Beyond Charts and Lists: How AI and Data Visualization Transform Grant Reporting

As a grantmaker, you’re surrounded by data—applications, grantee updates, historical funding records, and industry trends. Gathering data isn’t the challenge anymore. The real question is: how do you turn all those numbers into insights that drive impact?

Data visualization transforms isolated data points into a clear story, helping you make informed decisions, communicate effectively with stakeholders, and identify trends before they become urgent needs. And now, with AI-powered tools integrated directly into your systems, grantmakers have even more opportunities to unlock insights—responsibly and intentionally.

Why Does Data Visualization Matter for Grantmakers?

Data visualization is the process of turning raw numbers into meaningful stories. For grantmakers, this means transforming application data, funding trends, and impact metrics into visuals that reveal patterns and relationships. When done well, visualization provides context and actionable insight.

Clarity and Context

A spreadsheet of numbers tells you what happened. A well-designed chart shows you why it happened and what might happen next. For example, a line graph comparing grant approvals over time can reveal seasonal trends or the impact of a new application process.

Faster Decision-Making

Visuals help you spot trends and anomalies quickly, so you can act before challenges escalate. Instead of scanning hundreds of rows in a report, a dashboard with filters can highlight which programs are underfunded or which applications need immediate attention.

Stakeholder Communication

Board members, donors, and community partners want to see impact, not just numbers. Visual reports make complex data accessible and compelling, helping you tell a story that resonates and builds trust.

Strategic Planning

Visualization helps you compare funding priorities, track progress toward goals, and allocate resources where they’ll make the greatest difference. Seeing patterns across multiple years can inform long-term strategies and ensure your funding aligns with your mission.

Lists vs. Charts: The Building Blocks of Grantmaking Data Visualization

Before you dive into dashboards and predictive analytics, it’s important to master the basics. Lists and charts are the building blocks of grantmaking data visualization. Each serves a distinct purpose, and choosing the right format can save time and prevent confusion.

When a List Is Enough

Lists excel at providing granular detail. If you need to know which applications are pending review or the total grant dollars awarded year-to-date, a simple list gives you clarity without unnecessary complexity. Lists are also ideal for operational tasks—tracking deadlines, monitoring compliance, or identifying grantees who are missing reports.

When a Chart Adds Value

Charts shine when you need context or want to compare multiple data points. For example, a bar chart showing grants by impact area over the past three years can reveal trends that inform strategic decisions. Charts help you spot patterns, outliers, and relationships that aren’t obvious in a list.

Avoid Overcomplication

One common mistake is defaulting to a detailed chart when a list would suffice—or vice versa. Overcomplicating your visualization can slow down decision-making and confuse stakeholders. Ask yourself:

• Do I need to see individual details or the big picture?
• Will this visualization help me answer a question quickly?

By starting with the right format, you lay the groundwork for more advanced tools like dashboards and AI-powered analytics. These basics ensure your data tells a clear story without overwhelming your team.

Dashboards: Turning Data into Actionable Insights

Lists and charts give you the building blocks, but dashboards bring everything together in one dynamic view. They’re flexible tools that help you move from reactive reporting to proactive strategy.

One Place to Start

Dashboards consolidate data from multiple parts of your GMS, eliminating the need to toggle between tabs or different reports. This unified view means you can see the status of applications, funding allocations, and impact metrics at a glance.

Tailored to How You Work

Every grantmaker has different priorities. Dashboards can be customized to show the information that matters most to you, whether that’s review status, geographic distribution of grants, or upcoming reporting deadlines. You can even create role-specific dashboards so your finance team, program officers, and leadership each see what’s relevant to their work.

Proactive and Forward-Looking

Dashboards don’t just tell you what’s happening now—they help you anticipate what’s next. By visualizing trends over time, you can identify emerging needs, spot gaps in funding, and adjust strategies before issues arise. For example, if you see a spike in applications from new nonprofits, you can plan outreach or capacity-building support before the next cycle.

Collaboration Made Easy

Sharing dashboards ensures everyone—from staff to board members—works from the same information. Instead of scrambling to answer impact questions, you can provide stakeholders with real-time, view-only access to the data they care about. This transparency builds trust and frees your team to focus on meaningful work.

We were able to use dashboards in Blackbaud Grantmaking™ to categorize and quantify the different priorities, understand who was responding to us and where the biggest needs were. This helped us determine the four pillars that we adopted, with racial equity running through all.

Leah Jones-Marcus
Dogwood Health Trust

The Next Frontier: AI-Powered Insights for Grantmakers

Dashboards give you a clear view of what is happening now. AI takes that a step further by helping you predict what’s coming next and uncover insights you might otherwise miss. For grantmakers, AI enhances automation to amplify your ability to make strategic, mission-driven decisions.

From Reactive to Predictive

AI can analyze historical grant data alongside external trends to forecast emerging needs. Imagine seeing not only where your funding has gone but recommendations on where it should go next based on patterns in applications, community demographics, and impact outcomes.

Smarter Workflows

AI-powered tools can handle repetitive tasks like validating application data or flagging incomplete reports, freeing your team to focus on strategy. Combined with dashboards, these capabilities mean less time spent on manual checks and more time spent on planning for impact.

Natural Language Queries

One of the most exciting developments is the ability to “talk” to your data. Instead of building complex queries, you can ask, “Which grantees have overdue reports?” and get an instant, accurate answer—securely and within your grant management system.

Responsible AI Adoption

Grantmakers have been quick to explore AI, but speed shouldn’t replace intentionality. According to TAG’s 2024 State of Philanthropy Technology survey, 81% of grantmaking staff are experimenting with AI, yet two-thirds lack governance frameworks. Without clear policies, AI risks amplifying inequities rather than solving them.

That’s why responsible AI principles—fairness, transparency, inclusiveness, and security—must guide every implementation. Blackbaud’s AI strategy is built on these principles, ensuring that future capabilities integrate seamlessly into Blackbaud Grantmaking™ while safeguarding sensitive data and reinforcing equity. These innovations will help grantmakers visualize impact, automate workflows, and make data-driven decisions, without losing the human judgment that makes philanthropy meaningful.

Turning Data into Impact

Data visualization and AI are essential tools for grantmakers who want to move beyond reporting and toward strategic, mission-driven impact. Lists and charts give you the foundation. Dashboards bring clarity and collaboration. AI adds predictive power and efficiency. Together, they transform your data from static numbers into a dynamic story that guides decisions and strengthens relationships.

The key is intentionality. Start with the basics, build strong data governance, and adopt AI responsibly. When you combine these elements, you create a grantmaking process that’s not only efficient but also equitable and forward-looking.

Ready to take the next step?

• Review your current reporting process and identify where visualization could save time or improve clarity.
• Explore dashboards that put the right information at your fingertips and empower stakeholders with real-time insights.
• Begin drafting an AI policy so you’re prepared to integrate new tools responsibly.

Your data holds incredible potential. With the right approach, you can unlock insights that help your organization amplify its impact—today and for years to come.

Learn more about improving your data health and maximizing impact with our white paper, How Grantmakers Can Improve Data Health and Maximize Impact.