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Attach Documents and Track the Checklist

Goal: Keep the grant's paperwork — the application, the award letter, the approved budget, reports and correspondence — with the grant, and know at a glance which of the funder's required documents are verified and which are still open.

Where to find it​

Open a grant from Fundraising → Grants and choose the Documents tab. Anyone who can view grants can read it. Uploading, deleting and editing the checklist need the Manage Grant Documents permission, which administrators, staff and fundraising coordinators have by default.

Upload a document​

Choose the document's type — Application, Award letter, Report, Budget, Correspondence or Other — then Upload Document, or drag the file onto the card. PDF, Word, Excel, CSV, plain text and images are accepted, up to 20 MB. The type is checked on the server as well as in the browser, so a file the browser could not identify is refused rather than stored.

Each document shows its type, file name and size. Use the eye icon to preview PDFs, images and text in place, or the download icon to save a copy.

:::info Receipts and invoices do not go here The Documents tab holds what belongs to the grant itself. An invoice belongs to the expense it supports — a cost can be paid by more than one grant, so its backup follows the cost, not the grant. The type selector deliberately offers no "receipt". Expense evidence arrives with the spend-tracking release. :::

Delete a document​

Use the trash icon and confirm. The file is removed from storage, but a record of the document — who removed it and when — stays with the grant, so an auditor can see that it existed. If the document was linked to a slot on the checklist, that slot's verification is cleared at the same time: the checklist never looks complete on a file that is gone.

The required-document checklist​

Above the files sits the funder's checklist: one slot per document the funder asks for. The header counts how many required slots are verified and how many optional ones exist.

  • Add requirement adds a slot with a label, an optional description and whether the funder requires it. New slots go at the end.
  • The pencil edits a slot's wording or required flag. The trash icon removes the slot; any document it pointed at stays on file.

A slot is complete only once someone on staff has verified it. Choose Verify, then either pick the document on file that satisfies it or, when the record lives somewhere else — a determination letter kept by Finance, a policy on the board portal — write a note saying where. One or the other is required; a slot cannot be ticked with nothing behind it.

A verified slot shows what satisfied it, who verified it and when. Unverify withdraws the verification but keeps any linked document in place, so a slot can be re-checked after a document is replaced.

On archived grants​

An archived grant keeps its documents and checklist exactly as they are. They can still be read and downloaded, but nothing can be added, removed or verified.