Grant Evidence Bank Automation: Keep Your Proof Points Fresh
Automating your grant evidence bank means every outcome, testimonial, and budget figure stays current without frantic scrambles. This walkthrough shows UK teams how to connect CRM data, survey responses, and finance exports so Crafty always draws on verified, funder-safe proof.
TL;DR
- Map every system holding evidence and agree a shared tagging schema before you automate.
- Use lightweight automation (Zapier, Make, Airtable Automations) to funnel data into a single evidence table.
- Approve records monthly, sync with Crafty, and log consent so funders can trace every claim.
Why build a self-updating grant evidence bank in 2025?
Funders expect credible numbers referenced to a defined time period. The Inspiring Impact 2024 practice review found that 58% of charities still scramble for data right before deadlines, risking outdated stats or GDPR lapses. Automating the evidence bank means every draft uses approved data with timestamp, consent notes, and relevant SDG or funder tags.
Automations also support the readiness checklist, keeping the evidence pillar green year-round instead of turning amber during bid season.
How do you design the evidence taxonomy and workflow?
Start with a workshop to list every datapoint funders ask for—outputs, outcomes, demographics, locations, KPIs, budgets, case studies. Turn that list into tags and approval statuses. Use the 360Giving data standard for naming conventions so your evidence aligns with sector norms (see 360Giving 2024 standard update).
| Evidence Tag | Source System | Owner & Approval Cycle | Funder Use Case |
|---|---|---|---|
| Outcomes_2024_Q4 | Salesforce Nonprofit Cloud | Impact Lead, monthly check | Lottery Impact, Youth Investment Fund |
| Testimonial_Youth_Video | Typeform & Google Drive | Comms Lead, consent review quarterly | Corporate CSR, Bank of England CF |
| Budget_Inflation_Adjusted | Xero + Google Sheets | Finance Manager, monthly | UKSPF, Arts Council NPO |
| CaseStudy_Wales_Health | Notion Knowledge Base | Programme Manager, bi-monthly | Shared Prosperity Fund, NHS Charities Together |
Document the workflow: new record → owner review → publish to evidence bank → sync to Crafty. Add approval status fields (“Draft”, “Approved”, “Expired”) so nobody reuses stale metrics.
Which automations keep the evidence bank current?
Use low-code tools for speed. Zapier can watch Salesforce for closed cases, append summary fields, and push to Airtable. Airtable Automations can calculate rolling averages. Google’s App Script can trigger validations nightly. Keep it simple: default to plain CSV exports if systems are locked down.
New Philanthropy Capital’s Data Labs 2024 highlights how charities combine data warehouses with self-service dashboards. Copy that discipline: log data sources, transformations, and owners in a README page.
How does the evidence bank connect with Crafty and funder asks?
Crafty’s knowledge base accepts Google Sheets, Airtable, and CSV imports. Map your evidence fields to Crafty’s tags (impact, budget, testimonial) so AI drafts cite the correct figures. Pair your automation routines with the budget scenario planner and funder portal survival guide to create a seamless workflow from data capture to submission.
Compliance safeguards
- Log consent for every testimonial; store links to signed forms.
- Tag sensitive data (health, justice) and restrict access using role-based permissions.
- Schedule quarterly audits aligned with the grant audit preparation plan.
Download templates and next steps
Download the Airtable base, Notion template, and Zapier blueprints we use with Crafty customers. Assign owners, set review dates, and run a pilot on one programme before scaling to the full portfolio.
Next actions
- Document all evidence sources and tag them using the shared taxonomy.
- Switch on automations for one programme; monitor accuracy for 30 days.
- Sync the evidence bank with Crafty’s knowledge base and test it on an upcoming bid.
Key takeaways
- Automated evidence banks prevent last-minute data scrambles and reduce compliance risk.
- Tagging, approvals, and audit trails keep funders confident in your numbers.
- Crafty can cite live data directly when the evidence bank is synced and governed.
Summary and next steps
Automating evidence is about trust and time-saving. Get the taxonomy right, automate cautiously, and keep human reviewers in the loop. Your future bids—and auditors—will thank you.
- Complete the evidence mapping workshop within the next fortnight.
- Implement and test automations on the highest-priority programme.
- Embed reviews into board reporting so data hygiene stays front of mind.