5 Things to Consider When Choosing Grant Management Software

For councils, government departments and organisations that manage and distribute grant funding, choosing the right grant management software (GMS) is a high-stakes decision.

Whether you’re overseeing a multi-million-dollar infrastructure program or running a local community grants fund, your software needs to support the entire grant lifecycle – from expressions of interest to acquittals and reporting. 

The right platform will streamline your workload, improve transparency and give you full visibility over your grants portfolio – now and into the future. But with dozens of tools available – and competing priorities across departments – how do you find a solution that fits?

Let’s break it down.

1. Define your Needs: Start With a Self-Assessment

Before you start comparing platforms, take stock of where your organisation is now. What’s working? What’s not? What are your non-negotiables – and where do you need the most support?

This is especially critical for grantmakers such as councils, government departments and other funding bodies. Your technology needs will be fundamentally different from organisations that receive grants. Where recipients may prioritise intuitive application portals or milestone submission tools, you need end-to-end visibility, internal controls and robust governance across every program you manage.

Start by asking:

• How many funding programs do we manage each year?
• How are we currently tracking grants – manually, via spreadsheets or using siloed tools?
• Where are the biggest bottlenecks – intake and assessment; milestone tracking; contact management; or reporting?
• Which systems do we already use (e.g. finance, procurement, records) – and will our GMS need to integrate via API or SSO? 
• Who needs visibility over grant progress – from program teams to executive leadership? 
• What are our internal and external reporting requirements – and are we confident we can meet them?
• Are we meeting our compliance obligations under state/federal funding agreements, or would a purpose-built platform (with ISO-certified data security) reduce risk?

These questions can quickly highlight gaps in your current system and help prioritise the capabilities you’ll need in a new solution.

Self-assessment checklist for grantmakers:

Use this quick checklist to guide your internal discovery process:

• We’ve documented our current grant program workflows
• We’ve identified bottlenecks or inefficiencies in our administration process
• We understand our reporting requirements (executive, board, ministerial)
• We know who needs access or visibility across the platform
• We’ve reviewed integration and API requirements with our IT team
• We’ve considered future growth and scalability

Stakeholder alignment: Who are you solving for?

Beyond internal operations, consider the expectations of your broader stakeholder network. For grantmakers, this often includes:

• Executive teams and elected officials, who need real-time dashboards and strategic reporting
• Community or recipient organisations, who expect clear guidance, accessible tools and streamlined communications
• Regulators and funding bodies, who require auditable records, milestone tracking and compliance oversight

Getting clarity now on who your software needs to service – and what data they expect – will ensure your platform choice can deliver at every level.

Key questions to ask vendors:

Once you’ve mapped your needs, start pressure-testing potential platforms. Ask:

• How does your system support end-to-end lifecycle management for grantmakers?
• How do you support compliance, risk mitigation and audit-readiness?
• Can the platform be integrated with our finance or records system? Is it API-enabled?
• What types of reporting dashboards or executive summaries are built in?
• Do you offer local implementation support and onboarding for complex councils or agencies?

2. Integration and Ecosystem Fit

Your GMS needs to do more than just track applications – it must work seamlessly across your existing technology ecosystem.

That means integrating with the tools you already rely on: finance and procurement systems, asset and project management tools, records and document management platforms, and community engagement portals. The more disconnected your systems are, the harder it becomes to ensure data accuracy, reduce duplication and meet compliance objectives.

By contrast, a platform that plays well with others can centralise your data, eliminate double-handling and provide reliable, real-time visibility for stakeholders across your organisation.

For grant recipients, system integration is still relevant – particularly if they’re managing multiple funding agreements with different reporting and compliance requirements. However, the need for internal integration is typically far more complex for grantmakers.

Integration capabilities to look out for:

• Out-of-the-box integrations with popular government, finance and project systems
• Open API access to support custom integrations
• Single Sign-On (SSO) and Active Directory support to streamline internal user access
• Secure data migration pathways to bring in historical grant records

Self-assessment checklist for grantmakers:

Use this quick checklist to guide your internal discovery process:

• We’ve identified our critical systems (e.g. finance, procurement, records)
• We understand which data needs to flow between platforms
• Our IT team has reviewed integration and API requirements
• We know whether we require SSO or Active Directory support
• We’ve considered the risk of maintaining siloed or duplicate data sets

Key questions to ask vendors:

1. What integrations do you offer with finance, procurement, project or records systems commonly used by government?
2. Do you support open APIs for custom integrations?
3. How does your system handle data migration and mapping from legacy spreadsheets or tools?
4. What is your approach to onboarding, system testing and change management during implementation?
5. How do you manage version control, security updates, and API maintenance?

