Grant Application Tracker Spreadsheet | Pre-Loaded Programs, Deadline Calendar (Excel/Google Sheets)

Stop managing grant applications in your email inbox.

This Excel spreadsheet gives you a complete grant tracking system. Track every application from initial research through award, monitor deadlines so nothing slips, manage budgets per grant, and build a funder directory that grows with your organization.

WHAT YOU GET:
One .xlsx file as an instant download. It opens in Microsoft Excel, and in Google Sheets after you upload it to Google Drive. Built and tested in Excel.

WHAT IS INCLUDED:

5 connected tabs designed specifically for grant management, plus Instructions, Sources and Lists tabs:

APPLICATION TRACKER
Track every grant with status, amounts, deadlines, priority, contacts, and notes. Room for 200 applications. Dropdown menus for status (Researching, Drafting, Submitted, Under Review, Awarded, Rejected), category, and priority, plus a Program dropdown that links a row to the pre-loaded directory. Conditional formatting highlights approaching deadlines in red so you never miss a submission. Four labelled sample rows show the colour rules; clear them before you start.

DEADLINE CALENDAR
Monthly calendar view auto-populated from your application deadlines. See at a glance what is due this month and next, with a dated list for each month. Color-coded by status. Change one cell to view any other month.

BUDGET SUMMARY
Track spending by category (personnel, equipment, supplies, travel, contractual, other) for each grant. Auto-calculated totals, variance tracking, and a summary section showing your total pipeline value, success rate, and average award size.

FUNDER DIRECTORY
Build institutional knowledge about every funder you work with. Track contact info, focus areas, award sizes, application windows, and your history with each organization (your applications, awards and average award fill in automatically from the tracker).

REPORTING
Auto-generated metrics including applications by status, funding by category, monthly submission volume, and success rates. Laid out as chart data, with 3 ready-made charts: applications by status, monthly submissions, and requested vs. awarded by category.

20 PRE-LOADED US GRANT PROGRAMS
Hit the ground running. The directory comes pre-loaded with 20 federal grant programs, including SBIR Phase I & II (NSF, NIH), STTR Phase I (NSF, NIH), USDA SBIR/STTR, USDA Rural Business Development Grants, NEA Grants for Arts Projects (earlier Grants.gov cycles were titled "Art Works"), EPA Environmental Education and Brownfields grants, EDA Public Works, IMLS Museums for America, DOT BUILD, and the CDFI Program. Each entry includes the agency, focus areas, typical award range, deadline information, eligibility notes, and a direct link to the program page.

Every entry was checked against the agency's own program page, funding notice or Grants.gov record on September 24, 2026, and the Sources tab lists the page used for each one. Where an agency publishes no dollar range, the cell says so instead of guessing. Where a program's window has closed, the cell gives the last published window. Amounts and dates change every funding cycle, so confirm on the program page before you apply.

SMART FORMATTING
- Deadlines turn RED when less than 7 days away (while the application is still Researching or Drafting)
- Deadlines turn ORANGE when 7 to 13 days away (same)
- Awarded grants highlighted in green
- Rejected grants grayed out with strikethrough
- Over-budget variances shown in red
- Auto-calculated success rates and pipeline totals

HOW TO USE:
1. Download the .xlsx file after purchase
2. Excel: just open it. Google Sheets: upload it to Google Drive, open it, then choose File > Save as Google Sheets
3. Clear the sample rows, then start adding your grant applications or explore the 20 pre-loaded programs
4. Customize the status, category and priority dropdowns on the Lists tab

WHO THIS IS FOR:
- Nonprofit program managers
- Grant writers managing client portfolios
- Small businesses pursuing SBIR/STTR funding
- Community organizations and university departments
- Anyone tracking more than 3 grant applications at a time

REQUIREMENTS:
- Microsoft Excel, or a free Google account to open it in Google Sheets
- No macros or add-ons required

This tracker is an organizing tool, not legal or funding advice, and it does not guarantee eligibility or an award.

ALSO FROM PALAVIR DIGITAL:
- Small Business Budget Planner (cash flow, expenses and grant funding): search "Palavir Budget Planner"
- Small Business Bookkeeping (income/expense tracking): search "Palavir Small Business Bookkeeping"

PRO VERSION AVAILABLE

This template is the starter. If you manage federal grant applications and need:
- 50 federal sponsors pre-loaded (NSF, NIH, USDA, DOE and 46 others)
- 75 CFDA codes ready to drop into any application row
- 2 CFR 200 compliance checklist (30 items)
- Multi-year PI effort projection with overcommitment flag
- Budget builder with F&A indirect rate
- Quarterly drawdown schedule

See Federal Grant Tracker Pro on PalavirDigital, listed at $39: https://www.etsy.com/shop/PalavirDigital