What Experience Has Taught Me About Buying Grant Management Software

By Alexander Thomson, Managing Director, Fluent Technology 

In the ever-evolving world of grants management, selecting the right software partner can make or break the success of your grant programmes. With the recent demise of well-known providers exiting stage left and leaving customers exposed, there’s a renewed urgency for grant-giving organisations to tread carefully when investing in new platforms. 

This isn’t just a cautionary tale from a supplier’s perspective. It’s also grounded in first-hand experience from the buyer’s side. Having successfully led the procurement and implementation of a Grants Management System (GMS) in a former role and through supporting numerous buyers during my time at Fluent Technology, I’ve observed the challenges and pitfalls from both sides of the table that can impact even the best-intentioned projects. 

So, how do you avoid buying into the wrong solution?

IT Should Support, Not Lead

The most successful implementations we’ve seen are driven by the people who actually use the system day in, day out business users. IT plays a vital enabling role, ensuring integration, infrastructure, and security are sound. But when IT leads without deep engagement from operational stakeholders, requirements are often misunderstood, priorities misaligned, and timelines missed. 

Your power users understand the nuances. Put them in the driving seat, and you’ll get a solution that actually fits, after all they are the ones who will have to live with the outcome.

Invest Where It Matters

Rather than outsourcing project management, consider this: invest in your internal people. Buying out the time of a key business user and backfilling their role on a temporary basis is often far more effective than appointing an external consultant. They’ll bring context, credibility, and accountability to the process. Not only will this save money in the long run, but it also embeds ownership, satisfaction and user adoption within your organisation.

Beware the Bargain

Preferential pricing and flashy sales tactics may look attractive, especially when budgets are tight - but be cautious! We've seen too many examples of suppliers underpricing projects only to later strip out essential elements like data migration or integration, or the system was so under-scoped that costs ballooned later.  If a deal seems too good to be true, it probably is. Always demand a transparent breakdown of costs, deliverables, and support models. 

Seek honest references from customers they didn't give you. Look behind the sales pitch, is the vendor pricing to win business or to build a lasting partnership? Ask the awkward questions. The right supplier won’t shy away from transparency.

Think Beyond Price - It’s a Strategic Decision

Choosing a GMS isn’t just a procurement exercise, it’s a strategic investment in the future of your organisation. Functionality is important, but perfection is a myth. If a vendor claims to meet every one of your requirements out of the box, they’re probably overpromising. 

Instead, focus on finding a system that solves your biggest problems, improves team efficiency, and supports your long-term strategy. And crucially, ask yourself: can we partner with this supplier? You’re not just buying features; you’re buying a relationship. Choose a partner who welcomes collaboration, shares your values, and wants to grow with you. A good partner will invite you into their roadmap discussions, listen to your ideas, and evolve with you over time.

Don’t Overlook Security

One often-overlooked factor is the security and resilience of the system you're buying. Not every organisation has mature internal IT capability which makes it even more critical to probe the security posture of your chosen vendor. 

Ask about their compliance: Do they hold ISO 27001, SOC 2, or Cyber Essentials Plus accreditations? What safeguards are in place to protect your data from cyberattacks, ransomware, or service outages? Do they conduct regular independent security testing on their system? 

Sensitive data in the wrong hands could be catastrophic, not just financially, but reputationally. Robust security should never be assumed. Reputable suppliers invest heavily in this area. Make sure your shortlist includes those who do. 

In Closing 

In times of change, it can be tempting to chase low costs and promises of perfection. But in the world of grants management, long-term success comes from making balanced, well-informed decisions, ones grounded in transparency, shared ownership, and strategic alignment. Selecting a GMS isn’t just a procurement exercise; it’s a foundational decision that will shape your operations for years to come. Don’t be misled by solutions that look polished on the surface but lack substance beneath. 

At Fluent Technology, we believe that great software is only part of the solution. The real value comes from open conversations, genuine partnerships, and a shared commitment to achieving outcomes that matter. If you're exploring your next step in grants management, or simply want an honest sounding board, we’re here to help. 

Don’t just buy software. Invest in a future-proof solution with a partner who’s in it with you for the long haul. The true value comes from the strength of the partnership that keeps your grant programme moving forward.