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AI agent for grant managers

Grant Subaward Invoice Review Agent

Pay only allowable, supported and in-budget amounts on each subaward invoice

Budgets and moneyComplianceManagementFinanceGovernment
See how it worksGet access
Grant Subaward Invoice Review Agent: what goes in, what the agent does and what you get

What it does

A subrecipient invoice arrives with 40 lines, some above the approved budget and some that the funder does not allow, such as alcohol or entertainment. Grant managers check them by eye and mistakes become audit findings. This agent reviews each invoice line by line. It checks every cost against the subaward budget, the cost category limits and the allowable cost rules, and notes missing receipts or timesheets. It flags problems with the rule behind them, requests support from the subrecipient and rechecks the invoice when documents arrive. It prepares the payment summary with approved and held amounts. The manager approves payment. Edge case: a line is within budget but charged before the subaward start date. The agent flags it as outside the period.

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, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Subrecipient invoice received 2 USES A TOOL Read invoice lines and load the subaward budget 3 DOES Match each line to a budget category and checkremaining balance 4 DOES Check each line against allowable cost rules andaward dates 5 CHECKS THE RESULT Does every line have support documents? If not: Request the missing support from thesubrecipient and recheck on receipt. Back to step 3. 6 DOES List held lines with the reason for each 7 YOU APPROVE Grant manager approves the query to the subrecipient 8 USES A TOOL Send the request and track the reply date 9 CHECKS THE RESULT Do the revised invoice and support resolve all heldlines? If not: Recheck the lines still held and update thequery. Back to step 4. 10 YOU APPROVE Grant manager approves the payment amount 11 RESULT Payment summary with approved and disallowed amounts
Read the steps as a list
  1. Subrecipient invoice received
  2. Read invoice lines and load the subaward budget
  3. Match each line to a budget category and check remaining balance
  4. Check each line against allowable cost rules and award dates
  5. Does every line have support documents?If not: Request the missing support from the subrecipient and recheck on receipt. Back to step 3.
  6. List held lines with the reason for each
  7. Grant manager approves the query to the subrecipientThe agent waits here for your OK.
  8. Send the request and track the reply date
  9. Do the revised invoice and support resolve all held lines?If not: Recheck the lines still held and update the query. Back to step 4.
  10. Grant manager approves the payment amountThe agent waits here for your OK.
  11. Payment summary with approved and disallowed amounts

How it decides

A line is approved when it fits a budget category, has support and is allowable. Otherwise it is held with the reason, and the rest is processed.

  • A line over the category budget by more than 10 percent is held
  • Costs outside the award period are disallowed
  • Lines over $2,500 need a receipt or contract
  • Unallowable categories are held with the rule cited

Make it yours

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

  • Variance allowed per category (default 10 percent)
  • Receipt threshold (default $2,500)
  • Funder rule set
  • Days to wait for replies
  • Format of the payment summary

What keeps you in control

It always asks you first

  • Grant manager approves queries sent to subrecipients
  • Grant manager approves the payment amount

Hard limits

  • Never pays or rejects an invoice itself
  • Quotes the exact rule for every hold

It stops when

  • Done: invoice cleared with approved amount
  • Stop: suspected misuse of funds, hand to compliance

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 $72,400 invoice has 38 lines. The agent holds 5: $3,100 in equipment over the category cap, $900 in catering with no approved purpose and 3 lines without receipts. It drafts a query and the manager sends it. The subrecipient resubmits with receipts and withdraws the catering. The manager approves $70,200.

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