Multiple funding sources = Multiple compliance nightmares
Terminology Confusion
Federal calls them "awards," state calls them "contracts," foundations call them "grants." Each has different reporting requirements.
Manual Allocation Errors
Allocating expenses across funding sources is manual and error-prone. One mistake can trigger audit findings.
Separate Audit Reports
Each funder requires different documentation formats. Audit prep requires separate reports for each source.
Tracking Complexity
Organizations managing 3+ funding sources spend 40% more time on compliance tracking.
Multi-Grant Budget Management Through Smart Procurement
Purchase order controls ensure every expense is properly allocated and tracked
Multi-Company Architecture
Manage multiple grants, departments, and funding sources as separate entities with consolidated reporting
- Separate budgets and approval workflows per grant
- Cross-entity reporting for organization-wide visibility
- Role-based access control by funding source
Budget Tracking by Grant & Cost Code
Real-time budget monitoring at every level prevents overruns before they happen
- Budget checks before PO approval - hard stops or warnings
- Track by grant, project, cost code, or custom dimensions
- Encumbrance tracking - budgets reserved at PO creation
Real-Time Spending Dashboards
Visualize spending across all funding sources with instant drill-down capability
- Dashboard view by grant, department, or supplier
- Committed vs. spent vs. remaining budget at a glance
- Trend analysis and forecasting by funding source
Multi-Budget Cost Allocation
Split shared expenses across multiple grants with full audit documentation
- Split PO line items by percentage or amount
- Custom fields to document allocation methodology
- Automated GL entry with proper cost allocation
Chart of Accounts Integration
Seamless integration with QuickBooks, Xero, and Sage for accurate financial tracking
- Import chart of accounts automatically
- Map budget categories to GL accounts
- Push approved POs to accounting system as bills
Funder-Specific Reporting
Generate compliant reports for each funding source with one click
- Federal SF-425 format with procurement documentation
- State-specific expenditure reports with attachments
- Foundation narrative reports with spending details
How Multi-Source Compliance Works in Practice
From purchase request to financial reporting - all funding sources tracked
Request Purchase
Employee selects grant and cost code when creating PO request
Budget Validation
System checks budget availability across selected funding sources
Approval & Tracking
Routed to grant-specific approvers, budget encumbered immediately
Reporting
One-click reports by funder with all supporting documentation
From spreadsheet chaos to single-source-of-truth
Educational Institution Managing:
- 5 federal grants
- 3 state contracts
- 8 foundation grants
Before:
- • 60 hours/month on compliance tracking
- • Frequent allocation errors
- • 3-week audit preparation
After:
- • 15 hours/month on compliance
- • Zero allocation errors
- • 4-hour audit preparation
- ROI: $85,000 annual savings