Across the UK, grantmakers are juggling more complexity with fewer resources than ever before. Whether it’s responding to urgent community needs, complying with governance requirements, or demonstrating impact to stakeholders, there’s one thing many UK funders are beginning to agree on: spreadsheets just don’t cut it anymore.
From national trusts to grassroots family foundations, funders are moving away from the patchwork of Excel files, shared drives, and email trails.
In their place? Purpose-built tools that make grant management smoother, smarter, and more sustainable.
If you’re a grantmaker still relying heavily on spreadsheets and cobbled-together workarounds, this guide is for you.
Why spreadsheets alone can’t keep up anymore
Let’s be honest, spreadsheets have done a lot of heavy lifting in the grantmaking world. They’re familiar, flexible, and (on the surface) free. But once you’re managing multiple grant rounds, juggling reporting deadlines, or sharing updates with trustees, they quickly become more trouble than they’re worth.
Here’s the problem. Spreadsheets aren’t the digital-first option that they were in 2010.
Even though AI has advanced spreadsheet capabilities significantly, they’re still documents, not platforms. You could argue that tools like Microsoft Excel, along with Copilot, can automate data analysis, create a summary, or even detect errors.
However, when it comes to grantmaking, spreadsheets often lack purpose-built features.
Let’s have a look at these:
- Application tracking
- Role-based permissions
- Real-time collaboration
- Reminders
- Multi-stage approvals
- Compliance audits and built-in audit trails
- Integrated trustee portals
- Role-based dashboards
- Configurable workflows
AI-enhanced or not, spreadsheets fundamentally aren’t built to handle grantmaking natively, securely, and at scale.
In fact, according to research, almost 90% of spreadsheets contain errors. For grantmakers tasked with transparency and accountability, that’s not just a faff, it’s a governance concern.
Worse still, they make it difficult to spot trends, track progress across programmes, or provide accurate reports to boards. When things go wrong (as they often do), the cost isn’t just time, it’s trust.
So, moving beyond spreadsheets is worth it, every single time.
What UK grant programmes really need from their tools
So what should UK grantmakers be looking for instead? At the core, it’s about finding tools that reflect how you actually work, not forcing your processes to fit into someone else’s mould.
That means:
- Configurable workflows that match different grant types, funding rounds, and review processes.
- Real-time visibility so that staff and trustees can see what’s happening without having to chase.
- Clear user roles so sensitive information is only shared with those who need it.
- Integrated communication to reduce the back-and-forth and keep conversations in one place.
- Transparent compliance oversight that reduces risk and builds trust.
- Real-time performance tracking for insights into progress with ease.
- Seamless financial integration for smooth, stress-free accounting.
The right grant management system should support your unique approach, whether that’s trust-based giving, rolling applications, or complex reporting requirements.
Tools that UK grantmakers are turning to in 2025
The good news is that UK grant programmes now have more options than ever. A growing range of UK grantmaker tools is available, each built specifically to meet the needs of funders.
Here’s what we’re seeing organisations adopt across the board:
| Tool type | Why it’s used |
| Grant management software | Centralises the full grant lifecycle from applications to reporting |
| Applicant portals | Simplifies the grantee experience and cuts down on email back-and-forth |
| Reporting dashboards | Makes it easy to demonstrate impact to boards, donors, and stakeholders |
| Document storage and audit logs | Keeps files secure and accessible, with a full history of decisions and updates |
| Communication tools | Keeps trustees and staff aligned across time zones and roles |
This isn’t just about technology. A sound grant management system is about reclaiming time, improving accuracy, and delivering funding with greater confidence.
Benefits of moving beyond spreadsheets
When you swap out spreadsheets for purpose-built tools, the benefits are immediate and tangible:
- Less duplication: No more copy-pasting across tabs or folders.
- Better collaboration: Everyone’s on the same page (literally).
- Greater accuracy: Data is structured, standardised, and easy to update.
- More transparency: Trustees and partners can access real-time insights without needing to chase reports.
- Stronger relationships: Grantees aren’t stuck emailing questions; they have a clear path.
And perhaps most importantly, digital tools help reduce the risk of human error, an issue that’s plagued even the most careful spreadsheet-based processes.
How purpose-built tools drive efficiency and strategy
Purpose-built tools don’t just tidy things up, they help grantmakers work smarter.
Take automation, for instance.
A good GMS will handle:
- Automatic email confirmations
- Progress report reminders
- Scheduled payments and instalments
- Notification of overdue tasks
Tools that work for UK grant makers mean your team can stop worrying about who’s followed up and start focusing on evaluating outcomes, refining strategies, and building stronger partnerships.
These tools also make it easier to align internally. Staff, trustees, and reviewers can see what stage each grant is at, who’s responsible for the next action, and where any delays are occurring. That level of clarity improves governance and reduces friction across the board.
When Garfield Weston, the UK’s largest family grantmaking foundation, manages around £62 million in grants each year, it’s no wonder others are re-evaluating their own systems.
Why the shift is happening now
So why are more UK grantmakers making the leap in 2025? There are several drivers. First, the volume and complexity of funding have grown significantly.
170,056 charities appeared on the Charity Commission’s register as of March 2024. Between March 2024 and January 2025, an additional 668 charities were registered.
Secondly, boards are demanding greater transparency and accountability. And finally, funders are under pressure to respond more quickly to community needs.
Additionally, major sector initiatives are pushing for smarter funding. The Foundations Guidebook, for example, draws on evidence from over 130 proven interventions, supporting more effective and evidence-led grantmaking. Without digital systems, engaging with that kind of data in real time becomes nearly impossible.
A sector-wide reality: Rising pressure, shrinking time
Grantmakers aren’t imagining the pressure. A recent CAF report revealed that 86 per cent of UK charities are facing increased demand for their services, and 88 per cent expect this demand to continue rising. That means grant programmes must be prepared to act faster, make decisions more confidently, and scale their processes without overloading their teams.
And while the number of funders continues to grow, with 170 new family foundations launched in the UK over the past decade, many are still using tools that simply weren’t built for the complexity and scale of modern grantmaking.
Start a conversation about tools that work for UK grantmakers
If your team’s putting their feet up thinking AI and spreadsheets will sort it all out, they might be in for a rude awakening. Or if you’re worried about reporting errors, lost documents, or unclear audit trails, it might be time to move on.
The good news? You don’t have to tackle the transition alone.
Foundant works with UK grantmakers of all shapes and sizes to help them find the tools that match how they actually work, from family foundations to community trusts and beyond. Whether you’re just getting started or ready to scale up, our systems are built to grow with you.
Ready to move beyond spreadsheets?
Let’s talk. Start a conversation with our team.