What is grant reporting?

Grant reporting is the process of documenting how grant funds are used and what results the funded works deliver. It begins after an award is issued and continues through to the close-out stage. The purpose is to confirm compliance, financial accuracy and progress toward the grant’s purpose. Being clear on what grant reporting involves enables grantees to plan effectively for the obligations that follow funding decisions.

Reporting obligations apply to charities, not-for-profits, government agencies, universities and research institutions. This stage focuses on how funding is used and what outcomes are achieved. It is directly connected to the full grant lifecycle, and strong planning in the pre-award stage shapes the quality of reporting in post-award delivery. Clear workflows, budgets and milestones influence how data is captured later.

Recognising the importance of grant reporting

Accurate reporting supports accountability and transparency. It outlines how public money is spent and what impact the funded work creates. For grantees seeking additional Commonwealth or state funding, effective grant reporting strengthens ongoing eligibility and reduces risk.

Quality reporting also protects organisational reputation by demonstrating strong financial stewardship and reliable internal controls. Reporting expectations differ across grant types. For example, competitive grants often require detailed outcomes and performance metrics, while demand-driven or non-competitive grants may place greater emphasis on expenditure tracking, eligibility and policy compliance.

These requirements align with the Commonwealth Grants Rules and Principles 2024 (CGRPs), including the proportionality principle, which requires reporting effort to match program risk and complexity. Grant reporting software such as OmniStar helps you scale these requirements whilst minimising any unnecessary administrative burden.

Types of grant reporting requirements

Grant reporting generally falls across three areas, each with a distinct purpose.

Financial reporting, commonly referred to in Australia as financial acquittal, confirms how funds are used. It tracks actual costs, eligible expenditure, co-contributions where required, and spending against approved budgets. Reliable financial data reduces the risk of questioned costs and supports audit readiness.

Performance and outcomes reporting focuses on progress against milestones and objectives. It incorporates deliverables, KPIs and impact measures. This type of reporting is common in competitive grant programs where funders assess value for money and program outcomes.

Administrative and compliance reporting confirms adherence to required policies and conditions. For registered charities, this can align with existing reporting mechanisms such as the ACNC Charity Passport, supporting the CGRPs principle of “report once, use often”.

Grant reporting frequency and formats

Grant reporting follows a defined schedule set out in the funding agreement. Most funders require quarterly or annual reports, while others link reporting to program milestones. A final report and financial acquittal complete the project and confirm that financial, performance and compliance obligations have been met. This step verifies that activities are complete, costs are eligible and documentation is finalised.

In Australia, GrantConnect serves as the central source of information on Commonwealth grant opportunities and awards. Reporting itself is often managed through agency-specific systems, structured online forms or secure portals with validation rules. Grant reporting software like OmniStar Grants enables you to take control of varied formats, all by centralising documentation and maintaining consistency all the way across reporting cycles.

Other funders rely on templates, spreadsheets or narrative reports. While formats vary, expectations remain consistent. Information must be accurate, timely and traceable. Documentation should clearly demonstrate how funds were used, what progress was made and how outcomes align with the approved program design.

Consistency remains critical. Clear formats reduce errors, standardised documents support compliance and strong recordkeeping underpins audits, reviews and long-term accountability.

Laying the foundations for grant reporting success

Strong reporting relies on clear internal processes. Grantees benefit from reliable data systems, defined financial controls and straightforward monitoring frameworks. Practical supports include reporting calendars to track deadlines, standard templates to improve consistency and clear alignment across delivery, finance and governance teams.

Capacity constraints increase risk. Missed deadlines, inconsistent data or incomplete documentation can lead to delayed payments, increased scrutiny or, in some cases, reduced funding. Proportional reporting requirements, aligned to program risk and scale, help manage this risk effectively.

Managing reporting throughout the grant lifecycle

Reporting responsibilities evolve across the lifecycle.

Pre-award

Identify reporting requirements early so information can be collected consistently throughout delivery. At this stage, confirm whether existing systems, controls and resourcing can support the expected reporting volume and complexity.

Award

Once funding is awarded, establish clear processes for capturing financial, performance and compliance data. Assign responsibilities across teams and align workflows between finance, operations and program delivery to ensure consistent reporting.

Post-award

Maintain active oversight of progress, documentation and deadlines during delivery. Monitor milestones, update financial records and respond to funder requests where clarification is required. As the program concludes, prepare final reports and financial acquittals to confirm all obligations have been met in line with grant conditions.

Supporting grant reporting with technology

Technology reduces manual effort and improves accuracy across grant reporting. Grant management systems centralise data, standardise reporting workflows, automate reminders and support compliance. Real-time visibility into expenditure and performance helps grantees manage risk throughout delivery.

OmniStar Grants supports structured workflows, automated documentation and reliable reporting aligned to Australian grant frameworks. These capabilities help grantees maintain accuracy without increasing administrative burden.

Effective grant reporting software with OmniStar

Grant reporting is essential for accountability, transparency and continued funding. Clear requirements, proportionate governance and reliable systems underpin successful reporting. Technology plays a key role in supporting these outcomes across the grant lifecycle.

To learn more, book a demo of OmniStar Grants and see how modern grant management software can support reporting from award through to close-out.