Aplos Automated Grant Covenant Compliance Tracker
Every Monday, WebRun opens Aplos, reads each active grant's allowable-use conditions and spending-category restrictions, compares them to actual year-to-date expenditures by account code, flags any spending that may breach a grant covenant or exceed a restricted category cap, logs the results in a compliance Google Sheet, and posts a status report to your finance team in Slack.
How do I automatically track grant spend conditions and covenant compliance in Aplos?
WebRun opens Aplos every Monday, reads each active grant's allowable-use conditions and spending-category limits, and compares them to actual year-to-date expenditures by account code. Confirmed breaches and near-breach categories are color-coded in a Google Sheet compliance log and summarized in a Slack report so your finance team can act before a covenant violation becomes an audit finding.
- Grant covenant breaches caught weekly instead of at audit, reducing risk of clawback
- Near-breach categories flagged at 80 percent of cap so corrections are made proactively
- Compliance history tracked week over week for auditor-ready documentation
Built for nonprofit grants managers · nonprofit compliance officers · church finance directors · fund accounting controllers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.aplos.comin a real browser with your saved login - no setup, no API keys. -
1
Aplos - read grant conditions and year-to-date spend by category
aplos.com
WebRun opens Aplos to read grant conditions and year-to-date spend by category. - Open Aplos and navigate to the Grants and Fund Accounting sections
- Read the allowable-use conditions and spending-category limits for each active grant
- Pull year-to-date actual expenditures broken down by account code for each grant fund
- Compare each spending category's actual amount to the grant's approved budget for that category
- Flag any category where actual spending exceeds the approved amount or the allowable-use conditions
- Note the grant name, fund, category, approved amount, actual spend, and variance for each flag
Done when Every active grant has a compliance status with any breach or near-breach categories identified and documented.
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2
Google Sheets - log compliance status and breach flags
google.com
WebRun opens Google Sheets to log compliance status and breach flags. - Open the grant covenant compliance Google Sheet
- Update each grant row with current compliance status, category-level spend, and any flags
- Mark confirmed breaches in red and near-breach items at 80 percent of category cap in orange
- Append a dated weekly snapshot row for trend tracking
Done when The compliance sheet has a current, color-coded status for every active grant with this week's snapshot appended.
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3
Slack - deliver covenant compliance report to finance team
slack.com
WebRun opens Slack to deliver covenant compliance report to finance team. - Post a compliance status report to the finance Slack channel listing each grant's status
- Lead with any confirmed breaches and near-breach items
- Include grant name, category, approved amount, and current spend for flagged items
- Link to the compliance Google Sheet for full detail
Done when Finance team receives the weekly covenant compliance report in Slack with breach and near-breach items prioritized.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
What types of grant conditions does it check?
It checks allowable-use spending categories, per-category budget caps, and restricted fund designation rules recorded in Aplos against actual year-to-date expenditures by account code.
Does it notify the grantor if a breach is detected?
No. WebRun only surfaces breach flags to your internal finance team. Any communication with a grantor about a compliance issue is handled entirely by your staff after reviewing the report.
How early does it warn before a category cap is reached?
It flags any spending category that has reached 80 percent of its approved cap as a near-breach item in orange, giving your team time to adjust before the limit is crossed.
Related templates
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