Instantly analyze and share your grant progress with your organization or clients by downloading built-in Instrumentl reports!
The Reports feature is exclusive to paying subscribers. Exporting data is not available to free trial users.
Overview
There are currently eight different types of data exports in Instrumentl. Six of them belong to the Reports page, one is in the Financials tab of awarded grants, and the last one is a quick "snapshot" of your Tracker or Awards View.
Read the definitions of each below. Click the hyperlinked names to jump ahead to their corresponding section for more details.
Reports
Opportunities Report: Generate a comprehensive PDF or CSV of saved grant data.
Funders Report: Export funder data associated with your saved opportunities.
Contacts Report: Download the Funder Contacts you've added to Funder Profiles.
Tasks Report: Pull your Tasks data into a spreadsheet.
Awards Report: Extract information on awarded grants in this spreadsheet file.
Spenddown reporting: Gather budget, expense & payment details from individual awards (Budget vs. Actuals reports) or all of your awarded grants (Financials Report).
Export CSV: Tracker/Awards View
Export CSV: export your Tracker/Awards View customized with filters & fields.
All seven exports are available for download as .csv files, allowing you to easily save your data as an Excel spreadsheet (.xlsx) or upload it to Google Sheets, etc. This is particularly useful for data analysis or integration with other tools, helping you customize and manipulate the data to meet your specific needs.
The Opportunities Report is the only report with a PDF option.
Locate the Reports page
All reports, aside from the Export CSV option, are generated and downloaded from the Reports page.
Navigate there by selecting Reports located in the left navigation menu.
Expanded left nav:
Collapsed left nav:
Opportunities Report
Instrumentl Reports pull information from your saved opportunities. Exporting an exhaustive list of matches is not supported—you'll need to save any relevant matches to your Tracker/project(s) in order to download a Report.
Instead, consider sharing a grant/funder page via the ✉️ Share this grant button or by downloading a funding opportunity/990 Report as a PDF.
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1. Select Opportunities from the Reports page.
2. Choose the Project(s), Status(es), [grant] Owner(s)* and Date Range you wish to include in the report. You can also include grants you've hidden from your Matches—this lets you display the grants you've already reviewed and deemed a bad fit.
*The 'Owner' filter signifies Grant Owner Assignments, which is a feature available on the Discover Plan and above.
The Date Range uses the dates in the 'Deadline' column of your Tracker (Funder deadline, Submission goal, or Submission date) and how the Fiscal Year is defined in your Organization/Client Profile.
3. Select Create report.
4. Choose whether you’d like to download this Opportunities Report as a PDF or CSV/Excel file. (You can choose both!)
PDF Opportunities Report
The PDF Opportunity Report is sorted by deadline and organized by Fiscal Year. The PDF version includes the following fields: Funder name, Funding Opportunity name, Deadline, Status, Amount, Next Task, and Notes.
Some users find this PDF report useful to print out and bring to board meetings as a quick, digestible visual that informs others of your progress.
By default, the PDF report will show truncated notes. To include the full notes, click the 🔽 "downward arrow" and select Include full notes from the dropdown menu:
A feature exclusive to the PDF Report is that the opportunity names are hyperlinked, so you can click them to view the saved opportunity pages in Instrumentl.
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CSV Opportunities Report
The CSV/Excel Opportunities Report will include all fields from your Tracker, including any Custom Fields! You can then filter, sort, and further analyze your grant data using your .csv/.xlsx software (Microsoft Excel, Apple Numbers, Google Sheets, etc.).
Opportunities Reports only show the very next upcoming Task due for that opportunity.
If you’d like to see all upcoming Tasks, jump below to learn how to pull a Tasks Report!
Funders Report
Generate a CSV/Excel Funders Report to gather key information on the funders whose grants you've saved to your Tracker.
1. From the Reports page, select Funders.
2. Select the Project(s) from which you want to export funder data.
4. Click Create report.
5. Click Download CSV / Excel.
The Funders Report CSV export includes the following fields: Funder Name, Funder Type, Number of Saved Opportunities, Total Amount Requesting, Total Assets, Total Giving, Average Grant Amount, Median Grant Amount, EIN, Address, Phone Number, Website, Number of Points of Contact and Funder Notes.
For those on the Pre-Award Plan and above, Funders Reports also include any Custom Fields you've created for funders.
Contacts Report
Download a Contacts Report as a CSV/Excel file to quickly see the information associated with each funder contact your team has manually entered into the Funder Profiles of saved opportunities in your Tracker.
1. From the Reports page, select Contacts.
3. Select the Project(s) from which you want the report to pull Contacts data.
4. Click Create report.
5. Click Download CSV / Excel.
The Contacts Report CSV/Excel file includes the following data: Funder Name, Contact First Name, Contact Last Name, Role, Email Address, Phone Number and Contact Notes.
The Contacts Report includes only the "Contacts" you have manually added to funders of grants saved to your Tracker. If you haven't added any Contacts to the Funder Profiles of your saved opportunities, there will be no report generated— instead, your best bet is to download a Funders Report.
