Grant closeout software: export one packet when the award ends
Closeout is easy to finish when the evidence has been filed against each deliverable all along, and slow when it is scattered. GrantClose keeps each file with the deadline it supports and exports one ZIP per award when it ends. Free for 1 active award, 1 seat and 250 MB, with every feature.
What closeout needs, by hand or in a tool
- Find the closeout, final report and record-retention terms in the agreement, and the dates they run from.
- Put the final report deadline on a shared calendar, counted from the end of the award period.
- Reconcile the books to the budget in your accounting system.
- Gather the evidence for each deliverable into one folder, named so anyone can find it.
- Submit the final reports through the funder's channel and save the confirmation.
- Settle any unspent funds as the agreement requires, then archive the packet for the retention period.
The full list with the reasoning is the grant closeout checklist. For the folder layout, see how to organize grant files.
What GrantClose does for steps 1, 2, 4 and 6
- Dates and owners. The closeout and final report dates sit in the same list as every other deadline, each with one owner and email reminders at 30, 14, 7, 1 and 0 days before.
- Evidence stays with its deadline. Attach the receipt, the signed form or the submitted report to the deadline it supports, and add a note where a file is not enough.
- One ZIP per award. The closeout packet holds a folder for each deliverable with its files, and an index.csv listing every deliverable and every file with its SHA-256 checksum, so you can show what was in the packet and that it has not changed since.
- Finished awards stay readable. Closed and archived awards never count against your plan and stay readable and exportable on every tier, including Free. They are read-only; to edit one you reopen it, which takes an active-award slot.
What it does not do
- It does not handle money. Reconciling spending to the budget stays in your accounting system or spreadsheet.
- It does not write your final report or submit anything to the funder. You do both, then attach the confirmation as evidence.
- It does not tell you what your agreement requires. A packet is a record you assembled, not a guarantee that a funder or auditor will accept it.
- A packet over 200 MB of files is not built as one ZIP; GrantClose lists the files to download instead.
Try it on the award you are closing now: create a free account, add the award, attach the evidence you have to its deadlines and export the packet. Free for 1 active award, 1 seat and 250 MB, with every feature.
GrantClose never submits anything to a funder, writes your reports or gives legal, audit or compliance advice. Your award agreement and your funder's instructions are the authority on every date and requirement.
Questions
What is in the closeout packet?
A ZIP with a folder per deliverable holding its files, and an index.csv listing each deliverable and each file with its SHA-256 checksum.
Can I still export after the award is closed?
Yes. Closed and archived awards stay readable and exportable forever on every plan, including Free.
Does the packet prove compliance?
No. It is an organised record of your evidence. Your agreement and funder decide what is required.