AI agent for grant writers
Grant Attachments Assembly Agent
A complete, funder-compliant attachment packet ready before the deadline
What it does
Every funder wants a different set of attachments: audits, board lists, budgets, letters of support, IRS letters, resumes. Grant writers lose hours each week hunting for the current version and find out at the deadline that the audit is two years old. This agent reads the funder's attachment list, searches your shared drive for each item and checks date, signature, format and file size against the funder's rules. Items that are current go into a submission folder named the way the funder asks. Items that are stale or missing become requests to the right person, such as finance for the audit or a partner for a support letter, with a due date before the deadline. It checks again as files arrive and reports what is still open. You approve the requests and the final packet. Edge case: a funder that caps files at 5 MB gets scanned PDFs compressed first.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Proposal moves into drafting
- Read the funder's required attachments and file rules
- Search the document library for each item
- Is each item current, signed and in the right format?If not: search older folders and partner emails, then mark the item missing or stale. Back to step 3.
- Draft requests for missing items with due dates before the deadline
- Grant writer approves requests to staff and partnersThe agent waits here for your OK.
- Rename, convert and compress files into the submission folder
- Does the folder match the funder list with nothing open 3 days out?If not: send a reminder draft and escalate open items to the grant writer. Back to step 5.
- Attachment packet and status sheet
How it decides
A document is current if it falls within the funder's date window, or within 12 months when no window is given. Requests are sent to the document owner listed in the library.
- Documents older than the funder window, or 12 months by default, are stale
- Requests go out at least 7 days before the deadline
- Files over the funder's size limit are compressed before upload
- Unsigned letters of support are never treated as complete
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Default currency window for documents (default 12 months)
- Reminder schedule (default 10 and 3 days before deadline)
- File naming pattern (default funder style, else Org_Item_Year)
- Who receives escalations (default the grant writer)
What keeps you in control
It always asks you first
- Requests to staff and partners
- Final attachment packet
Hard limits
- Never signs or edits partner letters
- Never uploads to a funder portal
It stops when
- Done: every required attachment present and compliant
- Stop: funder list unclear about a required item, ask the grant writer
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
