Nonprofit Grant Tracker Spreadsheet and Deadline Calendar

A missed grant report or a lapsed registration costs more than the time it takes to track them. This nonprofit bookkeeping spreadsheet for grants and compliance has a grant tracker with reports due and budget vs actual, a compliance calendar dated from your year-end, a written financial policies starter in Word, a fixed assets register, petty cash reconciliation, a mileage & reimbursement log, and a partner & outreach fund tracker. Excel, Google Sheets & Word.

Most templates in this space are checklists, Word forms and simple sheets. These workbooks do the math and flag errors.

Every workbook has a Check column that tells you what to fix before a funder, the board or an auditor finds it: grant reports overdue or due soon, grants spending ahead of or behind pace, budget lines over budget, indirect costs over the funder's cap, filings and renewals due soon or overdue, fixed assets never inventoried or in poor condition, petty cash vouchers with no receipt or no approver, a cash count that is short, mileage claims turned in late or with no signed plan on file, possible duplicate claims, and partner support months paid twice or behind.

WHAT'S INCLUDED (12 Excel files + 2 Word files)

• Nonprofit_Grant_Tracker.xlsx + EXAMPLE: one line per grant from prospect to closeout; payments, grant expenses by budget category, received, spent, award left and receivable; reports due; budget vs actual with an indirect-cost cap check; spending pace; a board summary

• Nonprofit_Compliance_Calendar.xlsx + EXAMPLE: an editable task library of recurring filings, payroll deposits, state registrations, insurance renewals, board duties and finance tasks, with due dates calculated from your fiscal year-end; month view and board summary

• Nonprofit_Written_Financial_Policies_Starter.docx + EXAMPLE (Word): a 13-section financial policy starter (roles, budget and reports, cash and donations, spending and approvals, bank reconciliation, restricted funds, donor receipts, pay and reimbursements, petty cash, client assistance and credit cards, property, conflicts of interest, records retention, review and adoption)

• Nonprofit_Fixed_Assets_Register.xlsx + EXAMPLE: equipment and property register with capitalization threshold, straight-line depreciation, disposals with gain or loss, a yearly roll-forward and a printable inventory sheet by location

• Nonprofit_Petty_Cash_Reconciliation.xlsx + EXAMPLE: imprest petty cash voucher log, cash counts by denomination, a one-page reconciliation with replenishment by account, and event cash boxes

• Nonprofit_Mileage_Reimbursement_Log.xlsx + EXAMPLE: accountable-plan style mileage (rate looked up by trip date from a table you keep current) and out-of-pocket expense claims, a people list with plan dates, and a printable reimbursement voucher

• Nonprofit_Partner_Outreach_Tracker.xlsx + EXAMPLE: monthly commitments to partner organizations and projects, payments by month covered, balance owed, a month-by-month grid and a committee summary

HOW IT WORKS

1. Enter your organization once on each Setup tab: name, fiscal year-end, funds, thresholds, grants, tasks, rates and limits.

2. Log grant payments and expenses, mark filings done, and record assets, petty cash vouchers, mileage claims and partner payments as they happen.

3. The Check column flags problems; reports due, the compliance calendar, reconciliations, vouchers and summaries update themselves. Edit the Word policy starter and have your board adopt it.

Fund categories used throughout: Unrestricted (General), Board-designated, Donor-restricted, with fund codes like GEN, DES-OPR and RES-BLD.

Plain-English Start Here tab in every workbook · no macros · blank + filled EXAMPLE for every file.

WORKS IN EXCEL, GOOGLE SHEETS AND WORD

Excel: download the ZIP, open any .xlsx, and start on the Start Here tab.

Google Sheets: File → Import → Upload → choose the .xlsx → create new spreadsheet. (Sheets does not carry over Excel's sheet protection, so formula cells are unlocked there.)

Word: open the Written Financial Policies .docx in Word or upload it to Google Docs, and fill in the highlighted blanks.

Keep the EXAMPLE files as a filled reference; work in the blank files.

WHO THIS IS FOR

Part-time treasurers, executive directors and bookkeepers at small nonprofits and charitable organizations (roughly 1 to 25 staff) who manage grants, keep up with filing deadlines and written policies, and handle petty cash, mileage reimbursements, equipment and partner support.

PAIRS WITH OUR OTHER PACKS

Nonprofit Treasurer Controls Pack (cash & donation count, restricted funds tracker, bank reconciliation, sample chart of accounts)

Nonprofit Monthly Ops & 990 Pack (income log, expense & bill log, budget vs actual, treasurer report, functional expenses)

Nonprofit Donor & Fundraising Pack (donor log & giving statements, pledges, fundraising events, volunteers & in-kind, client assistance, donor letters)

Same fund codes, same account numbers, same Start Here layout.

INSTANT DOWNLOAD · FINAL SALE

This is a digital product. Files are available immediately after purchase. Because of the nature of digital downloads, all sales are final (see shop policies for detail).

DISCLAIMER

Organizational tools only for small nonprofits and charitable organizations. Not tax, legal, or accounting advice. Not approved or endorsed by the IRS or any regulator. Does not guarantee compliance or a clean audit. The compliance calendar's tasks and due dates, the mileage rate and the dollar thresholds are general information and editable starting points, and the policy starter is a template; confirm each with a qualified CPA or attorney and the agency itself, and have your board review the policies before adopting them.

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