Illustrative example data. No sound.
You set the requirements once. Report Back sends the reminders and lists who is late.
- i
Upload your active grants from a spreadsheet; no grants management system needed
- ii
Each grantee gets one no-login link listing every report it owes and when
- iii
Reminders 30, 14 and 3 days before each due date, on the day, and 7 and 14 days after
- iv
Each upload is checked against your report requirements, with a drafted follow-up for anything missing
- v
One overdue list, with the grants that have a payment coming up flagged
Reply-To: your own inbox
Hello Ana, a reminder from Alder Creek Family Foundation: this report is coming up for Eastside Youth Soccer League:
— Interim narrative (Grant 2025-021): due November 30, 2026
colin.gillingh.am/projects/report-back/g/…
Plain text, at most one email a day per grantee, every report it owes in one.
Interim narrative
Due November 30 · no account or password- Progress so far against the goals in the proposal
- Numbers served to date, against the targets
- Any changes to the plan, and why
- Met Outcomes against the goals
We set out to see 1,200 uninsured patients and saw 1,346.
- Met Numbers served for the period
Total patient visits, July 2025 through June 2026: 4,980.
- Missing One participant story, without names
Illustrative example data. Nothing is accepted or sent on the check's word: you accept the report or send the follow-up.
A sample foundation, 12 grants, through the real screens.
The dashboard, one grantee's link page, a reminder schedule and email, and a completeness check with its drafted follow-up. No sign-up.
- Up to 300 open reports at a time
- A link for each grantee, and reminders on your schedule
- A completeness check of every upload against your requirements
- The overdue list, payment flags, a Monday digest and CSV exports
- Report files kept 3 years after a grant's last report is accepted
Cancel any time.
Questions
Do we need a grants management system?
No. Upload a CSV or Excel file of active grants with the grantee, contact email, report name and due date. You map the columns once. Each grant can have several reports, such as an interim narrative, a final narrative and a final budget.
What do grantees see?
An email from Report Back that names your foundation, the grant and the reports due, with replies going to your own inbox. The link opens a page with no login where they upload PDF, Word, Excel or CSV files. Files already sent are listed by name only and cannot be opened from the link.
Does it decide whether a report is acceptable?
No. It compares each upload with the requirements you wrote for that report and lists what looks missing, such as a budget-to-actual table. You approve the report or send the drafted follow-up after editing it.
Can we change the reminder schedule?
Yes. The default is 30, 14 and 3 days before the due date, on the day, and 7 and 14 days after, then it stops and marks the report stalled. You can change the days, pause a grantee, or send your executive director a summary of late notices.
Is there a record of what was sent?
Yes. Every request and reminder is logged with date, recipient and report, and you can export the log as CSV.