Choose what a report covers first, and then choose its output format. In GrantLink, the report type is the record that the report covers, which is one grant, one initiative, or one funder. Web, PDF, Excel, and CSV are output formats, not more report types.

Important: Each web report covers exactly one record. A grant report can't also be an initiative or funder report. Use an initiative or funder report when several grants belong in one report.

Compare the three report types

Report type	Use it when	Grants included by default	Where to start and find it later
Grant	One award is the reporting unit	The selected grant only	Grants > grant > Reporting > Reports
Initiative	One initiative combines several linked grants	Linked grants in Awarded, Active, or Closeout status	Initiatives > initiative > Reports
Funder	One funder wants a combined view of its grants	The funder's grants in Awarded, Active, or Closeout status	Funders > funder > Reports

The Draft report with Assistant button on each Reports tab opens a new chat with that record already selected. After chat creates the web report, the report appears on the same tab. Reporting > Saved reports lists every web report in the organization. Reporting > Obligations lists reporting deadlines and their template preparations.

For initiative and funder reports, you can choose which grants to include:

Current is the default. It includes linked grants in Awarded, Active, or Closeout status.
All includes every linked grant, whatever its status.
Custom includes only the linked grants you name for that report.

GrantLink checks a custom set against the selected initiative or funder. It leaves out any grant that isn't linked to that record, so confirm the included grants in the draft.

Grant reports

Choose a grant report for a progress report, final report, reimbursement package, or other report about one award. Depending on your request and the data available, it can use the following information:

Award details and reporting periods
Budget, actual, variance, and budget line detail
Allocated transaction detail and fund receipts
Funding shares, reporting obligations, earlier report snapshots, uploaded program files, and your organization's branding

Only a grant report can be linked to a reporting obligation. When chat links a new report to an obligation, GrantLink sets that obligation to In progress. Mentioning a deadline or period in chat doesn't guarantee the link, so check the obligation afterward.

Initiative reports

Choose an initiative report when the audience needs one view across the grants linked to an initiative. Say whether you want current grants, all grants, or a custom set. Also say whether totals should be combined, shown by grant, or both.

An initiative report can't be linked to a reporting obligation. Give exact dates, and check that grants with different award periods are treated the same way.

Funder reports

Choose a funder report when one funder has several awards and wants a combined view of them. Confirm which grants are included, because the default leaves out grants that aren't in Awarded, Active, or Closeout status.

A funder report doesn't replace separate reports for each award. Use separate grant reports when each grant has its own certification, reporting period, or submission requirement.

Choose the output format

Web report

Use a web report when you want a designed report that works on phones and computers, with a live preview in chat. After review, you can publish it to a web link that you share. Creating and editing a web report requires a Professional, Enterprise, or agency plan, and each new report counts against your plan's monthly report limit.

A web report has two statuses:

Status	Meaning
Draft	The report exists in chat, and you can review or revise it. Draft doesn't mean anyone approved it.
Published	GrantLink has started publishing the report to a web link.

Publishing takes a short time. Wait for the Published successfully! message and the View your deployment button before you share the link.

PDF of a web report

Use a PDF when you need a fixed copy to attach to an email or upload to a funder portal. After you check the preview, ask for a PDF in the report chat, and then select Download PDF. The PDF uses Letter size by default, and you can ask for A4. Each page has a footer with the report title and page numbers.

GrantLink doesn't update a PDF after later edits, so generate a new PDF from the revised report. Making a PDF of a web report is separate from filling a funder's PDF form, which the next section covers.

Funder Excel workbook or PDF form

Use a template preparation when the funder gives you a form to complete for a grant's reporting obligation. It doesn't require a Professional, Enterprise, or agency plan.

Open the grant, select Reporting > Templates, and select Add template.
Add an .xlsx or .xlsm workbook, or a fillable PDF form, of 3 MB or less. GrantLink can't fill .xls files, password-protected workbooks, XFA forms, or scanned PDFs.
Open Reporting > Obligations, select the obligation, and select Prepare in chat or Prepare new report.
In chat, confirm the obligation, period, due date, and template. Answer any questions about missing information.
Review the copy's field evidence and warnings, select Mark reviewed, and then select Download copy.

GrantLink fills a new copy and doesn't change your template. Missing fields stay blank, and GrantLink never adds signatures. You can't start a preparation for a closed or archived grant. You can't download the copy until you mark it reviewed. A prepared copy isn't a web report, and GrantLink doesn't file it, certify it, or request a payment from the funder.

Excel or CSV data export

Use a data export for internal review, reconciliation, or supporting detail when the funder doesn't require its own form. Ask for the data in chat, and then select Download .xlsx or Download .csv on the export card.

An export isn't a web report. It doesn't appear on a Reports tab, even when the data came from that grant, initiative, or funder.

Chat answer

Use an ordinary chat answer when you need an analysis or explanation, not a designed report. For example, you can ask chat when QuickBooks last synced, why a budget line is over, or which deadlines are coming up.

Don't ask for a web report when an answer or one data export is all you need. Each web report counts against your monthly report limit and stays saved in GrantLink.

Web reports have no Ready for review or Approved status. Template preparations do record review, and you can't download a prepared copy until you select Mark reviewed. Neither one replaces your organization's approval or certification process.
Publishing a web report doesn't submit it to a funder, mark its obligation as submitted, or record that the funder accepted it.
Anyone who has the link to a published report can open it, unless you protect it with a password.
Password options are no password, the grant's default password for a grant report, or a custom password. Password protection requires a Professional, Enterprise, or agency plan.
The Visibility and Customize Domain settings in the publish window aren't applied when you publish. Don't rely on them to limit access or set a domain.
GrantLink doesn't currently have an unpublish button, and archiving a chat doesn't take down a published report. Contact GrantLink support if you need to remove a published report.

For the full creation and review steps, see Generating Funder Reports. For advice on reading AI-generated content, see Understanding AI-Generated Summaries.