The volunteer numbers your grant needs, ready before the deadline.
A funder wants this program's hours, this period, with a value attached. Because every hour is already tagged to a program, that's a date range and a button — not a late night rebuilding last year's spreadsheet from sign-in sheets.
- Hours by program
- Estimated in-kind value
- Any reporting period
The reports screen a grant is pulled from — hours grouped by program, with totals and estimated value for the period. Shown with sample agency data.
The four numbers nearly every grant and funder report wants
Foundations, United Way, and community grantmakers don't ask for your raw sign-in sheets. They ask for totals, a program breakdown, a value, and a clean period — the exact shape VolunteerLedger keeps standing by, so the application and the page behind it always match.
Total hours for the funder's exact window
A grant rarely lines up with your calendar. One funder wants its program year, another a project quarter, a third a six-month pilot window. The Volunteer Hours report takes whatever start and end dates the funder names and returns the total for precisely that period — no carving a date range out of a spreadsheet by hand.
The number you type on the application is the number on the page you attach, because both come from the same dated entries. When a program officer asks "how is this total derived?", the answer is already underneath it.
Hours broken out by program, for restricted asks
Most grants fund a slice, not the whole program — the bereavement project, the pet therapy visits, the veteran outreach. Because every hour entry carries its area of service, the report groups and subtotals by program on its own, so you can show one project's hours without untangling the rest.
That is the difference between "we did a lot of good work" and a clean, fundable figure for exactly the activity the grant pays for. The breakdown a restricted or project grant requires is already in the data.
An estimated in-kind value you control
Many funders want a dollar figure for donated volunteer time — for an in-kind match line or to anchor the cost-savings story in your narrative. Set an hourly value rate for your agency and the report estimates that contribution, by program, with every dollar tracing back to the hours behind it.
You own the rate, so the value reflects your agency's own valuation rather than a number you can't defend. Turn on the optional mileage field and the miles a funder may credit toward match are totaled right alongside the hours.
Output a proposal packet — or a funder's portal — can take
Every report prints to a clean, branded page that drops straight into a proposal packet or an appendix without reformatting. When a funder hands you their own spreadsheet or upload template instead, the same report exports to CSV so you paste figures in rather than retype them.
You choose print or CSV the moment you need it, so there's never a second version drifting out of sync with the first. One source, two formats, both current.
One grant-ready page instead of a deadline-night spreadsheet
When a proposal needs the volunteer numbers — or a funder's mid-year report comes due — the answer is a report you run, not a sheet you rebuild. Here is the page VolunteerLedger assembles for the grant.
Everything a grant line item needs, on one sheet
Choose the funder's period and the programs the grant covers, and VolunteerLedger pulls the total hours, the estimated in-kind value at your rate, and the by-program split into a single page ready for the application. Save the settings as a preset and next year's report is one click.
- Total volunteer hours for the grant period
- Estimated in-kind value at your rate
- Hours split by funded program
- In-kind volunteer miles for match
- Print-ready for the packet, CSV for a portal
Grant Support Summary — In-Kind Contribution
Sample report — illustrative figures. The in-kind value uses a rate you set; every figure traces to dated entries.
Grant week with the spreadsheet vs grant week with the report
Pulling it from the spreadsheet The scramble
- Filtering rows to the funder's exact date window by hand
- Re-summing one program's hours out of a mixed sheet
- Estimating in-kind value with a calculator and a guess at the rate
- Reformatting it to look presentable for the packet
- Doing all of it again for the next funder's different period
Running it in VolunteerLedger Ready
- Type the funder's start and end dates, get the total
- The funded program's hours are already subtotaled on their own
- Estimated in-kind value computed at the rate you set
- Print-ready for the packet, or CSV for a funder's portal
- The next funder is a new date range on the same saved report
From the coordinator's desk to the funder's inbox
Grant writers
Drop the period and program into a saved report and get the total, the by-program split, and the in-kind value the proposal narrative needs — without chasing the coordinator for numbers.
The coordinator who feeds the proposal
Tag each hour to its program once as you enter it, and the grant breakdown builds itself — so a funder request stops meaning a deadline-night spreadsheet session.
Development directors
Carry the same trustworthy in-kind value across every proposal and report, with read-only access to pull it themselves rather than waiting on someone to assemble it.
Executive directors
Open the annual-report headline number and the funder-facing volunteer value already gathered — proof of community impact that's ready before the board and the foundation ever ask.
The headline volunteer figure for your annual report and board narrative is usually the same recurring question, asked a little late. On the Complete plan, schedule that report once and it sends itself — monthly or quarterly, at the hour you choose, in your time zone, using smart ranges like "last quarter" that advance on their own. So when grant season and report season arrive, the number is already gathered, already current, and already in a form you can forward to a funder.
Grant and annual-report numbers are where a volunteer program proves its worth to a community funder. Once the hours live in one structured place and group themselves by program, "pull the volunteer numbers for the grant" turns from a dreaded deadline task into a few minutes before lunch.
More in the same workspace: the day-to-day volunteer coordinator software, multi-program palliative care volunteer tracking, or moving your figures off the sheet and into a system you can report from.
Grant and funder reporting, answered
Can I get volunteer hours for the exact period a funder defines?
Yes. The Volunteer Hours report accepts any start and end date, so you match a foundation's grant year, a United Way reporting quarter, or whatever odd window the funder names. The total lands at the bottom with per-program and per-volunteer detail above it, so the figure on the application and the figure on the page behind it always agree.
Can it split hours by program for a restricted or project grant?
Yes, and that is what areas of service are for. Every hour entry is tagged to a program — bereavement, pet therapy, the auxiliary, veteran outreach, events — so the report groups and subtotals by program on its own. When a grant funds only one project, you show that project's hours cleanly, without slicing a spreadsheet by hand the night before it is due.
Can the report show an estimated in-kind value of volunteer time?
Yes. Set an hourly value rate for your agency and the report estimates the in-kind contribution of your volunteer hours, broken out by program, with every dollar tracing back to dated entries. You choose the rate, so the number reflects your agency's own valuation — useful as in-kind match evidence or as the cost-savings line in a proposal narrative. Add the optional mileage field and the miles total alongside the hours.
Can I export the numbers into a funder's own reporting template?
Yes. Every report prints to a clean, branded page for a proposal packet, and the same report exports to CSV when a funder hands you their own spreadsheet or portal format. You pick print or CSV at the moment you need it, instead of keeping two versions of the truth in sync.
Can the annual-report total arrive without anyone running it?
Yes, on the Complete plan. Schedule any report monthly or quarterly and it emails itself, in your time zone, using smart ranges like "last month" or "last quarter" that roll forward automatically. The headline volunteer number your annual report and board narrative depend on simply lands in the right inboxes, so it is already gathered when grant season and report season arrive.
Does this report the Medicare 5% volunteer figure for grant purposes?
No, and that is on purpose. The Medicare 5% participation figure is a clinical metric your EMR computes from patient-care hours, which are protected health information. VolunteerLedger holds no patient data, so it neither needs nor produces that ratio. What it produces is the funder-facing side of the program — administrative, fundraising, events, pet therapy, and veteran hours, with their estimated in-kind value — which is what grant applications and annual reports actually ask you to document.
Have the grant number gathered before the deadline.
Start a free 45-day trial, tag your hours by program, set your value rate, and pull a print-ready grant report for any funder's period in seconds. No credit card, no patient data.