Tasks Report
Stay up to date on your grants’ action items, and check in on your team's progress by downloading a Tasks Report! This report allows you to export your Tasks data.
1. From the Reports page, select Tasks.
3. Select the Project(s), Task Status(es), Task Type(s), Assignee(s), Deadline date range, and Source of 'Year' Column.
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4. Click the Create report button.
5. Click Download CSV / Excel.
The Tasks Report CSV includes the following fields: Year, Project, Funder Name, Funding Opportunity Name, Task Type, Task Description, Due Date, Assignee, Collaborators and Status.
For those subscribed to a plan that includes Collaborator access, you can include data for Collaborator assignees in your Tasks Reports!
If you want to customize this Tasks Report further, you can do so directly in a spreadsheet application like Excel! For example, you can use Excel's filtering options to filter the report by Assignee or Task type. For more information on filtering, see Microsoft's Excel article.
Awards Report
The Awards Report allows you to export the data in your Awards View as a CSV/Excel file. This is a great way to see all your awarded grants in one concise report!
The Awards Report is available starting on the Discover Plan.
1. From the Reports page, select Awards.
2. Choose the Project(s), Status(es), [grant] Owner(s) and Date Range you wish to include in the Awards Report.
3. When finished, click Create report.
4. Lastly, click Download CSV / Excel.
This triggers a CSV/Excel file to download with all of your awarded opportunities' information. This includes columns such as: (Fiscal) Year, Project, Funder Name, Opportunity Name, Owner, Grant Period (start/end dates), Status, Amount Awarded/Spent/Remaining, Percentage Spent/Remaining, Spenddown Status, Last Transaction Date, Next Report Title/Description/Deadline, Notes, Funder Portal URL, Funder Notes, Contacts, custom fields, etc.
Spenddown reporting
Generate Budget vs. Actuals reports for individual awards to align your team and meet funders' reporting deadlines on time. Filter for Planned and Ignored Expenses.
Or create an exportable Financials Report for your organization to review the Payments tracking and Spenddown tracking across all your awards.
This report is available starting on the Full Lifecycle Plan.
Budget vs. Actuals — individual award
When in the 'Financials' tab of an award, click Download Report > indicate whether you want to include Planned Expenses and Ignored Expenses, enter a date range (if left blank, parameters will be all time) > select Download.
You'll see a green banner that says, "Your report is being generated — We'll email it to you shortly."
Once received, open up the email, download the CSV/Excel file, and you'll see a report like the one below. It's comprised of sections: '
Award Details: Funder Name, Grant Name, Instrumentl Project, Grant ID, Grant Owner, Amount Awarded, Grant Start & End dates, Project Duration, Total Spent % and Status (off track, on track, e.g.).
'Year [X]' budgets for each year: Category (and subcategory), Description, funding sources and Amount Budgeted.
Budget vs. Actuals: columns by month, Total Spend ($), Total Spent (%) and Remaining.
Financials Report — all awards
1. To generate a Financials Report of all awarded opportunities at once, navigate to the Reports page and select Financials.
2. Next, select Download Reports.
If the file is smaller, the report will download immediately to your computer.
However, if the file is large, you'll instead see a banner at the top of your screen that says "Your report is being generated. You will receive an email when it is ready."
3. The wait time varies based on the amount of financial data and the number of awards in your projects. Eventually, you'll see an email from hello@instrumentl.com with the subject line "Your expense report is ready" and a Zip file attachment.
Download the 'expenses.zip' file and open it up on your device. From there, you can see a list of .csv/.xlsx Financials Reports for each and every awarded grant.
Export CSV: Tracker/Awards View
With the Export CSV button, you can instantly download a .csv file of your Tracker or Awards View—no extra steps needed, unlike with the Reports feature. This export is best when you need a quick snapshot of your current grants pipeline or a more customized view than what the Reports feature provides.
Locate the Export CSV button
When in the Tracker (All Projects, a selected project, or Unassigned), the Export CSV feature is located on the far right, above the Tracker columns, between the + Add new and Edit Columns buttons.
The Export CSV button is in the same place in the Awards View as in the Tracker.
What's unique
The files you download with Export CSV mirror the same columns or fields you selected in your Tracker/Awards View, as well as the order you arranged them.
The Export CSV download reflects all of the applied filters in your Tracker/Awards View (fiscal year, grant owner, opportunity status and custom fields).
Custom fields, such as single & multi-select drop-downs, are supported in the Export CSV feature.
Important things to note
Export CSV reflects your current Tracker view, not a full dataset
Some field names may differ slightly from those in the Tracker/Awards View
If you need more advanced filtering, formatting, or a comprehensive dataset, we recommend using Reports instead.
Interested in visualizing your grant data with different charts and graphs? Check out the Grant Performance Dashboard available starting on the Pre-Award Plan.
Contact us 
If you have any questions about Instrumentl's reporting options, start a conversation with our friendly Support team using Messenger when logged in, or simply email us at hello@instrumentl.com.