Nonprofit Grant & Donor Manager Spreadsheet | Grant Pipeline, Restricted Fund Tracker and Lapsed Donor Recovery - Google Sheets

Which grant report is already overdue?

For a small nonprofit, the dangerous moments are quiet ones: a funder report that slipped past its due date, a restricted grant quietly spent against the wrong line, a loyal donor who stopped giving six months ago and nobody noticed. This manager puts all three on one board. Track every grant from Prospect to Closed with a live deadline countdown, spend each award only against its own budget lines, and let your gift log flag the donors who have gone past their usual giving interval — before your next appeal, not after.

Transparency note: this spreadsheet was designed with AI assistance, then hand-built and formula-tested by our shop.

WHAT'S INSIDE — 8 focused tabs:

- Start Here — a plain-English guide and quick-start steps

- Dashboard — grant totals asked and awarded, restricted-fund burn-down per award, reports due in the next 30 days, overdue reports, donations, donor counts, and lapsed donors with their lifetime giving

- Grant Pipeline — every grant from Prospect to Closed: funder, program, amount asked, amount awarded, stage, both deadlines, a live days-until countdown, and DUE IN / OVERDUE flags

- Grant Budget vs. Actual — each award's own budget lines with Budgeted, Spent to Date, Remaining, % Used, and OVER BUDGET / WATCH flags — restricted money can never quietly overspend

- Donor Log & CRM — one row per gift: date, donor, amount, campaign, method, thanked

- Lapsed Donor Recovery — your gift log rolled up per donor: gifts, total given, last gift date, days since, typical gift, and LAPSED / NEW DONOR flags against each donor's usual interval

- Campaigns & Events — a goal per appeal or event, with raised totals, gift counts, and % of goal pulled from the gift log automatically

- Expenses & Annual Summary — organization expenses by category, plus the annual rollup of grants asked and awarded, restricted spend, donations, and expenses

HOW IT WORKS

1. After checkout you get a PDF with your private link. Click it and choose "Make a copy" — the manager is yours.

2. List every grant on the Pipeline and give each award its budget lines. Log every gift on the Donor Log as it arrives.

3. Read the Dashboard. Reports coming due, budget lines running hot, and donors going quiet all surface themselves — the flags do the watching.

THE NUMBERS, FROM THE SAMPLES

The workbook comes loaded with a fictional sample nonprofit, Harbor Hope Alliance, so you can watch every formula work: 10 grants with $555,000 asked and $270,000 awarded; restricted spending of $210,050 against those awards (77.8% used), with one City of Santa Ana line already $1,300 over budget and flagged; 2 reports due within 30 days and 1 already overdue; and 30 gifts totaling $18,025, with 4 donors flagged LAPSED and $4,025 of lifetime giving between them. Replace the samples with your own grants and gifts, or delete them and start clean.

WHY THIS ONE

Grant trackers, donor CRMs, and fundraising dashboards are usually three separate subscriptions. This is the whole workflow in one Google Sheets file for a one-time price — and the restricted-fund discipline is built into its structure: every award's budget lines add up to that award's amount, so grant money is only ever spent against its own budget.

PLEASE READ: This workbook is for organization and record-keeping. It is not financial, legal or fundraising advice.

A FINISHED FILE, DELIVERED INSTANTLY

You receive the finished spreadsheet file exactly as shown — open it, add your own jobs and customers, and use it right away. It is a complete digital file delivered to you, not a service and not a setup project. Nothing about the file is customized, personalized or built to order. If you ever find a genuine error in a formula or a number, tell us and we will send you a corrected copy of the file, free, forever.

REQUIREMENTS: a free Google account. Your manager lives in Google Sheets — no Excel needed, and it works at the office, at the board meeting, and on your phone.

This is a digital product — no physical item will be shipped, and all sales are final (we can't accept returns or cancellations on digital downloads). Your files are available instantly after checkout. But don't worry: if anything isn't working right, message us anytime and we'll fix it for you — no time limit.