Falaah Falaah AI

Grant Management

Track grant applications, funding, compliance requirements, and reporting deadlines with AI-powered grant discovery and automated deadline management.

Muin’s Grant Management helps organizations discover, apply for, and manage grant funding. From finding opportunities to meeting compliance requirements, streamline your entire grants workflow with AI-powered automation.

Why Grant Management?

Managing grants manually leads to:

  • Missed opportunities - Not knowing about available funding
  • Missed deadlines - Application and reporting dates slip
  • Compliance issues - Failing to meet requirements
  • Poor tracking - No visibility into grant status

With Muin’s grant management:

  • Discover grants - AI finds matching opportunities
  • Never miss deadlines - Automated reminders
  • Stay compliant - Track all requirements
  • Centralized tracking - One view of all grants

Grant Discovery

AI-Powered Matching

Muin’s AI searches for grants matching your organization:

How it works:

  1. Set your organization profile (type, size, focus areas)
  2. AI continuously scans grant databases
  3. Matches scored by relevance
  4. New opportunities surface automatically

Discovery Sources

Grants discovered from:

  • Grants.gov - Federal opportunities
  • Foundation databases - Private foundations
  • State portals - State government programs
  • Corporate programs - Corporate giving
  • Custom sources - Your specific databases

Viewing Opportunities

Navigate to Finance → Grants → Opportunities:

Column Description
Grant Name Title of opportunity
Funder Funding organization
Amount Funding range
Deadline Application due date
Match Score AI relevance score

Filtering Opportunities

Find the right grants:

  • By amount - Minimum/maximum funding
  • By deadline - Upcoming dates
  • By funder type - Federal, state, foundation, corporate
  • By focus area - Program categories
  • By match score - High matches only

Grant Applications

Starting an Application

When you find a promising grant:

  1. Click Start Application
  2. Review requirements
  3. Assign team members
  4. Set internal deadlines
  5. Begin working

Application Tracking

Track progress on active applications:

Status Meaning
Not Started Identified but not begun
In Progress Active work ongoing
Ready for Review Complete, needs approval
Submitted Sent to funder
Awarded Grant received
Declined Not funded

Application Checklist

Each application includes requirements:

  • Required documents
  • Supporting materials
  • Narratives needed
  • Budget information
  • Partner letters
  • Certifications

Check off items as you complete them.

Document Collection

Gather required materials:

  1. See list of required documents
  2. Upload or link existing documents
  3. Request missing items from team
  4. Track document status
  5. Compile final submission package

Active Grants

Grant Portfolio

View all active grants:

Grants Dashboard:

  • Total active grants
  • Total funding received
  • Funds remaining
  • Grants expiring soon
  • Upcoming reporting deadlines

Grant Details

Click any grant to see:

Overview Tab:

  • Funder and program
  • Award amount
  • Grant period
  • Key contacts
  • Status

Finances Tab:

  • Award amount
  • Funds received
  • Funds spent
  • Funds remaining
  • Budget by category

Compliance Tab:

  • Requirements checklist
  • Reporting deadlines
  • Submitted reports
  • Upcoming milestones

Documents Tab:

  • Award letter
  • Agreement
  • Reports
  • Supporting docs

Financial Tracking

Budget Management

Track spending against grant budgets:

Category Budgeted Spent Remaining
Personnel $50,000 $35,000 $15,000
Equipment $10,000 $8,500 $1,500
Travel $5,000 $2,200 $2,800
Supplies $3,000 $1,800 $1,200
Total $68,000 $47,500 $20,500

Expense Tracking

Link expenses to grants:

  1. When entering expenses, select associated grant
  2. Expense counts against grant budget
  3. Reports reflect actual spending
  4. Alerts if approaching budget limits

Fund Requests

Request grant fund disbursement:

  1. Go to Grants → select grant → Finances
  2. Click Request Funds
  3. Enter amount and purpose
  4. Attach supporting documentation
  5. Submit for funder review

Compliance Management

Requirements Tracking

Each grant has specific requirements:

Types of Requirements:

  • Reporting - Periodic reports due
  • Documentation - Records to maintain
  • Spending - How funds can be used
  • Matching - In-kind or cash match needed
  • Certifications - Required attestations

Compliance Dashboard

See compliance status at a glance:

Requirement Due Date Status
Quarterly report Mar 31 Due in 15 days
Annual audit Jun 30 On track
Match documentation Apr 15 Overdue
Outcome metrics Mar 31 In progress

Compliance Alerts

Receive notifications for:

