A post to Exponent Philanthropy's blog

Why Your Net Grant Matters

Photo by Kindel Media from Pexels

Grantees incur costs preparing your grant application. When you make a $10,000 grant, the value to your grantee may be $9,000. For a $20,000 grant, the value may be $17,500. Time is money. It takes time for nonprofits to fit language to your unique questions and format, as well as customize their financial documents to your specifications.

Nonprofits spend considerable hours completing one application for one funder, according to Project Streamline’s research and information gathered by foundations from grantee surveys. Since nonprofits typically apply to dozens (sometimes hundreds) of funders, the hours can quickly add up to a major expense. This also diverts resources from meeting their mission or building capacity.

For small community-based nonprofits with limited staff, the costs can be overwhelming. And these costs disproportionately affect communities of color, which are often served by smaller grassroots organizations.

To make their funding go further, foundations must be more aware of the costs nonprofits incur, and take steps to reduce them. Foundations might consider compensating grantees for application costs by adding to a grant award to acknowledge time and effort.

Determine the true cost of your grants

Project Streamline developed a simple way to calculate the proposal-writing costs incurred by nonprofits: the Net Grant. The Net Grant is the total amount of your grant minus the cost of time and labor the nonprofit spends to apply.

To calculate your Net Grant, you need to know how much time organizations spend completing your application. Ask a sample of your grantees in phone conversations or email surveys. Some foundations ask a consultant to gather the information or choose anonymous surveys, such as our Grantee and Applicant Perception Survey, which often generate the most accurate data.

Once you have the data, share it with all your board and staff. The results can be surprising and open doors to conversations and solutions.

Eliminate application pain points

Common pain points include:

  • Character limits that require applicants to edit language they created for other funders
  • Special formats for financial information that require reformatting existing financials
  • Unique evaluation measures that force nonprofits to reconfigure data

Ask grantees which of your requirements take the most time. And ask yourself whether you really use each piece of information in the decision process. Assess its value versus the cost it imposes.

For smaller grants, consider a one-page application, or even a phone call. The IRS requires no process or documentation for grants to public charities, beyond verifying current tax status. If certain data is important to you, consider covering the costs of gathering it, and add several thousand dollars to your grant.

Build your knowledge and expertise

Many Exponent Philanthropy members scan the landscape of their community or chosen field, and some go on listening tours to talk with nonprofits, government agencies, business leaders, and area residents. Knowledge and insight about unmet needs in your community, solutions and approaches that show promise and success, and the current policy landscape give you greater clarity about what to look for in grantee partners, and reduce the need for documentation down the road.

Earn trust

Spending time meeting grantees and potential nonprofit partners, and demonstrating that you want to learn from them, reduces the power dynamic and breaks down barriers. The trust and familiarity that results can reduce the need for many requirements and paperwork, lowering transaction costs.

Create a board culture

Among the board, elevate the idea that your application, reporting, and evaluation processes create costs, and apply the concept of Net Grant in all grantmaking conversations. You might designate one trustee to play the role of internal catalyst to help the foundation pay attention to grantee relationships and grantee needs, and ways to partner effectively. Rotate this role every 12 to 18 months.

The simplicity of the Net Grant embeds a greater degree of self-awareness and intention throughout your foundation’s work. The first step is knowing what your process costs.

Subscribe to Blog via Email

Enter your email address to subscribe to this blog and receive notifications of new posts by email.

About the Author

Andy Carroll advises staff, trustees, and donors of leanly staffed foundations in leadership, advocacy, and catalytic philanthropy. He works to empower more small foundations to leverage their unique position and assets to catalyze change on important issues. Andy has an MBA from the University of Michigan Business School and 30 years of experience in management, training, and program development for nonprofit organizations. Follow Andy on Twitter @andycarrollexpo.


  1. Allen Smart

    This article has a really powerful underlying question. What do funders do with the information they collect? What about on an annual basis- take 10 proposals- and have the utility of each section/question given a grade/score by program staff, grants management, senior leadership, fiscal and Board Committee members(if applicable). Dump at least one question a year and dont replace it unless there is a real need! If you have little in the way of staff, call upon some of your funder friends for the same exercise. When you get rid of a question or replace with a different question, publicize why!

    • Andy Carroll

      This is a terrific idea for nurturing a continual process of self-awareness and self-assessment at one’s foundation. Thank you for sharing it with our community.

      Andy Carroll

  2. Mr. Patrick DeMoon

    Andy, thanks to our membership in Exponent Philanthropy
    We at The Kara Foundation learned early on the importance of helping our grantees to eliminate unnecessary labor and paperwork when requesting grants from us.
    Aside from their proof of nonprofit status we always suggest that they use their own words in three pages or less to tell us what they NEED, not just want and how we can help them achieve their goal. Over the years there have been only a few instances that we asked for more in-depth information.
    On feedback from our grantees we learned that they do appreciate the fact that we are aware of the dollars and time that is saved with this process.
    Thanks for bringing it to the forefront again.
    Patrick S.DeMoon
    The Kara Foundation

    • Andy Carroll

      It is wonderful to hear from you, a longtime leader in our field, teacher, and friend of Exponent Philanthropy. I am not surprised that you approach your requests of grant applicants with sensitivity and intention. Thank you for modeling and championing this mindset.


      Andy Carroll

  3. Dan Ringer-Barwick

    This is a nicely straightforward explanation of the net-grant concept. One additional perspective: thinking of net grants in this way doesn’t acknowledge that applicants receive grants from only some of the funders they apply to. If we say 1 in 3, then that gross $10K decrease to net $9K can look more like net $7K. That’s why incremental decreases in admin burden are so important.

    • Andy Carroll

      I couldn’t agree more. Thank you for extending the thinking and pointing out the multiple, unfolding costs faced by nonprofits, as they complete foundations’ application requirements.

      Andy Carroll

  4. Ron Wegsman

    Many nonprofits couldn’t tell you how much time they spend preparing a specific grant proposal. As a grantseeker I often find myself rushing from one proposal/phone call/meeting to another. I don’t have time to record how much time I spend on each.

Leave a Comment

Your email address will not be published. Required fields are marked *