Moving from Spreadsheets to Grant Software: How to Import Grant Data via CSV
Complete step-by-step guide to migrating from Excel/Google Sheets to professional grant management software without losing data or disrupting your workflow.
Why Nonprofits Outgrow Spreadsheets
Nearly 70% of small nonprofits start managing grants in Excel or Google Sheets. It's free, familiar, and works well... until it doesn't.
Signs You've Outgrown Spreadsheets:
The good news? Moving to grant management software is easier than you think—especially with CSV import features that preserve your existing data.
Step 1: Prepare Your Spreadsheet for Export
Before importing to software, clean up your spreadsheet to ensure smooth migration.
Required Columns (Minimum):
Funder Name
Foundation or grant program name (e.g., "Smith Family Foundation")
Grant Amount
Requested or awarded amount as number (e.g., 50000, not "$50,000")
Deadline
Application deadline in consistent date format (MM/DD/YYYY recommended)
Status
Current stage: "Researching," "In Progress," "Submitted," "Awarded," "Declined"
Recommended Optional Columns:
Cleanup Checklist
Standardize date format
Convert all dates to MM/DD/YYYY (e.g., 03/15/2025)
Remove currency symbols from amounts
Change "$50,000" to "50000"—just numbers
Standardize status values
Pick consistent terms: "Submitted" not "Sent" or "Applied"
Delete empty rows
Remove any completely blank rows between data
Add header row if missing
First row should be column names: "Funder Name," "Amount," etc.
Step 2: Export to CSV Format
From Microsoft Excel
- 1. Click File → Save As
- 2. Choose location to save
- 3. In "Save as type" dropdown, select CSV (Comma delimited) (*.csv)
- 4. Click Save
- 5. If prompted about features, click Yes (basic format is fine)
From Google Sheets
- 1. Click File → Download
- 2. Select Comma-separated values (.csv)
- 3. File downloads automatically to your computer
- 4. Remember download location for next step
Step 3: Import into Grant Management Software
Most grant management platforms (including Expirely) make CSV import simple with drag-and-drop or upload wizards.
Import Process (Expirely Example)
Navigate to Import Tool
Go to Grant Station → Applications → Import CSV (or look for "Import" button in main navigation)
Upload CSV File
Click "Choose File" or drag-and-drop your .csv file into the upload area
💡 The system will automatically detect columns and preview your data before importing
Map Columns
Match your spreadsheet columns to software fields:
Your "Funder Name" → Software's "Foundation Name" ✓
Your "Grant Amount" → Software's "Amount" ✓
Your "Deadline" → Software's "Due Date" ✓
Your "Status" → Software's "Application Stage" ✓
Review Preview
Check the preview of first 5-10 rows to ensure data looks correct. If something's off, go back and adjust column mapping.
Import!
Click "Import Data" and watch your grants populate. Most imports take 5-30 seconds.
Step 4: Verify & Enhance Imported Data
After import, spend 15-30 minutes reviewing and enriching your data:
✓ Verify Critical Fields
- • Spot-check 5-10 random grants to ensure data imported correctly
- • Verify dates are in correct format and deadlines are accurate
- • Check that grant amounts display properly (no missing zeros)
✓ Add Missing Information
- • Upload related documents (proposals, awards, reports)
- • Add foundation contact information if not in spreadsheet
- • Tag grants with categories (education, health, capacity building, etc.)
✓ Set Up Automated Reminders
- • Configure email/SMS deadline alerts for each active application
- • Set reporting deadline reminders for awarded grants
- • Create renewal reminders for multi-year grants
Common Import Issues & Fixes
Issue: Dates Import as Numbers
Why: Excel sometimes converts dates to serial numbers (e.g., "44927" instead of "02/01/2023")
✓ Fix: In Excel, select date column → Format Cells → Date → choose MM/DD/YYYY → Save as CSV again
Issue: Some Rows Missing After Import
Why: Rows with missing required fields (Funder Name or Amount) get skipped
✓ Fix: Go back to spreadsheet → Fill in missing required data → Re-export and import
Issue: Special Characters Display Incorrectly
Why: CSV encoding doesn't match (common with accented characters or symbols)
✓ Fix: When saving CSV in Excel, choose "CSV UTF-8" instead of regular CSV
What Happens to Your Spreadsheet?
Keep your spreadsheet as a backup! Don't delete it immediately after import.
- Archive the file with a clear name: "Grant-Tracking-Archive-2025-01-15.xlsx"
- After 30 days using the new software, verify everything is working smoothly
- After 90 days, you can safely retire the spreadsheet (keep the backup file)
Benefits You'll See Immediately
⏰ Time Savings
Automated reminders, instant reporting, and searchable data save 5-10 hours per week previously spent on manual spreadsheet management.
🎯 Zero Missed Deadlines
Email and SMS alerts ensure your team never misses another application deadline or reporting requirement.
👥 Team Collaboration
Everyone sees real-time updates. No more emailing versions or wondering who has the latest spreadsheet.
📊 Instant Reporting
Generate board reports, success rate analytics, and pipeline forecasts with one click instead of hours of pivot tables.
🔍 Better Discovery
Access 41,000+ foundation database instead of manually researching each opportunity one-by-one.
📱 Mobile Access
Check grant status, update notes, and receive alerts from anywhere—not just at your desk with spreadsheet open.
Import Your Grants to Expirely in Minutes
Simple CSV import + 41,000 foundation database + AI writing tools + automated reminders—all for $49/month.