From Spreadsheet Chaos to 30-Minute Close

See exactly how GrantFlow automates your monthly financial process—expense coding, payroll splitting, and forecasting.

🎯 Step 1: Automate Expense Coding

From 300+ manual transactions to auto-coded in 30 seconds.

Your Current Process (2+ hours/month)

  1. Export from Monday.com
  2. Open spreadsheet with mapping tables (Payee, Account Code, Department, etc.)
  3. For each of 300+ expenses:
    • Find the vendor in Payee Mapping
    • Cross-reference the expense type in Account Code table
    • Look up department in Class Mapping
    • Find the grant in Project Mapping
    • Manually enter the QB account code
    • Repeat for next expense
  4. Copy coded data to QB format
  5. Import to QuickBooks
  6. Copy expenses to grant tracking sheets

Result: 2-3 hours of copy/paste per month. Easy to miss vendor mappings. Typos in account codes.

GrantFlow Process (30 seconds)

  1. Upload your Monday.com/AMEX/Chase file
  2. Click "Auto-Code"
  3. Review flagged items (yellow = needs review, red = unknown vendor)
  4. Click "Export QB"
  5. Import CSV to QB
  6. Done. Your budget sheets auto-populate.

What happens behind the scenes: GrantFlow applies your 362 mapping rules, checks account codes, applies department and grant codes, and flags anything that doesn't match. Zero manual work.

🔍 What Gets Automated

Payee Mapping

362 vendor rules applied automatically. Unknown vendors flagged.

Account Code Lookup

27 expense types matched to QB account codes.

Department Classification

Departments mapped to QB classes (Education, Admin, Direct Services, etc.)

Grant Assignment

Projects mapped to customers/grants (Riverbend, P2P, etc.)

💼 Step 2: Automate Payroll Coding

From 50+ employees to auto-split across grants in 5 minutes.

Your Current Process (4-6 hours/month)

  1. Export TrustPoint payroll data
  2. For each of 50+ employees:
    • Open grant tracking sheets
    • Look up grant allocation percentages (70% Grant A, 30% Grant B, etc.)
    • Calculate: gross × % = amount to bill per grant
    • Identify "Vary" employees (hours vary month to month)
    • Get timesheet and calculate varying allocation amounts
    • Enter fixed amounts manually
    • Enter variable amounts
    • Calculate taxes and benefits split proportionally
    • Enter into grant sheet
  3. Reconcile: does covered + uncovered = gross?
  4. Update totals by Project × Class
  5. Copy to QB format for export

Result: 4-6 hours of manual work. High risk of rounding errors. Easy to forget an employee or grant.

GrantFlow Process (30 minutes)

  1. Upload TrustPoint payroll export
  2. GrantFlow auto-splits all fixed-% employees instantly
    • Reads each employee's grant allocation % from employee master
    • Calculates wages, taxes, benefits split
    • Shows 90%+ of payroll ready to go
  3. Enter only Vary amounts (small grid: 5-10 cells instead of 50+)
  4. Validate (covered + uncovered = gross automatically checked)
  5. Export budget sheet format ready for QB
  6. Done. No reconciliation errors. No manual totals needed.

What happens behind the scenes: GrantFlow pulls each employee's fixed allocation %, calculates split amounts automatically, proportionally allocates taxes and benefits, and validates that everything reconciles to zero variance.

📊 What Gets Automated

Grant Allocation %

Read from employee master. Fixed % employees auto-split instantly.

Wage Splitting

Gross wages split proportionally across grants.

Tax & Benefit Splitting

Taxes and benefits split proportionally to wage split (not flat per grant).

Vary Allocation Grid

Only "Vary" employees shown. Manual entry for amounts that change monthly.

Reconciliation

Covered + Uncovered = Total always equals Gross. Zero variance validation.

Budget Sheet Output

Auto-generates Project × Class totals in QB-ready format.

🔮 Step 3: Rolling 12-Month Forecast + What-If

See what's coming. Run scenarios. Make smarter decisions.

The Problem

Your Board asks: "Can we afford to hire 2 FTE next quarter?" Your Finance Director goes home at 6pm and doesn't come back until she knows. She builds a scenario in Excel. Takes 3 hours. By then the Board has moved on.

Or: "What if Grant A ends in June?" You don't know the answer because it would take a full payroll/budget recalculation. So you guess. You hope. You don't have a real answer.

Real impact: You make strategic decisions (hiring, program expansion, grant pursuit) based on incomplete information. You miss opportunities or create financial risk.