  • Upcoming deadlines (30, 14, 7 days)
  • Overdue items
  • Requirement changes
  • Document expirations

Reporting

Report Types

Common grant reports:

Report Frequency Content
Progress Report Quarterly Activities and outcomes
Financial Report Quarterly/Annual Spending summary
Final Report End of grant Complete summary
Audit Report Annual Financial audit

Creating Reports

Generate grant reports:

  1. Go to Grants → select grant → Reports
  2. Click New Report
  3. Select report type
  4. Fill in required sections
  5. Attach supporting documents
  6. Review and submit

Report Templates

Use templates to speed up reporting:

  • Pre-populated with grant data
  • Financial data pulled automatically
  • Previous reports for reference
  • Funder-specific formats

Submission Tracking

Track report submissions:

  • Submission date
  • Funder acknowledgment
  • Feedback received
  • Follow-up required

Deadlines & Reminders

Deadline Calendar

See all grant deadlines:

  1. Navigate to Grants → Calendar
  2. View by month, week, or list
  3. Filter by grant or deadline type
  4. Click to see details

Automated Reminders

Configure reminder timing:

Days Before Notification
30 days Email to grant manager
14 days Email + in-app notification
7 days Daily reminders
1 day Urgent notifications
Overdue Escalation to supervisor

Custom Reminders

Add your own reminders:

  1. Open any grant
  2. Click Add Reminder
  3. Set date and recipients
  4. Add notes or instructions
  5. Save

Team Collaboration

Assigning Team Members

Add people to grants:

  1. Open grant
  2. Go to Team tab
  3. Click Add Member
  4. Select person and role
  5. Set permissions

Roles

Role Permissions
Grant Manager Full access, submissions
Contributor Add content, upload docs
Reviewer View and comment
Finance View financials, add expenses

Task Assignment

Assign specific tasks:

  1. Create tasks for team members
  2. Set due dates
  3. Track completion
  4. Send reminders

Grant Closeout

Closeout Process

When a grant ends:

  1. Final spending - Ensure all funds used appropriately
  2. Final report - Submit required final report
  3. Document retention - Archive required records
  4. Lessons learned - Capture what worked

Closeout Checklist

Typical closeout requirements:

  • All expenses submitted
  • Final financial reconciliation
  • Final progress report submitted
  • Funder acknowledgment received
  • Records archived
  • Grant marked closed

Record Retention

Maintain records per funder requirements:

  • Typically 3-7 years post-closeout
  • Store in Muin document repository
  • Set retention reminders
  • Automated purge when allowed

Reporting & Analytics

Grant Reports

Standard reports available:

Report Description
Portfolio Summary All grants overview
Funding by Source Breakdown by funder type
Compliance Status Requirements tracking
Financial Summary Spending across grants
Application Pipeline Pending applications

Analytics Dashboard

Key metrics at a glance:

  • Total grant funding
  • Win rate on applications
  • Average grant size
  • Funding by program area
  • Multi-year trends

Custom Reports

Build reports for your needs:

  • Select data fields
  • Apply filters
  • Group and summarize
  • Export to Excel/PDF

Integrations

Accounting Systems

Connect to your accounting software:

  • QuickBooks - Sync expenses
  • Xero - Financial data (coming soon)
  • NetSuite - ERP integration
  • Custom - API connections

Document Systems

Link to document storage:

  • SharePoint - Microsoft integration (Coming Soon)
  • Google Drive - Google Workspace
  • Muin Documents - Built-in storage

Calendar Integration

Sync deadlines with:

  • Google Calendar
  • Microsoft Outlook
  • Apple Calendar

Best Practices

Application Strategy

  1. Match before applying - Only apply where you fit
  2. Start early - Begin well before deadline
  3. Follow instructions - Exactly as specified
  4. Build relationships - Know funders before applying
  5. Review and refine - Have others review before submission

Ongoing Management

  1. Track everything - Document all activities
  2. Meet deadlines - Never miss a report
  3. Communicate proactively - Update funders on changes
  4. Stay organized - One place for all documents
  5. Learn and improve - Apply lessons to future grants

Troubleshooting

Missing Grant

If a grant isn’t showing:

  • Check filter settings
  • Verify grant is active (not closed)
  • Confirm permissions
  • Search by funder name

Calculation Errors

If financials seem wrong:

  • Review all expense entries
  • Check category assignments
  • Verify grant budget amounts
  • Contact support if needed

Sync Issues

If data isn’t syncing:

  • Check integration status
  • Verify credentials
  • Try manual refresh
  • Review error logs

Next Steps