Grant reports that start from a filled-in draft
AI can fill in the numbers on a grant report, so your staff can spend their time on the parts only they can write. We work with a community food relief charity whose coordinator lost close to a week every quarter turning three volunteer spreadsheets into the funder's report. An AI helper now totals meals served and households helped and fills the template. The first draft takes about a day. Staff still write the stories, and the coordinator checks every number.
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Reports a small charity can stop building by hand
Funder and grant reports
Totals from your spreadsheets filled into each funder's template, with gaps flagged for the coordinator.
Board papers
A monthly summary of volunteers, programs, and money from your records, ready for the treasurer and chair to add to.
Annual report numbers
The year's totals, counted the same way every year, so comparisons hold up.
Volunteer hours
Hours by program and site, which many funders and awards ask for.
Where the reporting week goes
Funders want reports, and they want them on time and in their own format. For a small charity, that means the coordinator stops everything once a quarter to open every volunteer spreadsheet, add up meals or visits or hours, check them against last quarter, and type the totals into the funder’s form. Then the board wants a version, and the annual report wants another. Each one takes days the charity can’t spare.
How the report gets made
A report that writes itself (the industry calls it automated reporting) pulls your numbers from where they already live and fills them into the format someone needs. For a charity, we start with the report that costs the most time, usually the main funder’s. An AI helper reads your volunteer spreadsheets, totals what the funder asks for, and fills the template. The coordinator checks every number against the source and adds the parts only staff can write.
A food relief charity’s quarterly report
We work with a community food relief charity with two paid staff and about thirty volunteers. Every quarter, the coordinator lost close to a week to the report its main funder asks for, because the numbers lived in three different volunteer spreadsheets. Now an AI helper reads all three sheets, adds up meals served and households helped, and fills the funder’s template. The first draft takes the coordinator about a day. We also tried having it write the short stories about the people the charity helps. The staff wanted to tell those in their own words, and they were right, so now it only does the numbers.
Where staff still write
One volunteer site still logs meals on paper, so someone types those totals in by hand before the AI helper runs. The coordinator checks every number before the report goes out. And the stories, which are often what funders remember, stay with the people who know them.
If your team spends weeks on reporting, get your AI Starter Plan and tell it where the time goes.
Related
Read about our Reports that write themselves service, and how we help small teams in not-for-profits.
Small teams we work with
How a community food relief charity cut its quarterly grant report from a week to about a day
How a four-person fashion boutique replaced its Sunday stocktake with a report from Square
How a four-person social media agency cut 18 monthly client reports from two days to half a day
Common questions
Can AI write the whole grant report?
How do we know the numbers are right?
What if one site uses paper?
What does it cost?
Does it work with different funders' templates?
Get your reporting week back
Tell us which reports your charity owes and where the numbers live. Get your AI Starter Plan and you'll see how to start each one from a filled-in draft.
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