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CLIENT SYSTEMS · 2026

GrantOps

Live
My contribution
Nonprofit systems design & buildout
In use
In use · more grants since rollout
Client
School volunteer committee · identity withheld

More time for the mission.
Less time lost to research.

Two parents were finding good grants for their school. Every opportunity meant hours of reading before they could decide whether to apply.

I built a workflow to handle the research and drafting, while leaving approvals and submissions with people.

The reading got handled, and the committee tripled.

THE NEED

Good opportunities were taking too long to reach.

Two busy parents were finding good grants for the school. It was just taking them hours to get to each one.

I designed the two-agent workflow, connected the Google Sheet and Trello board, and documented the process so the next volunteer could use it without me in the room.

02 · THE MAKING

Give each stage a clear job.

  1. Vet

    One agent reads every grant and decides whether it’s actually a fit. What comes out the other side is a Trello card, already sorted.

  2. Route

    Approved leads move themselves along the board, from Apply Now to Drafting in Progress to Review Ready.

  3. Draft

    A second agent takes a first pass at the writing. Anything that calls for judgment still waits for a person.

  4. Document

    The whole thing runs on a Google Sheet, so there’s no custom hosting to operate. There’s a written guide too, so the next volunteer doesn’t need me in the room.

  5. Package

    Once it worked for one school, the same setup became GrantOps, tuned for each new school with its own knowledge files and voice.

WHAT CHANGED

The committee grew with the work.

  • In the original rollout, the committee grew from two volunteers to six as the time burden came down.
  • More than 70 grants were vetted in days during that rollout. The workflow remains in use and has supported more grants since then.
  • Research and first drafts are handled by the system. Every approval and submission remains a human decision.

BUILT WITH

Custom GPTs · Google Apps Script · Trello

Last reviewed September 2026