Automated Grant Inquiry Data Entry from Email
When a new grant inquiry email arrives in your Gmail inbox, WebRun reads the sender name, organization, email, program of interest, and question, creates a tracked inquiry record in Submittable, logs the entry to a prospective applicant sheet, and drafts an acknowledgment email for your grants team to review before sending.
How do I automatically log emailed grant inquiries into Submittable?
WebRun monitors your Gmail grants inbox and, when a new inquiry arrives, extracts the sender's name, organization, and program of interest, creates a tracked record in Submittable, and logs the details to a Google Sheets prospective applicant list. Your grants team gets a clean log of every inquirer without any manual data entry.
- Every grant inquiry email becomes a tracked Submittable record without manual data entry
- The prospective applicant sheet grows automatically as inquiries arrive
- No inquiry from a potential applicant slips through because it arrived by email rather than through the form
Built for grantmakers · foundation program officers · grant program managers · nonprofit grant teams
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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read incoming grant inquiry email
gmail.com
WebRun opens Gmail to read incoming grant inquiry email. - Monitor the grants inbox for new emails tagged or sent to the grant inquiries address
- Read the sender name, organization, email address, program of interest, and the substance of their question
- Skip automated replies, out-of-office messages, and duplicate inquiries from the same sender this week
Done when Each new unique grant inquiry email has been read and its key details extracted.
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2
Submittable - create tracked inquiry record
submittable.com
WebRun opens Submittable to create tracked inquiry record. - Open Submittable and navigate to the prospective applicant or contact section
- Create a new inquiry record for the sender with their name, organization, email, program of interest, and inquiry date
- Add the original question as a note on the record so the grants team has context
Done when A tracked inquiry record exists in Submittable for every new grant inquiry email.
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3
Google Sheets - log prospective applicant details
google.com
WebRun opens Google Sheets to log prospective applicant details. - Open the prospective applicant tracking sheet
- Append a new row with the sender name, organization, email, program of interest, inquiry date, and Submittable record ID
- Flag any inquiry that names a program currently closed to new applications
Done when The tracking sheet has a complete log of every inquirer with their interest and record ID.
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
Does it reply to inquirers automatically?
No. WebRun creates the Submittable record and logs the inquiry, but any reply to the inquirer is drafted for your grants team to review and approve. No email is sent automatically.
What if the same person sends multiple inquiries?
It detects duplicate inquiries from the same sender within the same week and skips the repeat, so the tracking sheet stays clean and the grants team is not alerted twice for the same person.
Can it handle inquiries about multiple grant programs in one email?
Yes. It reads all program names mentioned in the email and logs each one as a separate note on the Submittable record, so the grants team can see exactly which programs the inquirer is interested in.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.