How 20 Hours of Weekly Reconciliation Became Two

The Challenge

The team was managing 50+ active grant awards across dozens of organizations, and keeping the numbers straight took 15 to 20 hours of spreadsheet work every week. On top of that, award managers had no quick way to see when money was pulled from a budget. Transaction alerts came in 2 to 3 days after the fact, sometimes not at all. Late tracking meant late reports, and late reports meant real questions from funders about where the money was going.

What We Built

We built a multi-tenant platform where AI agents watch every transaction as it happens, sort spending into the right budget categories, and catch problems before they turn into compliance headaches. Each organization gets its own secure workspace with workflows that handle award creation, budget allocation, withdrawal tracking, and alerts on their own. Bulk transaction uploads that used to eat an entire day now run in under 30 seconds.

Results

Weekly reconciliation dropped from 20 hours to about 2. Transaction alerts now arrive the same day instead of days later, which was the change award managers noticed first. The team processes batch uploads in under 30 seconds now, though the real win was not having to key in hundreds of rows by hand anymore. Over the first quarter, the platform freed up an estimated $40,000 in staff time that was going toward manual tracking and last-minute report fixes.