FAQs

Privacy and Security

Can funders see my organisation profile or the documents I upload?

No. Your Fundsorter account is completely private to you and your organisation's users. The documents, resources, and profile information you upload are only used by our system to build your profile and match you with relevant funding opportunities.

This information is securely stored and is not visible to any third parties or funders. The only information a funder will ever see is the application that you submit to them directly.

Does Fundsorter submit applications on my behalf?

No. Fundsorter helps draft your applications but we do not submit applications on your behalf. You must review the application, click the 'Email me a copy' button, and then follow the funder's instructions to submit the application yourself.

Are my contact details or my organisation's information made public?

No. None of your information is publicly listed. Your account is a private tool for your organisation. Your contact details are used for billing and for our team to contact you, but they are not displayed publicly.

Data and AI

Does Fundsorter use AI?

Yes, we use AI for some aspects of our service. However, your information is not permanently uploaded to AI training databases.This data is deleted by the AI company after 30 days.  In every case, a human is involved before and after — AI never makes a final decision.

Fundsorter uses AI in the following ways:

1. Maintaining the database - AI summarises and categorises funding opportunities. The Fundsorter database team checks the results. This keeps the database high quality and up to date.
2. Finding your matches - When you upload documents or share web pages, AI reads them to understand what you need funding for. It uses that to find better matches in the database. You decide what to do with the results.
3. Drafting applications - AI drafts answers to funder questions using what it knows about your organisation and funding needs. You review and edit everything before it goes anywhere. The more you correct it, the better it gets to know you.
4. Protecting your privacy - Before any data is sent to an external AI provider, we use small local machine learning tools to strip out any of your personal details.

Is my data secure when using this AI tool?

Yes, we take data security very seriously. Access to your data is restricted to a limited number of staff who need access to build our systems. You can delete or correct the data we hold about you at any time. Please see our privacy policy for full information on how we manage your data.

Will my data be used to train AI?

No. Neither Fundsorter nor our AI provider use your data to train AI.

How is our data shared with AI?

Some of your information will be shared with an AI tool during the matching and drafting process. We don't send whole documents, only the portions that are relevant to a particular query. At present we are using OpenAI as our LLM. You can find OpenAI's privacy policy here. OpenAI keeps data for 30 days to detect misuse but deletes your information after that.

Can we access, remove, check or change the information you hold about us?

Yes, currently this is done through customer support but over time we will build more features for you to access, edit, and delete your data directly.

Billing and Subscriptions

How does billing work? Can I cancel?

Fundsorter works as a subscription service, priced per organisation per calendar month (not per user). Pricing is tiered based on your organisation's annual expenditure, as registered with NZ Charities Services:

• Micro Tier: $40,000 p/a or less
• Tier 4: $40,000–$140,000 p/a
• Tier 3: $140,000–$5,000,000 p/a
• Tiers 1 & 2: $5m p/a or more

You can subscribe monthly, quarterly, or annually. Annual subscriptions include a 20% discount, an extended 12-month match window, and unlimited use of the Funding Ideas Generator. All prices are in NZD and exclude GST.

You can pay by credit card or invoice. Subscriptions are payable in advance and are non-refundable — if you cancel, your access continues until the end of your current paid term.

To cancel, the admin of the account can click Manage Organisation > Accounts > Cancel Subscription.

What is the minimum subscription term?

You can subscribe for a minimum of one month. We also offer quarterly and annual subscription terms, which are payable in advance.

How do I upgrade to the annual subscription?

Annual subscriptions include a 20% discount compared to the monthly or quarterly rates. Upgrade to the annual plan by clicking Manage Organisation, select the Accounts tab, then ‘Change Frequency’ to annual. The system will automatically update your plan, including crediting any remaining time on your current subscription to the annual plan.

Are there any hidden fees or extra costs?

No. The only cost is your subscription fee. All subscriptions receive access to the full Fundsorter product suite. All prices are in New Zealand dollars (NZD) and exclude GST.

