1.Detect new submission
Integrate Submittable and submission intake forms to ingest new submission data and trigger downstream record creation.
Create structured grant and contact records from submissions
Automatically detect new submissions in Submittable across Submittable and Salesforce. Automatically create and update contact, account, and grant records when submission is submitted, intake form is completed, or requests are receivedβso you can normalize fields, match records, and set intake stages without manual triage.
How this automation creates grant-ready records
When new submissions arrive in Submittable, delayed triage can stall reviewer workflows. This automation normalizes fields and finds or creates Salesforce Contact and Account records, then creates grant records so your team can move faster.
Submittableor swap with your favorite app
2.Normalize submission fields
Integrate Formatter by Zapier and data transformation to normalize and truncate fields for CRM-ready mapping.
Formatter by Zapieror swap with your favorite app
3.Find or create contact
Integrate Salesforce and CRM matching tools to find a contact by email and create one when missing.
Salesforceor swap with your favorite app
4.Create account and grant record
Integrate Salesforce and CRM record management to create an account and link contact affiliation, then create a grant record.
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- Apps: Airtable, Formatter by ZapierSwap with your favorite apps.
Assign a reviewer and update the grant record
Your grant submissions often lack an assigned reviewer, making triage slow and scheduling unclear. Assigned reviewer contact is added to the grant record so you can triage and schedule reviews same day.
- Apps: Airtable, Formatter by ZapierSwap with your favorite apps.
Assign a reviewer to new grant summary records
Your grant summaries often arrive without a reviewer, forcing coordinators to triage assignments and delaying evaluations. It assigns a reviewer automatically so reviews can start same day.
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Create archive records for closed grant cases automatically
Your closed grant records stay in the active table, cluttering support queues and slowing audits. It moves them to an archive table weekly for fast retrieval and a cleaner active list.
- Apps: Gravity Forms, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Create automated application log rows from form submissions
Your grant application form responses sit in the inbox, making intake tracking slow and causing missed follow-ups. They are added to a central spreadsheet for prioritization and same-day review.
- Apps: RSS by Zapier, Formatter by Zapier, Circle, SlackSwap with your favorite apps.
Create community posts from new grant feed items
Your grant RSS feed isn't visible to community members, so coordinators miss time-sensitive funding opportunities. This posts each listing to the community and alerts coordinators within minutes.
- Apps: Webhooks by Zapier, Filter by ZapierSwap with your favorite apps.
Create external grant intake record from incoming webhooks
Your intake records arrive without an external index, causing tracking gaps and delayed reviewer action. Get external intake entries created automatically so reviewers see submissions same day.
- Apps: Sub-Zap by Zapier, Webhooks by Zapier, Formatter by Zapier, Google Sheets, SlackSwap with your favorite apps.
Create funder report rows in spreadsheet for grants team
Your funder search results are scattered, causing extra manual collation for grant prospect lists. It centralizes results into a report sheet so program coordinators can act same day.
- Apps: Zoho CRM, Filter by Zapier, Google SheetsSwap with your favorite apps.
Create grant application rows in shared tracking sheet
Your grant application updates in CRM don't surface for support, causing missed status checks and delays. You get rows added to a shared worksheet for coordinator review, enabling same-day follow-up.
- Apps: Airtable, TodoistSwap with your favorite apps.
Create grant deadline tasks for program and grants staff
Your tracked grant deadlines change without owners, leaving filings unprepared and schedules unclear. Assigned tasks alert program and grants staff so work begins same day before deadlines.
- Apps: HubSpot, Filter by Zapier, Google Sheets, ChatGPT (OpenAI)Swap with your favorite apps.
Create grant-hit record and summarize top grant matches
Your disqualified deals lack funding context, so grant fits go unnoticed and outreach is delayed. AI-curated grant matches are logged for review, letting managers act same day.
- Apps: Submittable, Formatter by Zapier, SalesforceSwap with your favorite apps.
Create grant intake records from program form responses
Grant form responses arrive untracked, leaving proposals without linked organization or contact. Create structured grant intake records linked to organizations so coordinators can triage same day.
- Apps: Close, Google Drive, Google Sheets, SlackSwap with your favorite apps.
Create grant opportunity and prepare state submission folder
Your grant-start activities without tracked opportunities stall state prep and hide required budgets. Create opportunities, folders, and sheets so teams can assemble packets same day.
- View all
Explore all grant tracking automations
Improve grant visibility with automated status updates, deadline alerts, and record routing
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
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Marcelo Lebre, Co-Founder
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Allen Lai, Head of Customer Experience
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