Tip: Be cautious of platforms that require heavy custom development to integrate with your existing tools – this often leads to increased costs, longer timelines and ongoing compatibility headaches. Look for systems designed to plug into your environment with minimal friction.

Also, don’t forget to ask about compliance and security standards. SurePact’s information security management system, encompassing the SurePact platform, for example, is ISO 27001:2022 certified. That means it meets internationally recognised standards for data protection – a critical consideration when dealing with sensitive applicant and financial data.

3. Implementation, Training and User Experience

The best grant management software won’t deliver results if your team struggles to use it. For grantmakers, successful implementation depends on more than just ticking a few setup boxes – it requires a tailored onboarding experience, role-specific training and ongoing support that empowers every user across the grants lifecycle.

Grantmakers typically manage complex programs with multiple user types across different functions. Your GMS should be able to support each of these perspectives:

• Internal administrators who build workflows configure templates and oversee funding rounds
• Decision-makers and evaluators who assess submissions and track approvals
• External applications (e.g. community organisations or grant recipients) who need an intuitive portal to submit and track their applications

Each group has unique needs. Your platform should offer role-based access, customisable dashboards and clear workflows that make the process simple and transparent for all involved.

Grant recipients benefit from streamlined portals, clear milestone tracking and automated notifications – all of which reduce email back-and-forth and improve compliance.

Implementation and training support to look out for:

A smooth rollout can make or break your software adoption. Look for vendors who offer:

• A tailored implementation experience
• Ongoing technical support post-launch to ensure your organisation adopts the software
• Self-service learning resources like knowledge bases and in-app tool tips
• Australian-based support that understands local government and grant program requirements

Self-assessment checklist for grantmakers:

Use this quick checklist to guide your internal discovery process:

• We’ve considered the number and types of users (internal & external) 
• We understand what training and support we’ll need
• We’ve asked for references from similar organisations
• We’ve reviewed the software interface for ease of use
• We’ve confirmed admin and configuration capabilities

Key questions to ask vendors:

1. What does your implementation progress involve, and how long does it take?
2. Do you offer on-site or remote training – and is it tailored by user type?
3. What self-service support (help docs, videos, walkthroughs) is available?
4. What level of admin control and configuration does our team have?
5. Is your support team based in Australia – and what are your standard response times?
6. Can you connect us with a similar Australian grantmaking organisation who uses your platform?

Tip: When evaluating software, ask for a product demo that gives you a feel for the user experience. A clear, intuitive interface is essential for engagement, adoption and long-term success.

4. Scalability and Future-Proofing

Grant programs evolve – and your software needs to keep up. Whether you’re managing one grant or multiple programs at different stages, a great platform should scale with your needs.

Why scalability matters for grantmakers

• Program growth: As new grants and funding rounds are introduced, your system should make it easy to configure additional workflows, forms and approvals – without requiring expensive redevelopment.
• User expansion: Role-based access is key to managing teams of different sizes, from small internal groups to large cross-department collaboration.
• Performance monitoring: Tools that track milestones, KPIs and outputs help you report impact to executive teams, ministers and funding partners – especially for capital works and infrastructure investments.

For grant recipients, scalability also matters – particularly around how easily they can track milestones, submit variations and manage multi-year reporting requirements.

What to look for in a scalable, future-ready GMS

• Configurable workflows that don’t require developers to update
• Custom forms and templates to match evolving program structures
• Role-based permissions to manage growing teams with layered responsibilities
• Performance and milestone tracking tools that help you measure progress
• Dashboards tailored to different users – from grants officers to finance teams to senior leadership
• Vendor support for regulatory change, especially in line with state and federal government requirements

Self-assessment checklist for grantmakers:

Use this quick checklist to guide your internal discovery process:

• We expect our grant portfolio to grow in the next 3–5 years
• We’ve identified the need for configurable workflows and forms
• ␧We need reporting tools that scale with program complexity
• We require role-based permissions across multiple teams

Key questions to ask vendors:

1. How does your system support adding new programs or workflows over time?
2. What’s your approach to supporting increased application volume and users?
3. What enhancements are planned over the next 12-24 months?
4. How do you incorporate customer feedback into your development roadmap?

