// CASE STUDY: NONPROFIT & GRANT-FUNDED PROGRAMS

Grant Tracking, Participant Records, and Funder Reporting in One Unified System

A mid-sized nonprofit was managing program participants, funding reports, and outcomes using a tangle of spreadsheets and cloud folders. Reporting to funders was slow, manual, and error-prone—costing them time and future funding opportunities.

The Challenges

• No central database for participants, services, or grant ties
• Outcomes buried in disconnected forms and email threads
• Board and funder reports took weeks to assemble
• Duplicate data entry across intake, notes, and reports

The FireFlight Solution

We delivered a tailored solution using these FireFlight modules:

• CRM / Contact Logs
  : Centralized participant and stakeholder records with contact history
• Custom Checklists
  : Digital intake forms capturing demographics, eligibility, and services
• Notes History
  : Audit-proof logging of session notes and staff comments
• Documents History
  : Timestamped uploads of grant documents and deliverables
• Custom Reporting
  : Live dashboards and exportable reports by funding source, program, and timeframe
• Email & SMS Integration
  : Automated notifications and reminder triggers for reporting deadlines
• Document Compliance
  : Enforced validation and approval workflows for required forms

The Outcome

• Grant reporting prep cut from two weeks to 30 minutes
• Replaced 11 spreadsheets with one live system
• Enabled quarterly board reports with live KPIs
• Reduced duplicate entry and improved data accuracy
• Improved staff morale through streamlined workflows