In a time of economic uncertainty, staffing shortages, and growing community needs, funders can offer critical support, not just through dollars, but by streamlining practices. Simplifying grant applications and reporting is one of the most effective ways to reduce the burden on nonprofits and free up their time for mission-driven work. Especially now, every hour spent on paperwork is an hour not spent serving communities. By right-sizing these processes, funders can make a big impact with minimal effort.
When foundations require detailed and specialized applications and reports, it creates extra work for nonprofits. A single organization may juggle 40–60 applications and just as many unique reporting requirements from 20–30 funders, each with its own format and timeline.
This blog offers practical strategies to simplify your foundation’s grantmaking, saving time for both you and your grantees.
Develop Clear Grant Guidelines
Grant guidelines help prospective applicants understand your priorities and the processes involved. The clearer your guidelines, the more aligned the applications you’ll receive, saving everyone time. You might also consider a short pre-screening form or introductory call to help applicants assess fit before submitting full proposals.
Learn What to Include in Your Grant Guidelines Here »Move Applications Online
Applicants prefer online systems that allow them to link to mission statements, upload documents, and reuse standard materials. Online portals also make it easier for funders to collect and store application data, communicate with applicants, and request clarifications or drafts.
Request Only What You’ll Use
Many foundations request more information than they actually use. Yet, for most domestic public charities, making a grant requires no special paperwork or reporting. Focus on what your foundation truly needs to make a decision, and request only that.
“It is important for a foundation to fully consider the impact of its requests on a grantee,” said Exponent Philanthropy member Dee Ann Harris of the Leightman Maxey Foundation in Oregon. “Requesting materials that will not be reviewed and/or used imposes an unnecessary burden and can prevent a good relationship and true partnership.”
To streamline financial due diligence, ask:
- What do I need to assess the proposal and grantee’s capacity?
- What existing documents provide this?
- What else, if anything, is necessary, and how can I request it simply?
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Streamline Small and Repeat Grants
For grants under $10,000 or for repeat grantees, a one-page application or short renewal request may be sufficient. Some funders meet informally with grantees instead of requiring full reports. You can also integrate reporting on a prior grant into the renewal application to save time.
Relaxing requirements for grassroots or emerging nonprofits also helps support equity and access.
Accept Financials in Their Original Format
Instead of requiring nonprofits to reformat budgets, accept financials in their original format. This approach:
- Reduces burden – Reformatting is one of the most time-consuming tasks for nonprofits.
- Reveals capacity – Original documents offer insight into the organization’s financial systems and sophistication.
- Improves accuracy – Transcription errors are less likely, and documents better reflect the grantee’s reality.
If templates are needed, keep them simple and limit required line items to maintain flexibility.
Annual Reports as the Default
For most grantees, an annual or end-of-grant report is sufficient. Funders that require semiannual or quarterly reports can place a heavy burden on nonprofits, diverting time from mission-critical work to reporting that often adds little value and may not even be reviewed.
If more frequent reporting is necessary, keep it brief, use readily available materials, and clearly explain the need, such as a large grant, complex project, or specific concerns about the organization.
Align Grant Timing with Grantee Needs
Timing matters—but grant schedules often reflect funders’ internal processes rather than the timing of the work being funded. Most nonprofits produce financial reports at the end of their fiscal year, so aligning your reporting requirements with those natural cycles can reduce burden and improve accuracy.
When in doubt, ask grantees what timing works best for them. In some cases, it may make sense to allow grant start dates to predate formal approval if:
- The funder clearly states there’s no commitment until approval,
- The grant recommendation specifies that some funds may support past activities,
- The grantee understands they assume any risk before approval.
As a general rule, Project Streamline recommends backdating no more than six months, and never before the start of the nonprofit’s current fiscal year.
Ask for Feedback and Keep Improving
Once you’ve implemented streamlined practices, take time to assess their impact. Has right-sizing made things easier for grantees? Has it helped your foundation make more timely or effective decisions? Are net grants increasing as a result? Consider using an anonymous tool—like our Grantee and Applicant Perception Survey—to gather honest feedback. Grantees will likely offer practical suggestions you haven’t considered. Asking for input shows you’re serious about being responsive and respectful of their time.
Now Is the Time to Streamline
In this moment of heightened demand and limited nonprofit capacity, every change that reduces administrative burden can make a meaningful difference. Streamlining doesn’t mean sacrificing due diligence; it means being intentional about what you ask for, when, and why. By right-sizing your processes and inviting grantee feedback, your foundation can strengthen relationships, boost impact, and help nonprofits stay focused on what matters most.
About the Author
Hannah Smith manages editorial content and publications at Exponent Philanthropy.
Great piece, Hannah! Great information for all of us.