Tip: Choose a SaaS or cloud-based platform to stay ahead of compliance changes. With a subscription model, you’ll automatically receive the latest updates – without the extra cost or delays of manual upgrades. It’s a smarter, more responsive way to keep your programs aligned with evolving policies.

5. Data Security, Compliance and Transparency

If you manage grant programs, you’re also managing sensitive financial data, personal applicant details and high-stakes funding decisions. That means your GMS must meet the highest standards of security, compliance and auditability – especially if you’re operating in the public sector.

For grantmakers, this isn’t optional. It’s a core requirement of delivering fair, transparent and accountable programs. Grantmaking bodies in Australia face growing pressure to protect applicant data, demonstrate transparency in decision-making and meet the strict requirements of state and federal regulators. 

If your GMS doesn’t meet these expectations, the risks are significant – including privacy breaches, reputational damage, failed audits and even funding clawbacks.

For grant recipients, strong security is also essential – particularly if the platform stores sensitive application details, contact information or co-funding data.

What to look for in a secure, compliant grant management system

• ISO 27001 certification – Look for internationally recognised information security certification, like SurePact’s ISO 27001, which demonstrates rigorous protocols for managing sensitive data.
• Data sovereignty – Confirm that your data is stored securely within Australia, meeting government-mandated data residency requirements.
• Role-based access and granular audit logs – Ensure only authorised users can view or modify key information, with every action securely tracked. Detailed audit trails are essential for internal governance and meeting public transparency requirements, particularly for grant selection and payment decisions.
• Multi-factor authentication (MFA) – Secure logins and identity controls reduce risk across distributed teams and external users.

Australian-specific compliance to check

Make sure your GMS supports:

• Australian Privacy Principles (APP) compliance
• State and federal transparency obligations (e.g. publishing grant recipients and outcomes)
• Financial audit trail requirements
• Local government reporting formats and approval processes

Download our free Grant Management Software Comparison Template to compare security features, audit capabilities and local compliance alignment. 

Self-assessment checklist for grantmakers:

Use this quick checklist to guide your internal discovery process:

• We know where our applicant data is stored
• We meet current privacy and data sovereignty obligations
• We can audit every decision point and data change
• We have confidence in our system’s ability to protect against unauthorised access
• We’ve confirmed the vendor’s certifications and support policies

Key questions to ask vendors:

1. Are you ISO 27001 certified? Can you provide documentation?
2. Where is our data hosted? Is it stored within Australia?
3. What backup and disaster recovery protocols are in place?
4. How does your system support auditability across approvals and payments?
5. Who owns our data? What happens if we choose to leave the platform?
6. How do you ensure compliance with Australian Privacy Principles?
7. Can you support our local reporting and transparency obligations?

Tip: Ask vendors to demonstrate how audit trails work, how roles are assigned and how data access is controlled during the onboarding process. 

How to Make Your Decision

By this point, you’ve likely shortlisted a few potential platforms. But not every feature matters equally – and choosing the right solution means weighing what’s essential against what’s just nice to have.

Prioritise your platform requirements

Group your priorities into three tiers:

• Must-haves: These are non-negotiables – core requirements like security, compliance, Australian data hosting and integration with your existing finance or document management systems.
• Nice-to-haves: Features that improve usability and flexibility, like configurable templates, visual dashboards or branded portals for applicants.
• Future wants: Features that aren’t needed today but could be useful later, such as AI-powered analytics, advanced outcome tracking or multi-agency grant distribution. 

Use these groupings to build a clear evaluation matrix.

Consider the total cost of ownership

Look beyond licence fees and dollars. A true comparison of your options includes:

• Implementation and configuration costs
• Training and onboarding support
• Ongoing maintenance and customer support options
• Internal resourcing to manage the rollout and usage
• Cost and risk of sticking with your status quo

Tip: Ask vendors to provide clear pricing models and examples of how organisations like yours have been onboarded.

Book a demo for each option

Before you commit, schedule a personalised demonstration of your top 1-2 options. This is your chance to: 

• See how the platform would work with your specific grants programs
• Ask questions about your team’s workflows, reporting and integrations
• Test the usability from both administrator and applicant perspectives
• Assess vendor knowledge of Australian government funding processes

Ready to future-proof your funding programs?

SurePact helps Australian councils and government agencies manage the full funding lifecycle – from application intake to application assessments, awarding funding, budget tracking and acquittals.

Book your demo today to see whether SurePact is a good fit for your team.