From the Funding Sources page, click Add Funding Source (top right). You’ll see three options:
Unrestricted: Grants with no usage restrictions
Restricted: Funds with specific restrictions and conditions that you want to track
Reimbursable: Funds tied to conditional milestones
Non-Grant Funding: Best for earned income, donations, capital campaigns
Below is how each flow works and what you can do once a funding source is created.
1. Unrestricted Funds and Non-Grant Funding:
You don’t have a formal grant agreement
You’re tracking general operating support or simple program buckets
You want a simple place to tag transactions and see remaining funds
Steps
Enter basic details
Name the funding source (e.g., General Program Funds).
Optionally select the Program this bucket supports.
(Optional) Add fundraising goals & milestones
Toggle on Fundraising goals or milestones if you want to track progress against specific targets.
Add goals (e.g., “Raise $50,000 by 12/31”) or milestones as needed.
Review & complete
Confirm the details on the Review screen.
Click Complete to create the funding source.
Once created, this bucket appears:
In the funding source dropdown when you tag transactions
On the Funding Sources list, with a bar showing funding status and how much is available vs. spent
2. Restricted and Reimbursable Funding Sources
AI extraction process
Use AI grant creation when:
You have a PDF or document version of a grant agreement
The agreement is long or complex (multiple payments, milestones, exhibits, etc.)
You want ImpactGraph to extract and pre-fill the details for you
Step 1 – Upload your grant agreement
You’ll see a two-panel view:
Right panel: the full grant agreement you can scroll through.
Left panel: extracted data fields for you to review and edit.
Step 2 – Review basic details (organization, purpose, funder)
On the left side, ImpactGraph extracts:
Organization / sponsored project name.
Purpose of the grant (pulled from the early sections of the document).
Funder (added to your funder list if new).
Update or correct anything as needed, then continue.
Step 3 – Review and adjust the payment schedule
ImpactGraph reads the payment section and attempts to extract:
Each installment amount
Start / target dates
Overall total commitment
If the grant was issued recently, the system may initially use the agreement date as a target payment date.
Step 4 – Review extracted restrictions
ImpactGraph scans for common restriction patterns and categorizes them, for example:
Program-based – “Funds only for the sponsored project”
Location-based – “Funds can only be used in Oakland, California”
Expense-based – “No capital expenditures over $25,000”
Time-based – “Funds must be used by the end date of this grant”
For each restriction:
Review the text and category.
Delete restrictions that aren’t useful (e.g., obvious statements that don’t change how you operate).
Keep any restrictions you want to track for compliance.
Optionally add your own additional restrictions.
These restrictions will drive how the funding source is labeled (e.g., Restricted) and what you see in the detail view.
Step 5 – Review extracted requirements (reports & tasks)
ImpactGraph also identifies requirements such as:
Interim reports
Final reports
Audit / record-retention obligations
Monitoring or outcome reporting requirements
For each requirement, you can:
Expand the row to see pulled details (e.g., project goals, budget-to-actual, preliminary outcomes).
Verify the due date (e.g., “June 15, 2026” for the Year 1 interim report; “August 31, 2027” for the final report).
Edit titles or descriptions to be more meaningful for your internal team.
Step 6 – Confirm and create the funding source
On the Confirmation screen, review:
Name and purpose
Payment schedule (including any date edits you made)
Restrictions (only those you chose to keep)
Requirements and due dates
Click Complete to create the funding source.
Manual process (Step-by-Step From a Grant Agreement)
Use Manual grant creation when:
You have a grant agreement
You prefer to key in the details yourself
You want full control over the payment schedule, restrictions, and requirements
Choose "Continue without uploading a document" at the bottom of the screen
Step 1 – Basic grant details
On the first screen:
Enter the Funding source name (e.g., Colorado Climate Project).
Link to a Program if applicable.
Select an existing Funder, or click Create new to add one (e.g., Green Community Foundation).
Step 2 – Payment schedule (multi-year ready)
Use your grant agreement to set up the payment schedule:
Add each expected payment:
Amount
Target payment date (e.g., June 1, 2026; June 1, 2027; etc.)
Repeat until all scheduled payments from the grant are entered.
This creates a multi-year grant flow so ImpactGraph can track planned vs. received payments over time.
Step 3 – Restrictions (how the funds can be used)
Use your grant agreement to capture any restrictions:
Example: “Only for the Colorado Climate Project”
Other common restrictions:
Program-based – funds only for a specific program
Location-based – funds must be used in a specific geography
Time-based – must be spent by a certain date
Expense-based – e.g., no capital expenditures, or no single expenditure over a threshold
In the manual flow, you enter these restrictions yourself:
Add each restriction as a separate item.
Briefly describe the restriction (e.g., “Program restricted: only for Colorado Climate Project”).
Step 4 – Requirements & deadlines (grant compliance tasks)
Now add any requirements from the grant:
Interim or annual reports
Final reports
Deliverables & milestones
Audit or record-retention requirements
For each requirement:
Give it a Title (e.g., Interim report – Year 1).
Optionally paste or summarize the description from the agreement.
Add a due date (e.g., one year after each distribution: May 31, 2026; May 31, 2027; May 31, 2028).
Step 5 – Review & create
On the Confirmation screen, review:
Name, program, funder
Payment schedule
Restrictions
Requirements & due dates
When everything looks right, click Complete.
Working With a Funding Source After It’s Created
Whether you used Donation bucket, Manual grant creation, or AI-assisted creation, the funding source detail page works the same way.
Read more about it in the other Beginners Guide.
FAQ
Q: What if the AI extracts something incorrectly?
A: You can edit everything before saving: update names, change payment dates or amounts, delete or add restrictions, and adjust requirements. The AI is there to save time, but you remain in control of what’s ultimately stored.
Q: Can I change a funding source after it’s created?
A: Yes. Click on the funding source from the list page, then edit payments, restrictions, requirements, and documents as your grant evolves (e.g., amendments, revised deadlines, or new reporting obligations).
Q: How do grant alerts work for requirements?
A: Requirements with due dates (e.g., interim/final reports) show on the funding source page. Anything due within the next 30 days appears under Grant alerts, helping you prioritize upcoming tasks.
Q: Will I get a notification for grant alerts?
A: Yes, you will receive an email notification 7 days before a requirement is due.
Q: What happens if the actual payment date is different from the planned date?
A: The planned date is primarily for planning and alerting. When you receive funds, tag the transaction to the funding source; the payment status will update, and you can adjust the schedule if you want it to reflect the actual receipt date.
Q: Can I store multiple documents for a single funding source?
A: Yes. You can upload the original agreement, amendments, reports, and other supporting documents. Each upload can be labeled by type so you can quickly find what you need.