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NGOs

File study: restricted funds on the grant file, not a shared drive

How a grant file in Customer Flow keeps the award, restricted spend, approvals, and donor papers together for the next compliance request.

Nonprofit office desk with labeled grant, donor, and award folders beside a laptop and world map
The award, restricted spend, and donor papers stay on the grant file — not in a shared folder named final.

The problem on the desk

Donor rules live in a PDF. Spend lives in a workbook. Approvals live in email. When the donor asks which payment matched which restriction, the team rebuilds the story from three places.

What the file holds

  1. Step 1

    Put the award on a file

    The grant is a record, not a folder. Donor papers attach here. The restriction is visible before someone raises a payment.

  2. Step 2

    Spend against the restriction

    Procurement and payments on this award reuse the same partners and approvals as the rest of the workspace.

  3. Step 3

    Export the pack when asked

    Compliance is the trail on this file. You do not invent a ZIP the night before the donor visit.

When the file closes

The award, the restriction, the payment, and the approval sit on one grant file. Multi-project reporting still reads the same record. Country filings can change; the file does not.

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