What if my organisation has multiple different branches or arms that require different information?

If your organisation operates across multiple branches, arms, or programmes — each with different funding needs, focus areas, or organisational details — you can request a child organisation to sit underneath your main Fundsorter account. This keeps each arm's information completely separate, so there's no risk of details crossing over when you're searching for funding or drafting applications.

This is available at no extra cost for small and medium organisations that simply need to keep their information clean and separate. Just get in touch with us and we'll set it up for you.

To create the child organisation, you'll need to set it up through Fundsorter's free trial — just complete the setup and let us know when it's done. We'll then move it under your main account so everything is managed in one place.

Please note: Child organisations are for organisations that have multiple arms or programmes within the one entity — not for separate, unrelated organisations sharing a single account. Each child org should represent a genuine arm of your organisation with distinct funding needs.

Using Fundsorter

Can we have multiple logins?

Yes, you can invite up to 5 people from your organisation to work in your Fundsorter account. New users can be invited by an organisation's admins in the manage organisation tab.

I work with multiple organisations—can I use Fundsorter?

Yes, you can have multiple accounts for organisations you work with, but you need a separate subscription for each different organisation you want to use Fundsorter for. Reach out to us at [email protected] to discuss your unique situation.

I'm seeing a message "Your description is looking a little lean!" What does this mean?

This message appears if the Description in your Organisation Details section is too short. You can edit this by navigating to Manage Organisation.

To get the best funding matches and high-quality draft applications, our system needs a comprehensive description of your organisation. We recommend providing a 200-550 word paragraph that clearly sums up what you do, your work, and your impact.

How often should I update our Funding Profile?

We recommend reviewing your profile every few months, and updating it whenever significant changes occur in your organisation.

Can I edit my Funding Profile after it's generated?

Yes! Your profile is fully editable at any time. Click the Manage Organisation button in the navigation bar to edit the Organisation Details, Supporting Documents, and Funding Profile.

What if information in the generated Funding Profile isn't accurate?

Simply make direct edits to the generated profile to correct any inaccuracies. Do this by clicking on the Manage Organisation button in the navigation bar, then to the tab named Funding Profile. Fundsorter uses your documents to make its best assessment, however you of course have full control over the final content.

How does the Funding Profile influence funding matches?

Your profile helps our system understand your organisation's focus areas, capabilities, and needs, which are key factors in matching you with appropriate funding opportunities.

Does the AI get better the more I use it? 

Yes! Fundsorter features a "learning" engine. Whenever you edit a draft application to better suit your needs, the system remembers those preferences. This means your future drafts will require fewer manual corrections as the system learns your specific writing style and project details.

What are the different entity types that can use Fundsorter?

Funders may limit their grant funding to entities with a certain type or status. Not sure if your organisation is eligible? Here’s some useful information. 

• Not-for-profit / non-profit status

Non-profit or not for profit means the organisation’s money can’t turn into private gain (e.g. paid out to owners). All charities and incorporated societies are by definition not for profit, and are the most common types. Other types of entities, like cooperatives and limited liability companies, can be set up as non-profits if certain legal requirements are put in place, but it’s less common, and you would know if this were the case. Non-profits can carry out revenue generating activities - as long as that revenue can’t turn into private profit.

• Registered charities

If an entity is for public benefit and charitable purposes, it can be set up as a charity. But registration is an extra step that not all charities take. Registered charities go through a process with Charities Services to get registered and meet specific reporting and regulatory requirements. Certain other types of entities, like incorporated societies and trusts, can also seek registered charity status. Any entity with registered charity status will be listed on the official Charities Register.

• Social enterprise

A social enterprise is a business that focuses on positive impact alongside earning profit, also sometimes called public benefit corporations or social businesses. There is no separate legal entity type for social enterprises in New Zealand (they are often LLCs). Usually, social enterprises aren’t eligible for grants that are strictly limited to nonprofits or charities. 

