SmartyGrants


Five key problems that SmartyGrants solves


The five key problems and why SmartyGrants is the solution

In building SmartyGrants we’ve examined, analysed, interrogated and distilled the lessons from thousands of people and programs drawn from all kinds of settings in order to build the best, most practical, most powerful system possible.

SmartyGrants provides the solution to five key grant making problems:


Problem #1 "I’m flooded by paper and overwhelmed by admin."


Your office starts to resemble a paper mill as your grants round draws to a close. You’re getting repetitive strain injury from all the typing, eyestrain from trying to decipher the handwriting, the photocopier has just jammed for the fifth time in a day, and you’re wondering how you’re going to get it all into some sort of order.

You’d love to spend more time working with your community but the sheer amount of paperwork is keeping you chained to your desk


SOLUTION: SmartyGrants makes it easier to receive and process applications


  • VIRTUALLY ELIMINATE DATA ENTRY: Where an online application option is available, the vast majority of applicants choose this over hard-copy or emailed alternatives (one SmartyGrants user, using online applications for the first time, found about 76% of applicants opted to submit online), meaning they do their own data entry.
    In addition, (optional) enforced word limits cut down your exposure to the wafflers. Of course, you can also still accept hard copy forms for those who still need an offline option.
  • INSTANT STATUS CHECKS: Streamlined due diligence through automatic population of key fields such as the applicant organisation’s tax status.
  • ENFORCED COMPLIANCE: The compulsory application form fields chosen by you at the start of the round ensure applicants are unable to lodge without all required information.
  • INSTANT REMINDERS: SmartyGrants tracks all the tasks associated with an application, so you are always on top of what needs to happen next.
  • CONTROL: Your data is your data. We make sure it’s safe at our end, but you can also get a regular backup to store on your own site, and you can take it all away with you any time you like. Data can be easily migrated into any other grants management system.

Problem #2 "Our grants management systems just haven’t kept pace with the needs of our program."


You’re a grants officer, not a tech head – you want to run your program, not deal with unwieldy databases and unreliable connections, not to mention servers, security, software updates and backup schedules. Why can’t it all just work?


SOLUTION: You can rely on SmartyGrants to set you free from technical issues.


  • WE’RE HOSTING: We host and manage the software on our secure servers (our techies don’t need to go anywhere near your office). Same goes for your data. So you don’t need to install or maintain yet another business application.
  • IT’S OUR PLEASURE: Our subscription-based model means it’s in our interests to keep you happy. We fix any problems as and when they occur, and we offer any improvements or enhancements immediately to the entire subscriber base, not just the favoured few, without asking for any more money.
  • WE DON’T CARE WHAT SORT OF SYSTEM YOU USE: Almost all operating systems and browsers are supported for grantseekers and grantmakers. All you need is an internet connection and a browser.
  • SECURITY IS OUR BUSINESS: Security was the first thing we built when we started SmartyGrants, we didn’t try to tack it on as an afterthought. We have drawn on our vast experience running the secure GiveNow.com.au online giving centre over the last decade, which processes more than 40,000 credit card transactions worth around $5 million per year. The SmartyGrants servers are housed in one of Australia’s most secure data centre facilities; with all of the associated benefits that this brings in terms of security, environmental control and protection against interruption.
  • WE’LL HOLD YOUR HAND (BUT ONLY IF YOU NEED IT): Our system draws on the best and newest technologies to ensure your user experience is trouble-free. If you do need help, we always answer the phone, and we’re always happy to assist. We can also provide training for your staff if required.

Problem #3 “I’m not sure if we’re ready for the auditors.”


Local, state and federal government – no tier or type of grant can escape the auditor’s glare. It’s only a matter of time before they come knocking on your door. Are you ready for them?

The past decade has seen a slew of auditors’ investigations on the administration of grants in Australia (the vast majority, depressingly, offering a fairly critical assessment).

You’re expected to comply with privacy regulations and government records management legislation, and keep your stakeholders happy as well. Your grantseekers trust (and so they should) that you’re protecting the data associated with their applications. Your organisation’s reputation is at risk if you slip up.


SOLUTION: Security is a key issue. SmartyGrants keeps your data safe, while creating and maintaining an inbuilt audit trail.


