If your funder has asked that you submit reports, invoices, or adjustment requests to them, you will do that in your original application.

Note: Some organizations may use different terms for these components that are submitted, so the tab and button labels that you see may differ slightly. Similarly, not all organizations will use these features, so some of these instructions may not apply.

Are you the applicant or a collaborator?

There are two sets of instructions here – one for applicants and one for collaborators. Please refer to the appropriate set, depending on your role:

 

APPLICANTS COLLABORATORS

Instructions for Applicants

1. Find Your Application

The first step is to find your application. Log into your account on our homepage – https://www.zoomgrants.com/login – and then look in the Approved section to access your application. You can read more about how to find your applications here.

Once you’ve found the application, click the application title link to open the application.

Have you added collaborators to your application?

If you have other users that you’d like to invite to work on invoices or reports in this application, add them as collaborators or update the access of existing collaborators to ensure that they can access these features. 

Troubleshooting

I am not able to find the application.
If the application is not in any section of your My Account Home page, you do not own the application and you have not been given access to it. You can read more about how to find your applications here.

Is there a different account owned by someone else in your organization? If so, the application may be in there. Talk with your colleagues to find out who originally submitted the application. They can add you as a collaborator, or you can request that the application ownership be transferred to you.

The application is not in the Approved section.
If you are not seeing your application in the Approved section, the program admin has not yet allowed you to see that decision. Click the Contact Admin tab in your application to contact them to request that they mark your application notified.

 2. Access the Report or Invoice Tab

The second step is to go into the report or invoice tab.

Remember, the label on this tab may differ depending on what the admin has chosen to call the tab. If you’re not sure, contact the admin to ask what they named that feature.

3. Complete the Report, Invoice, or Adjustment Request

Click into the individual report tabs, then fill out the questions and upload the requested documents, as applicable.

Click the button to create a new invoice OR click the invoice title link to open up an existing invoice. Fill in the fields and upload requested documents, as applicable.

For adjustment requests, click the button to create a new adjustment request OR click the adjustment request title link to open up an exiting adjustment request. Enter your requested changes for each line item.

  • To reduce the current budget number, enter a negative number - the amount by which you would like that line item to decrease.
  • To increase the current budget number, enter a positive number - the amount by which you would like that line item to increase.
  • The system will calculate the desired new balance automatically.

  • 4. Submit the Report, Invoice, or Adjustment Request

    When you’re done, the final step is to submit the report, invoice, or adjustment request.

    Click the Submit button near the top of the report.

    The system will check to make sure that you have answered all of the displayed questions and uploaded required documents. Anything missing will be listed in red.

    Complete the missing fields, then refresh the page using the Refresh Page button near the upper right corner of the application, and try the submit again.

    Click the Submit button near the top of the invoice.

    Click the Submit button near the top of the adjustment request.

    In all cases, successful submissions will replace the ‘Submit’ button with the timestamp (in Pacific time) of when it was submitted.

     Video Tutorials:

    Collaborators

    The collaborator process for submitting reports, invoices, and adjustment requests is largely the same, with the only major difference being in how the applications are initial accessed.

    Log into your account, then click the ‘View Application’ button to open the application, as usual. If you can see a report or invoice tab (keep in mind that the label on the table will differ depending on what the admin has chosen to call the tab), click into it.

    Complete the report, invoice, or adjustment request and submit it.

    Troubleshooting

    I cannot see those tabs in the application.
    If you are not seeing the correct tabs in your application, the admin has not yet allowed you to see the approval in that application. Click the Contact Admin tab in your application to contact them to request that they mark the application notified.
    I am unable to access or work in those tabs.
    If you are not able to edit any of the fields in the report or to create or open an invoice, the application owner has not yet given you access to those sections. Contact the applicant and request that they update your access permissions to include the reports and/or invoices. ZoomGrants support staff cannot update your access.