Smarter Week

How to automate it

How to automate “track program spending against grant budgets”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a month
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Tag every expense to its grant in the accounting system

Classes, funds or tags in your accounting system (or fund accounting software) let you run budget-versus-actual by grant at any time, instead of rebuilding it in a spreadsheet each month.

Typically saves about 45% of the time3 h to set up
  1. 1Agree with finance one code per grant or restricted fund (QuickBooks classes, Xero tracking categories, or fund accounting in Aplos, Sage Intacct or Financial Edge).
  2. 2Load each grant's budget against those codes.
  3. 3Make sure every bill and payroll line is coded when entered.
  4. 4Run budget-versus-actual by grant monthly and flag anything over 10%.

Tools: QuickBooks classes · Xero tracking categories · Aplos · Sage Intacct · Blackbaud Financial Edge NXT

Fix 2 of 2

AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Program manager / coordinator

HourLeak · the 8-minute work audit

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Other common tasks for Program managers / coordinators