Grant Management Portal: Custom Build Cost for Foundations and Agencies (2026)

The verdict in three sentences

Below 100 applications a year, an online form and a shared spreadsheet remain workable. Between 100 and 2,000 applications, reviewing by email costs more than the tool: grant management software (5,000 to 25,000 EUR a year) fits standard calls for proposals, while a custom portal (30,000 to 60,000 EUR excl. VAT, 14 to 20 weeks) is the answer when your eligibility rules, committees and staged payments are specific. Either way, expect 40 to 60% less review time.

Three options for reviewing applications

The director of a corporate foundation, a public grants department or an endowment fund, in Marseille, London or the US, usually compares the following scenarios. Amounts are 2026 orders of magnitude.

For a French public body, RGAA accessibility is not optional: the accessibility statement is mandatory and failing to publish it can lead to an administrative penalty of up to 50,000 EUR since 2025. In the UK and US, public funders face equivalent WCAG and Section 508 expectations. For a private foundation it is mainly about fairness between applicants.

What a custom portal costs

Budget depends mostly on the number of programmes (calls for proposals) and accounting interfaces. A first phase often delivers submission and review, a second phase payments and reporting.

The 14 to 20 week schedule includes an accessibility audit at the end of the project (2,000 to 5,000 EUR depending on the number of page templates) and migration of open applications. Ideally the portal opens at least 6 weeks before the next session deadline.

Mini case study

Nadia runs a corporate foundation in Marseille that reviews 650 applications a year across three calls for proposals. Each application takes 3.5 hours between document checks, reminders and committee preparation, i.e. 2,275 hours at a loaded hourly cost of 42 EUR: 95,550 EUR a year. The custom portal costs 46,000 EUR excl. VAT with 6,000 EUR of annual maintenance and brings review down to 1.6 hours per application, i.e. 1,040 hours and 43,680 EUR. Annual saving: 95,550 − 43,680 − 6,000 = 45,870 EUR. Payback in about 12 months, with two team members reassigned to supporting grantees.

FAQ

Do we need a separate portal for each call for proposals?

No, one portal handles several programmes with their own forms and criteria. Adding a new programme after delivery is a configuration task taking 1 to 3 days.

How are conflicts of interest handled in committee?

Each member declares their ties before the meeting, and the portal automatically removes them from voting on the relevant applications. The minutes record these recusals, which satisfies auditors and public oversight bodies.

How long must applications be kept?

Typically 10 years for accounting documents, and according to public archiving rules for public bodies. The portal applies retention periods per document type and purges personal data from rejected applications after 2 to 5 years according to your policy.

Can the portal disburse funds directly?

It prepares payment orders and exports them to your accounting or treasury system. Payment is still executed by your bank or public accountant, which avoids adding a financial intermediary.

Isn't market software enough?

Often yes, under 300 applications a year and a single decision circuit. Beyond that, or with co-funding and payments in three tranches, the annual SaaS cost quickly exceeds the amortisation of a custom portal over 4 years.

Let's scope your project. Tell us your application volume, number of programmes and next session date: we will price a portal between 30,000 and 60,000 EUR excl. VAT, delivered in 14 to 20 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.