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Grant spending tracker

Track spending against each grant budget by category. Use your QuickBooks exports to see what is left to spend.

Someone typed

“track spending against each grant budget by category and show what is left to spend”

The agent read it as

track spending against each grant budget by category and show what is left to spend in QuickBooks grant budget by category and QuickBooks expenses, including bills and expenses.

What the agent built

4 steps, each one an ordinary Mammoth step you can open and change.

File

QuickBooks grant budget by category

CSV export · 12 rows

File

QuickBooks expenses

CSV export · 28 rows

Step

Include bills and expenses

Step 1

Step

Make budget matching keys

Step 2

Join

Bring in grant spending

12 of 12 paired

Step

Show what is left

Step 4

Result

Grant Budget Spending

12 rows

Schedule

Runs when you say

Proposed

File
QuickBooks grant budget by category
CSV export · 12 rows
File
QuickBooks expenses
CSV export · 28 rows
Step
Make budget matching keys
Step 2
Step
Include bills and expenses
Step 1
Join
Bring in grant spending
12 of 12 paired
Step
Show what is left
Step 4
Result
Grant Budget Spending
12 rows
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 12 rows came out, and the join paired 12 of 12 rows.

Download QuickBooks grant budget by category sample (12 rows)QuickBooks: Reports > Budget vs Actuals > Export
Download QuickBooks expenses sample (28 rows)QuickBooks: Expenses > Filter by date range > Export

What you get back

The result of that run, the rows to look at first.

Grant Budget SpendingSample data12 rows

Grant	Category	Left to spend	Budget amount	Spending
Healthy Food Access 2026	Admin	6,220	9,000	2,780
Healthy Food Access 2026	Contractor support	11,110	16,000	4,890
Healthy Food Access 2026	Program supplies	-3,400	20,000	23,400
Healthy Food Access 2026	Travel	3,050	4,000	950
Neighborhood Literacy Initiative 2026	Admin	5,910	8,000	2,090
Neighborhood Literacy Initiative 2026	Contractor support	15,350	24,000	8,650
Neighborhood Literacy Initiative 2026	Program supplies	10,690	18,000	7,310
Neighborhood Literacy Initiative 2026	Travel	4,425	6,000	1,575
Youth Tech Access 2026	Admin	3,840	7,000	3,160
Youth Tech Access 2026	Contractor support	11,920	21,000	9,080
Youth Tech Access 2026	Program supplies	10,260	15,000	4,740
Youth Tech Access 2026	Travel	3,700	5,000	1,300

12 rows in the result. Sample data: illustrative figures, not business results.

How do you track grant spending by category?

Export your grant budget by category and your expenses from QuickBooks, including bills and expenses. Match the budget rows to the spending rows, then calculate what is left for each category. You get a grant spending left by category view.

How it works

How to use the Grant Budget Spending workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Grant Budget Spending: questions

What export should you use?

Use the QuickBooks export that has your grant budget by category, plus the QuickBooks expenses export that includes bills and expenses. The workflow reads those files and matches rows by the keys you set.

What happens when a row does not match?

Rows that do not match a budget category stay out of the matched result. You can review them and decide whether to add a rule, fix the source data, or leave them unmatched.

How do you change the matching rules?

Edit the rules in words, such as which columns should match and how categories should line up. Then run the workflow again with the same exports or updated exports.