Key grant management features: Chances are, you're getting it wrong

In picking out GMS features, a checklist mentality can get in your way. Here's how to determine which features you actually need.

Bailey Marvin

Solutions Engineer

Last updated:

July 30, 2026

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As a GMS solutions engineer, I’ve spent the last decade helping funders find the right software setup for their programs.

Being inside this process for hundreds of nonprofits, foundations, government agencies, and corporations has helped me see how these teams make decisions about grant management software (GMS). I’ve learned which features matter most and why.

One of the biggest mistakes I see when an organization starts evaluating software is that they come with a checklist mentality. They have a list of features they want, and they expect the decision-making process to be just ticking down that list.

But features don’t mean much as just a line item. You need context. You need cohesion.

Here’s how to actually find the right feature set for your team.

Don’t box yourself into old processes

Grant management software is not supposed to just take your old processes and make them digital. Or at least if that’s all it does, you’re missing out on a whole lot of opportunities to improve how you work.

Software should help you reimagine your process. I often coach teams to think about their workflows differently. So sometimes, they come into the conversation saying “We need this five-step process” and then when we map it out in Submittable, they actually don’t need a couple of those steps. And things can move much smoother and faster than before.

Letting go of your old process can also save you money. It’s often more costly to build out that five-step process than to lean into the efficiencies of the software that help you eliminate two unnecessary steps.

Example 1: Use a new GMS as an opportunity to update your process
Request	Reality Check	Solution
The client wanted to push every transaction into accounting for approval before routing back to their GMS solution because that’s what they’d done in the past.	We could do that in the GMS, but it gets expensive quickly. In reality, the team was running payments once a week.	We utilized in-app approval flows to bring stakeholders into the system. Then performed exports on a set cadence when ready.

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Work backwards to find the features you need

As tempting as it is to start right in comparing feature sets, that’s like going to the doctor asking for medicine before you know what’s actually wrong.

The teams that are most successful are the ones willing to take a step back and identify their challenges before they start digging into features.

If you’re exploring software options, the best way to step into those conversations is to say: “Here’s what we’re doing now, and here’s what we’re struggling with.” That’s so much more useful to me than someone coming in with a list of features they think they need. Because then we can really work together to solve the core problem the team is experiencing today rather than covering it with a nice automation.

Example 2: Focus on features that solve current challenges
Existing Process	Challenges	Essential Feature
The client was pulling reports as an Excel spreadsheet and merging them with external data sources.	No real-time updates, miscommunications across teams	Customizable and shareable dashboards in the platform

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Look for overlap, not originality

It can be tempting to step into a sales conversation focused on ways that your organization is unique. But I see a lot of teams get too far out over their skis this way. They get so fixated on creating a bespoke solution, they get lost in the details. And end up creating a cumbersome and expensive workflow.

The best place to start is: what can the software do for you right out of the box? It might not be everything. But usually it’s much more than you think. So if the software can do 95% of what you need right out of the box, we can work with you to build for the last 5%.

Example 3: Out-of-the-box features > bespoke features
Common Request	Unique Detail	Solution
Need to connect your GMS to other legacy information systems	A unique institutional system that doesn’t integrate with other software	Create a custom plug-in to feed data into the GMS with a flat file

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Key grant management software features to expect in 2026

Though I recommend getting away from a checklist mentality, there are some instances when a feature checklist can be really useful. Such as an RFP process, getting sign-off from other departments, or an initial comparison of options.

Here are the features to look for in 2026.

Key grant management software features
Feature	Key Consideration
Applicant Portal	Is there clear status tracking for admins and applicants?
No-code Form Builder	Can you build forms and make changes on your own? What about after you launch your program?
Branching & Conditional Logic	Is the logic easy to map out as you build?
Multi-round Reviewer & Scoring Workflows	Can you support external and internal reviewers with different permission levels?
Third-party Integrations	Is there a two-way API? Does the system have a team to support and expand these?
Funds Management & Distribution	Does the tool issue award dollars or only track them?
Real-time Reporting Dashboards	Can you report on all modules within one reporting tool?
Budget Management	Can you create the budget sub-categories you need?
Reporting Templates	Are templates available? Do they simply show a few high-level metrics?
AI & Automated Review	Can you build custom logic for your automated and AI review?
Smart Import	What kind of documents can you parse info from?
Milestones	Do milestones connect automatically to what was submitted originally?
Identity Verification	Is there knowledge-based authentication or low-friction ID verification that doesn’t burden applicants?
CRM Features	Is there a clear audit trail of your relationship with applicants over time?
Localization	Is there multi-language support?
Mobile Responsiveness	Is every stage of the application fully mobile responsive?
E-signature	Is e-signature integrated into the GMS?
Autosave	How often does work autosave for admins and applicants?
Collaborative Applications	Can applicants and admins collaborate in real time?
Single Sign-on & Multi-factor Authentication	Is there support for applicants who need technical assistance?

Your GMS should be a true partner

Your grant management software needs to tick all the boxes on your checklist, but that can’t be all it does. Behind the software there should be a team that becomes a true partner with you. That’s how a list of features turns into a system that actually works for you.

Ready to see some of the essential features in action? Experience Submittable's interactive tours and feature videos at our demo center.

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Bailey Marvin

Solutions Engineer

Bailey Marvin is a solutions engineer at Submittable who works with organizations to scope, design, and launch grantmaking programs. From integrations to workflow design, his work centers on making technology feel simple.

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