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AI agent for grant managers

Grant Budget Burn Rate Monitor Agent

A monthly burn rate view per award with early warning on under or overspend

Budgets and moneyMonitoringAnalysisManagement
See how it worksGet access
Grant Budget Burn Rate Monitor Agent: what goes in, what the agent does and what you get

What it does

Each grant has a budget by category and a time window, and burn rate is often checked only when the funder report is due. Each month this agent pulls spending from the finance system and maps it to each award's budget lines. It first checks every transaction is coded to the right award, and asks finance to confirm when coding looks wrong. It compares spending with the planned curve, not straight-line time, since a large purchase may be planned for month ten. If an award spends too slowly or too fast, it finds the driving lines and drafts a note for the project lead. It checks the lead replied before the next close. The grant manager approves any reallocation request to the funder.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Month closes in the finance system 2 USES A TOOL Pull transactions by award code 3 CHECKS THE RESULT Are transactions coded to the right award and budgetline? If not: send questionable items to finance forconfirmation. Back to step 2. 4 DOES Compare spend with the planned curve per budget line 5 CHECKS THE RESULT Is every award within the tolerance band? If not: identify driving lines and draft a note to theproject lead. Back to step 4. 6 DOES Track the project lead's reply and plan 7 YOU APPROVE Grant manager approves any reallocation request tothe funder 8 RESULT Burn rate report and actions logged
Read the steps as a list
  1. Month closes in the finance system
  2. Pull transactions by award code
  3. Are transactions coded to the right award and budget line?If not: send questionable items to finance for confirmation. Back to step 2.
  4. Compare spend with the planned curve per budget line
  5. Is every award within the tolerance band?If not: identify driving lines and draft a note to the project lead. Back to step 4.
  6. Track the project lead's reply and plan
  7. Grant manager approves any reallocation request to the funderThe agent waits here for your OK.
  8. Burn rate report and actions logged

How it decides

It compares spend with the planned spending curve and flags awards outside the tolerance band.

  • Spend outside 15% of the planned curve triggers a note
  • Lines over budget by any amount are listed
  • Coding questions are resolved before totals are reported

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Tolerance band (default 15%)
  • Use straight-line or spending plan
  • Awards in scope
  • Report recipients

What keeps you in control

It always asks you first

  • Budget reallocation requests to funders
  • No-cost extension requests

Hard limits

  • Never moves costs between awards
  • Never contacts funders

It stops when

  • Done: all awards reviewed and notes sent
  • Stop: finance export incomplete

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensA three-year award was 50% through its time but only 28% spent. The coding check failed: 8,000 dollars of salary sat on the wrong award. Finance confirmed the fix, and spend rose to 32%. The tolerance check still failed on travel and personnel, so the agent drafted a note asking whether a hire was delayed. The lead confirmed a June start.

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