmarks

Each funder has focus areas, geography, typical award, eligibility notes, round dates, contacts and feedback from past bids. Clients carry mission, location, annual income and past funders. Applications join the two, so shortlisting funders for a new client takes minutes.

Build a CRM for my grant writing consultancy. Funders have focus areas, regions, typical award range, eligibility notes, round open and close dates and contacts. Clients have mission, location, annual income and previous funders. Applications link a client to a funder with deadline, amount requested, status and outcome. Let me filter funders by focus area and income limit to shortlist for a client.

A portal where the right draft is obvious

Clients log in to see each application's deadline, status and current draft, leave comments against that version, and upload accounts, policies and budgets once for reuse. Won grants show their reporting dates.

Create a client portal for my grant writing business. Clients see their applications with funder, deadline, status and the current draft, and can comment on a specific draft version. They upload standard documents (accounts, governing document, policies, board list) once into a library I can attach to any application. Show reporting deadlines for grants they have won.

Every deadline on one timeline

Upcoming deadlines across all clients so clashes show weeks ahead, success rate by funder and sector, total funding secured, and hours per application against the fee.

Make a dashboard for my grant writing consultancy with a timeline of upcoming deadlines across all clients for the next 90 days, success rate by funder and sector, total funding secured this year, and hours logged versus fee for each application.

Quotes scoped by the application form

Each quote names the funder, deadline and scope (research, drafting, budget, review), priced by application type rather than a loose hourly guess, and states that the funder decides the outcome.

Build a quote app for grant writing. Each quote names the client, funder, deadline and scope items (funder research, full drafting, budget narrative, bid review), with fixed prices by application size: small foundation, mid-size trust, large government bid. Include a line that funding decisions rest with the funder.

Part upfront, the rest on submission

Fixed project fees split into an upfront payment and a balance on submission, day rates for research and reviews, and retainers covering several applications a year, with references nonprofit finance teams need.

Create invoicing for a grant writer: project fees split 50% upfront and 50% on submission, day-rate invoices for research and reviews, annual retainers billed quarterly, and a field for the client's purchase order or approval reference.

A site that explains how you charge

Who you work with (charities, social enterprises, research teams), services from funder research to impact reports, examples of funded projects shared with permission, and a plain statement of your fee approach.

Create a website for my grant writing consultancy with pages for funder research, full applications, bid reviews and impact reports, the sectors I work in, case studies of funded projects, a page explaining my fixed-fee approach, and an enquiry form asking organisation type, annual income and project focus.

From inbox drafts to a shared record

Start by entering live applications and their deadlines, then the funders you use most. Move each client's standard documents into the portal at your next contact, and ask clients to comment there instead of by email. Within a round or two, you will have a funder list you can shortlist from and a history of what won and why.

• Live deadlines entered first
• Top funders with eligibility notes
• Client documents collected once

A word on fees

Many funders and professional bodies discourage paying grant writers a percentage of the award. A quote and invoice built around fixed fees per application, with payment on submission rather than outcome, keeps your advice independent and your income predictable.

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