Understanding Report Types
Learn about the different types of reports you can create in GrantLink and when to use each one.
Bring this workflow into GrantLink to keep grant accounting tidy.
Understanding Report Types
GrantLink supports various report types to meet different funder requirements and internal needs. This guide helps you choose the right report for each situation.
Funder Report Types
Progress Reports (Interim Reports)
What they are: Regular updates submitted during the grant period, typically quarterly or semi-annually.
When to use: When funders require periodic updates on how funds are being used.
What to include:
- Financial summary (budget vs. actual to date)
- Program accomplishments since last report
- Challenges encountered
- Plans for next period
- Any budget modifications needed
Example prompt:
"Create a Q2 progress report for the Education Excellence grant showing spending through June 30"
Final Reports (Closeout Reports)
What they are: Comprehensive reports submitted at the end of the grant period.
When to use: When a grant period ends and the funder requires final accounting.
What to include:
- Complete financial accounting
- All accomplishments over the grant period
- Outcomes and impact achieved
- Lessons learned
- Sustainability plans
Example prompt:
"Generate a final report for the Youth Development grant that ended December 31"
Financial Reports
What they are: Detailed accounting of how grant funds were spent.
When to use: When funders want detailed financial data without narrative content.
What to include:
- Budget vs. actual by category
- Transaction details
- Variance explanations
- Supporting schedules
Example prompt:
"Create a detailed financial report for the Health Initiative grant for fiscal year 2024"
Annual Reports
What they are: Yearly summaries often covering multiple grants or the entire organization.
When to use: For board presentations, annual funder communications, or organizational reporting.
What to include:
- Overview of all grants
- Aggregate financial data
- Year's accomplishments
- Looking ahead
Example prompt:
"Generate an annual grant summary report for all grants active in 2024"
Internal Report Types
Budget vs. Actual Reports
Purpose: Monitor spending against budgets across grants.
Best for: Monthly or quarterly internal review, board meetings, management decisions.
Example prompt:
"Show me budget vs actual for all active grants as of today"
Cash Flow Reports
Purpose: Track when funds are received and spent.
Best for: Cash management, planning payment timing.
Example prompt:
"Create a cash flow report for the Johnson grant showing monthly receipts and expenditures"
Variance Reports
Purpose: Highlight areas where spending differs significantly from budget.
Best for: Identifying issues early, preparing explanations for funders.
Example prompt:
"Show all budget categories with variance greater than 10% for the Community grant"
Data Exports
Sometimes you need raw data rather than formatted reports. See Exporting Data to Excel and CSV for details.
Transaction Lists
Export detailed transaction data for audit preparation or funder requests.
Spending Summaries
Get summarized data by vendor, category, or time period.
Custom Data Pulls
Request specific data combinations for unique needs.
Choosing the Right Report
| Situation | Recommended Report |
|---|---|
| Quarterly funder update | Progress Report |
| Grant just ended | Final Report |
| Auditor request | Financial Report + Transaction Export |
| Board meeting | Budget vs. Actual or Annual Summary |
| Investigating overspending | Variance Report |
| Funder wants receipts | Transaction List Export |
Report Frequency Guidelines
| Report Type | Typical Frequency |
|---|---|
| Progress Reports | Quarterly or Semi-annually |
| Financial Reports | Monthly or Quarterly |
| Budget vs. Actual | Monthly |
| Variance Reports | Monthly |
| Final Reports | At grant closeout |
| Annual Reports | Yearly |
Tips for Different Funders
Government Funders
- Expect detailed financial reports
- May require specific formats (SF-425, etc.)
- Include all required certifications
- Keep transaction-level detail available
Private Foundations
- Often prefer narrative-focused reports
- Appreciate outcome stories
- Less rigid format requirements
- Value honest assessment of challenges
Corporate Funders
- Usually want concise summaries
- Focus on measurable outcomes
- May want logo/recognition mentions
- Shorter reports often preferred
Individual Donors
- Personal touch appreciated
- Impact stories resonate
- Less financial detail needed
- Photos and testimonials valuable
Put this knowledge to work in GrantLink
Track grants, automate reporting, and stay audit-ready in one place.