  • EVERYTHING IN ONE PLACE: Show the auditor how a decision was reached; from the initial application form, to comments from your community assessment panel, plus copies of correspondence and all of your file notes.
  • FLAG NON-COMPLIANCE:Bring up all the historical details relating to your organisation’s dealings with any past or current grant applicant. You can easily flag non-compliance by either “yellow carding” or “red carding” an individual or organisation.
  • PRIVACY: All of your data is stored within Australia (Sydney, to be precise), so you can comply with privacy legislation that prohibits sending private data offshore.
  • SECURITY: Our Community has 10 years’ experience in running a secure online donations service (processing more than 30,000 credit card transactions worth around $5 million per year). We use the same security as every major bank to protect your data. All communication between grants officers and SmartyGrants is encrypted.
  • SWIFT DISASTER RESPONSE: The SmartyGrants servers are constantly monitored. Should any hardware failure occur it will be noticed within minutes. Nightly backups are also made and stored at a secure offsite location.

Problem #4 “I need an easier way to slice and dice our data”


Your current grants management system doesn’t allow you to analyse who has been receiving money in any given year, let alone analyse any patterns across multiple years.

You don’t know if you’re giving grants to the same old groups every time, or if disadvantaged groups in your catchment are getting their fair share.

You don’t know if you’re funding organisations or individuals with a chequered funding history, or if your applicants are double-dipping.

There must be a better way to do this!


SOLUTION: There is a better way! The answer is SmartyGrants.


  • ANYTHING AND EVERYTHING: Any data that is collected during the application or reporting processes can be instantly called up to produce a custom report designed for your own info, for your managers, for your assessment panels, the auditors, Freedom of Information or legal requests – or for any purpose at all.
  • DOING IT YOUR WAY: Reports can be accessed in a variety of formats. Beyond the report templates provided with SmartyGrants you are free to design your own using any data collected by the system.
  • BANISH BLIND HOPE: SmartyGrants allows you to call up individual or organisational contacts in an instant, allowing you to see exactly what their history is in relation to your programs. You will know instantly what grants they have applied for or won, if they’ve acquitted the last grant, or if there are issues that might affect future grants.
  • ELIMINATE DOUBLE-DIPPING: So long as all the grants programs run by your organisation are using SmartyGrants, you’ll be able to tell how many applications an organisation (or individual) has made and whether the applications have been approved, are still pending a decision, or were rejected.

Problem #5 “Everyone’s telling us to get online”


There is an unstoppable momentum propelling grantmakers of all sizes and across all sectors out of the past and onto the internet. You know it makes sense – you’ll save time and money and you’ll be more efficient and accountable if you can offer online applications and manage the entire grant cycle – from submission to acquittal – in the same place.

But it’s so hard to know where to start. You know that grants offices all over Australia are littered with expensive, custom-built, bells-and-whistles systems that have become obsolete or unworkable. You don’t want to become a statistic.


SOLUTION: SmartyGrants is the perfect solution for every grantmaker, whatever your size or budget


  • DIP YOUR TOES IN THE WATER: SmartyGrants is one of the few systems that will allow you to try before you buy. Set up a no obligation, free trial account and see if it’s for you before you make any payments at all. We’re also happy to do a face-to-face demonstration of what our system can do.
  • PERFECT FOR COMMITMENT-PHOBES: Our system is based on a yearly subscription fee so you’re free to move on whenever you like. We don’t lock up your data either – you can take it away whenever you choose.
  • ONE CLICK AND YOU’RE ON: We use Software as a Service (SaaS). That means you just turn on your computer, connect to the internet, and you’re up and running. No need to build anything (that means no capital expenses); no need to install or upgrade anything (that means minimal hassle for your IT department).
  • SO SIMPLE EVEN YOUR NANNA COULD USE IT!: Don’t be deceived by its simplicity, SmartyGrants is no Mickey Mouse solution; our smart, reliable, intuitive design and functionality are world’s best practice.
  • DESIGNED FOR YOU (AND THEM): Unlike many other software solutions, SmartyGrants has been designed specifically for grantmakers – it’s not something that’s been bolted on to some other software program. That means it does what you expect and need it to do. Your grantseekers (including disability groups – we’re ‘Double A’ compliant with the Web Content Accessibility Guidelines version 2.0) will love it as much as you do!
  • FLEXIBLE ACCESS: For grants officers, SmartyGrants can be accessed by any computer that has an internet connection. You can control which officer (or assessment panel member) can access which information. For grantseekers, any internet browser and connection will suffice.
  • LOW COST: We bear the costs of developing, testing and improving the system because we’re confident it will be taken up by many. Our annual subscription-based service allows you to avoid capital costs or upfront licence fees, implementation costs and ongoing (and unknown) support and upgrade costs. Our low annual fee is based on how big your budget is, not how many applications you receive.
  • PLUG IN AND GO: There’s no lag time. Once you’ve made the decision to use SmartyGrants, we can have you up and running within hours. There’s no need to install anything. All you need is an internet browser.