Payment tracking

The payment tracking feature lets you view and manage payment schedules for funding allocations.

With this feature, you can:

• Track which grantees are receiving funding
• See how much has been allocated and paid
• View payment dates and schedules
• Monitor how funds are distributed
• Identify any remaining balances

This feature is most useful for programs that send funding to grantees over time or in several instalments.

Set up payment methods

Payment methods indicate how a grantee has been paid. Default options are:

• Bank transfer
• Wire transfer
• SWIFT transfer
• Cheque

Add a custom payment method

1. In the Manage workspace, go to Grants > Settings > Payment methods
2. Click New payment method
3. Assign a Name (e.g. Venmo)
4. Provide a Value for API and webhook actions
5. (Optional) Input an Order value to control list order
6. Click Save

Payment schedule templates

Templates help you apply consistent payment structures.

For example, a program may split funding into:

• 1st payment: 1 day after allocation
• 2nd payment: 6 months after allocation
• 3rd payment: 12 months after allocation

To create a payment schedule template:

1. In the Manage workspace, go to Grants > Settings > Payment schedule templates
2. Click New payment schedule template
3. Enter a Template name
4. Select a payment Method
5. Add a Reference name or ID for your records
6. Set a Date due
   • Choose timing: before or after (days, weeks, or months)
   • Select the trigger: schedule created, allocation created, or grant end date
   • Set the amount type: percentage, fixed amount, or remaining balance
7. (Optional) Click Add payment for additional instalments
8. Click Save

Allocating payments

The process of allocating funds is outlined in the Fund management overview guide. Once funding is allocated, payment tracking can begin.

1. In the Manage workspace, go to Grants > Allocations
2. Click the ellipsis (three dots) next to an allocated application
3. Choose Payment schedule
4. Select a template or choose Add payments manually
5. Click Done

Track payments and update payment status

To view and manage payment schedules, go to Grants > Payments. This page supports broadcasts and exports. 

Payments can be marked with one of five statuses:

• Scheduled: payment will take place in the future
• Processing: payment has been initiated outside of Good Grants
• Failed: payment failed, commonly due to incorrect banking details
• Failed permanently: payment could not be completed and should not count toward allocated funds
• Paid: payment successfully completed

To update a payment status:

1. In the Manage workspace, go to Grants > Payments
2. Click the ellipsis (three dots) next to a payment
3. Select Edit
4. Set the Date paid and update the Status
5. Click Save

Delete a payment

1. In the Manage workspace, go to Grants > Payments
2. Click the ellipsis (three dots) next to the payment
3. Select Delete

Configure payment due reminders

Set up payment due reminders

1. In the Manage workspace, go to Settings > Communications > Notifications
2. Click New notification
3. In the Trigger drop-down, select Payment due
4. Under 'Recipients', choose These email addresses and/or phone numbers and enter the relevant addresses (e.g. grant managers, accountants, etc)
5. Under 'Send time', choose at due time, before due time, or after due time
6. If before or after, set the number of days or hours
7. Configure the Email subject, Email body, and SMS message as needed
8. Click Save

Good to know

• Payment methods can be edited or deleted by clicking the ellipsis (three dots) next to them.
• To add extra payments to an existing schedule, click Add payment.
• To edit the method, reference, due date, status, or amount of a payment, click the ellipsis next to it and choose Edit.
• A payment status can be changed at any time—useful when moving from 'Processing' to 'Paid' once a transaction completes.
• Manual payments can be added after applying a template, but a template cannot be applied after a manual payment.
• Payments with a status of Processing, Failed, or Paid must be set back to Scheduled before they can be deleted.
• Allocation tags appear in the Applications list view and the 'Grant' tab but not in the 'Overview' tab.
• SMS messages cannot be sent to numbers registered in Singapore or to UAE residents between 9 pm and 7 am due to local regulations. Learn more in SMS limitations

Video overview

Part 1: Creating and editing payment methods

Part 2: Configuring payment schedule templates

Part 3: Allocating payments

Part 4: Configuring payment due reminders and managing payments