Dashboard
The dashboard is the first page you see after signing in. It shows what needs doing, how each grant stands, and where the money went. Almost every number is a link: select it to open the entries behind it.
The line under the greeting says how current the figures are, for example "Entries up to 30 Sept 2026 · last statement imported 15 Oct". Statements usually arrive a few weeks after the spending they record, so the latest month looks low until its statements are imported.
What each card shows
Cards on the dashboard when you first open it:
| Card | What it shows |
|---|---|
| Shortcuts | Grants, Tables, Statements and Documents, each with a short status such as "4 in progress" or "5 not attached". |
| Spend | Spend in the spending period, including VAT and net of refunds, with each month as a small bar. |
| Missing receipts | Entries in open tables with no receipt attached, split by how long ago the purchase was. |
| Unattached receipts | Receipts in Documents that aren't attached to any entry yet, and how many arrived each week. |
| Statements to finish | Statements someone has worked on in the last 30 days that still have rows to save to tables, and how many can be tidied up. |
| To do | A list of fixes, most important first: statements to finish, tables with missing receipts, unreadable receipts, grant dates and set-up. |
| Grant budgets | Each active grant's expenses against its award, with a tick for how much of the grant's time has gone, and its timesheet hours. |
| Spending by month | Spend for each month of the period, split by category or in total, or each quarter over long periods. The current month is lighter. |
| Colour labels | How many entries in open tables carry each colour label, and how many carry none: useful when labels mark what has been checked. |
| Receipts to chase | Who has the most entries without a receipt in open tables, with Chase to email them. Spellings of one name are counted together. |
| Activity | For admins, recent changes from the audit log. For other members, the entries and documents added most recently. |
Cards you can add: Spend by category, Spend by grant, Unspecified grant, Grant timeline, Timesheet hours, Top suppliers, Spend by person, Open tables and VAT paid.
On Spending by month, choose By category or Total at the top of the card. Your choice is kept for next time. By category, each bar is split into Travel, Materials, Overheads, Other and Not categorised, and the key under the chart gives each one's total for the period.
You only see cards for the parts of GrantKeeper you have access to. If an admin narrows your access, the cards you can no longer open disappear and the others widen to fill the space.
How the figures are counted
- Spend includes VAT and is net of refunds. Entries set aside as duplicates don't count; entries in archived tables do. This matches grant pages and table totals.
- Months are calendar months in UK time. The current month counts "to date".
- Open tables are tables that aren't archived. A table archives itself after four months without activity, so open tables are the work still in progress.
- Unspecified grant means an entry with no grant chosen. Grants are usually assigned at the end of a quarter, so this isn't flagged as a problem; To do only mentions entries more than four months old.
- Grant budgets compare the expenses recorded in GrantKeeper with each award. Staff costs, which are logged as timesheet hours, aren't included, so a grant can look underspent while its staff time is on track.
- Categories come from the table's name (everything in "Travel: Jun-Aug 2026" is Travel). Where the name gives none, the entry keeps the category it was imported with.
- Purchasers are matched to your purchaser list, so "Kieran David Reck" counts as "Kieran Reck". Entries imported without a purchaser ("Monzo", "Revolut Card") are shown as "Purchaser not set".
Spending period
Select the spending period at the top of the page and choose Last 3 months, Last 6 months, Last 12 months, Year to date or All time. For any other dates, such as a claim's quarter, use Custom range: pick the first and last days on the calendar, or type them in, then select Apply.
Only the spend cards follow the period, and each says it in its subtitle. Attention cards always show what is open now.
When a custom range starts or ends part-way through a month, that month's bar covers only the days in the range and is drawn lighter; its tooltip says which days, for example "March 2026 (15–31 Mar)". The current month is lighter too while it is still going. The average a month leaves out these part months. Selecting a bar opens exactly the entries behind it.
Customise your dashboard
Customising works on wider screens, where the dashboard has room for its full grid.
- Select Customise.
- Drag a card to move it; the other cards make room as you go.
- Drag a card's bottom-right corner to resize it. You can also focus the corner and use the arrow keys.
- Select the eye button on a card to hide it. Select Add a card to bring back a hidden card or add one you haven't used.
- On the Shortcuts card, select the pencil to choose which shortcuts show and their order. Unticking all of them hides the card.
- If resizing has left a gap, select Tidy up to widen the cards around it.
- Select Save layout. Cancel or Escape discards your changes, and Reset to default goes back to the standard layout.
Your layout is yours alone, and separate in each organisation you belong to. Cards you add show their figures once you save.
Chase missing receipts
Select Chase on the Receipts to chase card to email everyone who has entries in open tables without a receipt.
- Each person gets one email listing their entries, oldest first. Spellings of one name ("Kieran Reck", "Kieran David Reck") go in the same email.
- People on your purchaser list are emailed at the address saved there. For anyone else, type an email address, or untick them.
- Add a note for anyone if you like, then select Send.
The email asks them to reply with the receipts, and replies come to you. An entry asked about in the last week isn't included again, so sending twice doesn't repeat a request. Entries whose purchaser is blank or the bank's name ("Monzo") can't be chased; the dialog links to them so you can set the purchaser.
Statements have their own Chase Receipts button, which asks people to attach receipts in their bank's app instead.
Following a number to its entries
Numbers on the dashboard open the matching entries. Table-level links, such as missing receipts in one table, open that table with its filter on. Wider links open the Master Table with the filters shown as chips above the entries, such as "Missing receipt" or "Grant: Unspecified grant". Remove a chip to widen the list again.