Reporting can be a demanding element of the grantmaking process. In the UK, deadlines vary by funder and scheme, but many require reports in Q1.
It’s critical to submit reports on time - reports that are backed up with financial evidence and data on the programme’s progress or impact.
The consequences of missed deadlines also vary but include withholding future payments, reputation damage, and even termination of the grant agreement.
In this article, we’ll go over some important considerations for keeping on top of reporting requirements, establishing a reporting process, and giving funders all the data they ask for.
Grantmaking in the UK comes with strict compliance requirements, whether funds come from a government department, a local authority, or major philanthropic bodies.
Most funders stipulate that recipients must produce interim reports at specific intervals, with Q1 being a common deadline.
As mentioned, missing these deadlines - or submitting incomplete or inaccurate data - can jeopardise future funding, tarnish your organisation’s reputation, and potentially invite further scrutiny.
Some government grants require alignment with broader policies, such as demonstrating how the funded project supports national priorities or meets specific regulatory criteria (like data protection or environmental standards). Having a robust reporting system in place is essential to meet these obligations without creating last-minute panic.
Funders rely on strong, positive relationships with grantees to ensure that their own missions are being fulfilled. When you submit a well-structured and transparent report, you reassure funders that their resources are being used responsibly and effectively.
In the long run, consistent, accurate, and timely reporting builds credibility, setting the stage for renewed or increased funding. This is especially important when deadlines coincide with new funding announcements; if your organisation demonstrates strong stewardship of existing grants, you will be much better positioned to ask for further support.
The clarity of your reporting can directly influence how your programme is perceived, whether it’s deemed a success, and whether it aligns with funders’ strategic priorities going forwards.
With all of that in mind, what steps should your team take when preparing reports?
First, revisit your grant agreements and note the reporting deadlines. Some funders require monthly or quarterly updates, while others might have annual deadlines that fall in Q1. Create a comprehensive grant management calendar to keep track of these dates in one place. It should include:
Every funder has its own requirements for how data should be presented. Some may ask for a detailed breakdown of every expense incurred, while others focus more on thematic outcomes and case studies. Ensure you understand whether you need:
It’s worth mapping these assets to the deadlines in your calendar so you know exactly which documents/resources must be prepared and when.
Also confirm the submission method. Some funders require you to submit your report through their online portals or specialised funding management software. Others might prefer PDF documents or even paper copies.
Flexigrant helps funders, applicants and grant recipients manage the entire grants management process with a single solution - from submitting and assessing application forms to monitoring and reporting. Here are a few ways it can help with the latter.
One of the most common - and most time-consuming challenges when reporting on multiple grants - is working with data that’s not centralised.
A grant management system saves valuable time, serving as a single source of truth for all your grants data. This reduces the risk of duplication or conflicting data, ensuring consistency across reports.
The Insights Tool
The best grant tracking software has built-in reporting capabilities. Flexigrant's answer to all things data and reporting is the Insights tool which you can use to view essential data in a visual format, and analyse trends.
With insights at your fingertips, it’s easier to create compelling and factual narratives that impress funders and clearly demonstrate your accomplishments to-date.
Grant reporting often involves multiple staff members, each providing different information. Flexigrant supports collaborative workflows, allowing different team members to contribute real-time updates.
Of course, one of the core components of a grant report is demonstrating exactly how funds were used.
Start by reviewing the original budget submitted to the funder and compare it to actual spending.
If you used accounting software or an in-house spreadsheet, ensure that all expenses coded to the grant are captured accurately.
Look for any variances between projected and actual costs, noting if they are within allowable thresholds or if you need to provide justification for significant deviations.
Funders know that spending won’t always go exactly as planned. Costs can fluctuate, timelines can change, and so can priorities. Slight deviations are normal but if things need to change significantly, it’s always best to consult the grantor first. If the money has already been spent, explain the reason for the deviation and how it helped towards your mission and include supporting evidence.
Some grants require evidence of matching funds, which could come from your organisation’s own budget, private donations, or other grantors. In addition, in-kind contributions, such as volunteer hours or donated goods, may need to be tracked and quantified.
Make sure you have a system to log these contributions. If you need to convert volunteer hours into a monetary value, follow the guidelines offered by the funder or use widely accepted references (e.g., average wage rates).
It’s possible that not all funds will have been spent by the reporting deadline or that some expenses are still pending. Identify any outstanding purchase orders, invoices, or future cost commitments that will hit the books later.
Online grant management software makes it easier to track all financial information, which is especially important when managing multiple grants.
Of course, it’s just as important to demonstrate programme impact as well as financial compliance. If your grant outlines specific milestones, such as hours of community engagement or research outputs, keep a log to track this information.
Outcomes and impact metrics vary widely, ranging from test score improvements (for an education grant) to improvements in health outcomes to recycling rates. Whatever the domain, establish a reliable process for data collection. Examples include:
Positive achievements take centre stage, but grant makers also appreciate honesty about challenges or setbacks. If certain metrics didn’t meet targets - perhaps due to external factors like economic challenges or staff shortages - explain how you managed these challenges and what you learnt in the process.
If you expect any issues meeting a reporting deadline, contact your funder sooner rather than later. Most grantmakers value proactive communication and are willing to discuss adjustments, but waiting until the deadline to reveal complications can harm your credibility.
If you’re unsure about any aspect of the report, whether it’s a particular data point, the preferred format, or the expected level of detail, reach out.
As well as creating a comprehensive reporting calendar, consider the points below.
As you produce multiple report drafts, keep track of changes and ensure that every version is saved in an organised, easily retrievable format. Label each file with the date, version number, and the name or initials of the team member who made the updates. This practice is crucial if multiple people are editing the same document.
After you submit your reports, keep a copy of the final submission (including any attachments) for future reference. Good archiving practices help you respond quickly if the funder requests clarification, and it gives you a basis for future reports. Referencing data or narrative elements from previous cycles can also demonstrate consistency and progress year-on-year.
Q1 reporting doesn’t have to be overwhelming. With disciplined planning and organisation, clear communication, and the use of funding management software, you can turn it into a straightforward and strategically valuable process.
To summarise, start by reviewing your grant agreements and checking what data and formats you need to provide. Next, gather financial and impact data. Compare budgets against actual expenditures, and account for matching funds, in-kind contributions and outstanding commitments.
Make sure you capture the full extent of programme impacts through quantitative and qualitative metrics. Highlight your successes but maintain a balanced perspective.
If you see potential obstacles to meeting a deadline or delivering certain data, reach out to your funders as early as possible.
Finally, maintain an organised record of all submitted reports and supporting documentation.
To learn more about how Flexigrant helps manage all of the above, contact us today to request a demo.