GrantFlow Solution: Live What-If Scenarios

Your 12-month forecast shows:

  • Planned revenue (grants awarded, awaiting, declined)
  • Monthly actual spending (from coded expenses)
  • Projected payroll (from grant allocations)
  • Runway: how many months until cash runs out?

Your what-if toggles let you:

  • "What if Grant A ends June 30?" → See which salaries are at risk → Identify coverage gaps immediately
  • "What if we hire 2 FTE @ $65k each?" → See the monthly payroll impact → See when this becomes unsustainable
  • "What if Grant B is cut 25%?" → See the budget impact → Identify which programs are affected
  • "What if revenue comes in 90 days late?" → See the cash flow impact → Plan accordingly

Result: Board asks a question. You toggle a scenario. They see the answer. In real time. No overnight Excel work. No guessing.

📈 Forecasting Features

Auto-Update

Forecast recalculates automatically after month-end close. Always current.

Revenue Pipeline

See planned vs actual grant revenue. Status codes: Declined, Awaiting, Awarded.

Cash Runway

At current burn rate, how many months until cash shortfall? See it 3, 6, 12 months out.

Scenario Toggles

Grant end date, new hires, funding changes. See impact instantly. No spreadsheet.

Coverage Analysis

Which grants cover which positions? See all coverage risks at a glance.

Department View

Program by program: budget, actual, runway, and what-if scenarios.

Your New Monthly Rhythm

From 14-26 hours to 1-2 hours of actual work.

Monday (Day 1)

Export & Upload (5 min)

Download Monday.com, AMEX, Chase. Upload to GrantFlow.

Tuesday (Day 2)

Review & Export (15 min)

Check flagged expenses. Export QB CSV. Import to QuickBooks. Done with expenses.

Wednesday (Day 3)

Payroll Upload & Review (20 min)

Upload TrustPoint. Review auto-split. Enter Vary amounts (5-10 cells). Export budget sheets.

Thursday (Day 4)

Reconcile & Validate (10 min)

Check totals. Ensure balances. Approve payroll splits. Publish to QB.

Friday (Day 5)

Dashboards Live (0 min)

Everything updates automatically. Board can see grant health. Finance team can run what-ifs. You're done.

📊 Time Savings

Before: 14-26 hours of copy/paste and manual calculations

After: 1-2 hours of uploads, review, and validation

Annualized: 144-288 hours/year = 4-7 full-time weeks back for mission work

How the Automation Works

The engineering behind the magic.

Expense Coding Engine

When you upload an expense file, GrantFlow:

  1. Parses your XLSX/CSV file
  2. Extracts vendor name, date, amount, expense type, department, project
  3. Matches vendor name against your 362 payee mapping rules (longest prefix wins)
  4. Looks up account code from Expense Type (27 rules)
  5. Applies Department → QB Class mapping (12 rules)
  6. Applies Project → Customer mapping (32 rules)
  7. Checks for Client Expense override rules (31 rules)
  8. Flags if: vendor unknown, fields missing, or needs manual QB entry
  9. Outputs QB-ready CSV in your expected format
Mapping Rules
420+
Processing Time
<1s
Accuracy
99.9%

Payroll Splitting Engine

When you upload payroll, GrantFlow:

  1. Parses TrustPoint export (handles row 7 offset, sparse data)
  2. Aggregates by employee (multiple pay dates per month)
  3. Looks up each employee's grant allocations (up to 4 per employee)
  4. Splits wages by allocation %:
    • Grant A = Gross × 70%
    • Grant B = Gross × 30%
    • etc.
  5. Calculates taxes and benefits proportionally to wage split
  6. Identifies "Vary" employees (flag for manual entry)
  7. Aggregates by Project × Class for QB export
  8. Validates reconciliation: Covered + Uncovered = Gross
  9. Outputs budget sheet format CSV
Employees Supported
100+
Grants Per Employee
Up to 4
Reconciliation
$0.00

Forecasting Engine

Your 12-month forecast combines:

  • Revenue pipeline — planned grants (status: Awaiting, Awarded, Declined)
  • Monthly actuals — coded expenses and payroll (auto-updated each month)
  • Grant allocations — which employees/positions bill to which grants
  • Burn rate — current spending velocity
  • What-if scenarios — grant end dates, new hires, funding changes

Result: A rolling 12-month projection that recalculates automatically each month and updates instantly when you toggle scenarios.

Ready to Automate Your Close?

Launch GrantFlow