Tracking and managing grant financials and spend downs is a key workflow for Legal Aid organizations. In Clio Manage, you can deposit funds onto grants, view individual grant balances, and spend down manually from grant balances using time and expense entries.
Tip: You can also export your organization's grants to get an understanding of how much of a spend down there has been from the grants. The data will show manual spend downs. Learn more here.
Deposit funds onto grants
When your organization receives a grant, you can deposit funds onto that grant in Clio Manage to track and manage your organization's spending. If you do not receive all the money up front, you can still track your spending. The grant balance can run at a negative.
- Go to Grants and select a grant.
- Once within the individual grant's view, click Deposit funds.
- Enter the amount and date for the transaction and add an optional description explaining the deposit.
- Click Deposit funds to deposit the money onto the grant.
- The dollar value of the deposit will appear under the Funds in column of this grant's transactions table.
- The saved deposit will adjust the grant's running balance. To view the grant's running balance, go to the Grants tab and look under the Balance column.
Edit and delete deposited funds
Once you have deposited funds onto a grant, you can manage the transactions by editing or deleting them if necessary.
- Go to Grants and select a grant.
- Once within the individual grant's view, click Edit next to a transaction.
- Make any changes and then save your changes.
- The dollar value of the deposit will appear under the Funds in column of this grant's transactions table.
- The saved deposit will adjust the grant's running balance. To view the grant's running balance, go to the Grants tab and look under the Balance column.
- Go to Grants and select a grant.
- Once within the individual grant's view, click the down arrow next to Edit and then select Delete.
Spend down via time and expense activities
You can expense an employee's salary to a grant or review the spend down and expense payments on a grant by recording time and expense entries on the grant. This can help you track where and how money is spent across your organization's individual grants, all in one place.
You can create a spend down record via a time entry from anywhere in Clio Manage using the Create new menu.
- In the Clio Manage header, click Create new and then select Time entry.
- Complete the details of the time entry. In particular, enter a value under Duration and Rate, and then select the relevant grant from the Grant dropdown.
- Click Save entry to save the time entry to the grant.
- The dollar value of the entry will appear under the Funds out column of the grant's transactions table. To view this table, go to Grants and then select the grant.
- The saved entry will adjust the grant's running balance. To view the grant's running balance, go to the Grants tab and look under the Balance column.
You can create a spend down record via an expense entry from anywhere in Clio Manage using the Create new menu or by going into an individual grant. For the latter, the grant will automatically be selected in the expense entry modal.
- In the Clio Manage header, click Create new and then select Expense.
- Complete the details of the expense entry and then select the relevant grant from the Grant dropdown.
- Click Save entry to save the expense entry to the grant.
- The dollar value of the entry will appear under the Funds out column of the grant's transactions table. To view this table, go to Grants and then select the grant.
- The saved entry will adjust the grant's running balance. To view the grant's running balance, go to the Grants tab and look under the Balance column.
- Go to the Grants tab and then select a grant.
- Click New expense.
- Complete the details of the expense entry.
- Click Save entry to save the expense entry to the grant.
- The dollar value of the entry will appear under the Funds out column of the grant's transactions table. To view this table, go to Grants and then select the grant.
- The saved entry will adjust the grant's running balance. To view the grant's running balance, go to the Grants tab and look under the Balance column.