AI agent for grant managers
Public Grant Reporting Assembly Agent
A grant report draft where every claimed amount is supported and within the award terms.
What it does
Grant reports require matching expenses and milestones to award conditions every period, and unsupported costs can lead to clawbacks. As a reporting deadline approaches, this agent maps expenses and milestones to the reporting requirements. It picks the most material unsupported item first and checks whether it falls within the award period, the budget line and the award rules. Items that fail are removed from the claim and kept on an exception list. After each exclusion or new evidence, it recalculates the claim totals. It fills a draft report with links to source documents. The grant manager certifies and submits; allowable-cost interpretations stay with them. Edge case: supporting evidence arrives late for an excluded item, so the agent restores it and recalculates.
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
- Reporting deadline approaches
- Map expenses and milestones to requirements
- Pick the most material unsupported item
- Is it within period, budget line and award rules?If not: remove it from the claim and log it. Back to step 3.
- Recalculate the claim totals
- Fill the draft report with source links
- Grant manager certifies and submitsThe agent waits here for your OK.
- Reconciled report draft and evidence index
How it decides
It checks the most material unsupported items first and recalculates the claim after each exclusion or new evidence.
- Order: most material first.
- Exclude: outside period or budget line.
- Restore: when supporting evidence arrives.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Award conditions and budget lines to apply
- Materiality level for checking items first (default $1,000)
- Days before the deadline to start (default 21)
- Report template per funder
- Who certifies and submits
What keeps you in control
It always asks you first
- Certification
- Submission
- Allowable-cost interpretations
Hard limits
- No certification.
It stops when
- Done: all items supported or excluded.
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