If you are interested in grants that are only for registered charities, but your organisation isn’t one, consider a fundholding arrangement, where you partner with a registered charity who can receive the grant, like Gift Collective.

User Management

How do I add another user to my organisation's account?

1. Click 'Manage Organisation' in the navigation bar and select the tab labelled 'Users'.
2. Click the 'Invite a User' button in the top-right corner.
3. There are two different ways you can invite users:
   1. Click 'Invite via Link' to generate a unique invitation link. Copy this link and send it directly to the person you want to invite (e.g., via Slack, Teams, or email).
   2. Click 'Invite via Email' to enter the person's email address. The system will send the invitation directly to their inbox.

When you invite a new user, they will receive an email with an invitation to join. Invitations are single-use and expire after 14 days. If inviting by email, the invited user must be logged in with the same email address to accept the invitation.

Once they have signed up and accepted, they will be added to your organisation. This means:

• They will be able to view and make changes to your organisation's resources and data
• Add, edit and delete funding requests
• Find matches and draft applications

They will not be able to invite or remove users, or access the Manage Organisation area.

I was invited to join an organisation but it's not working. What should I do?

First, check how you were invited:

• If invited via Link: Check with your Admin that the link hasn't expired (links are valid for 14 days) or has already been used. Ask them to generate a new link for you.
• If invited via Email: The Fundsorter user account must be created using the same email address the invitation was sent to.

If the above guidance doesn't work, please contact us at [email protected].

I've signed up with the wrong email address. How do I change it?

If you have created an account with the wrong email address, please contact us at [email protected] and we will assist you.

Funding Requests

Can I create multiple funding requests?

Yes, and we encourage it. You can add as many funding requests as you like. If you have a large or complex programme, try breaking it into smaller, separate funding requests for each distinct, fundable component. A funder who can't support an entire programme may be able to fund a specific piece of it.

You can also keep a broader "master" funding request that describes your work in full, alongside more focused ones for individual components.

Can I apply to the same funder multiple times?

It depends on the Funder. Check the Funder’s policy to confirm how many applications they allow. 

How do I request funding for salaries and operational costs?

Operational costs, salaries, rent, power, phone, admin - can absolutely be included in your funding requests. The key is how you request them.

Rather than simply asking for running costs, try linking each cost to a specific deliverable or timeframe. A salary request lands better when it includes a job title, hours, salary, timeline, the programme it enables, and whether the person already holds a position within the company (funders prefer this). Overhead costs are more fundable when you show what proportion of your team's time a project takes up and apply that proportion to your running costs.

Some funders in Aotearoa explicitly welcome operational funding requests. When running scans, try keywords like "operating costs," "salaries," "core funding," or "running costs" in your funding request description to improve your matches.

See our blog post on funding wages and operational costs for more detail on framing and which funders to look at.

What counts as an in-kind contribution?

Some funders require a minimum in-kind contribution from their grantees. Each funder will have their own definition of what they consider an in-kind contribution. Check their funding policy, or terms and conditions for exact qualifications. 

In-kind contributions are resources provided by your organization, partners, or other sources that are essential to the project. Costs that would otherwise need to be purchased or paid for with project funds. They can sometimes include donated equipment, materials, services, space, or labour (like volunteer hours). Document these in-kind contributions accurately so that you can provide evidence. Clearly list these in-kind contributions alongside financial contributions in your funding requests.

Matches

Why am I getting too many — or too few — matches?

A few things to check:

If you're getting fewer matches than you expected: Check your hard filters first. Your location, and amount settings can all narrow your results significantly. Setting your minimum amount lower (below the NZ average of $5,600) will open up more opportunities. Also check that the language in your Funding Request reflects what funders are looking for — using terms like "wages," "facilities," "equipment," or specific demographic groups you serve can make a real difference.

...If you're getting too many matches: there are a few levers to pull, and you can adjust them from both Manage Organisation and on individual funding requests, so it's worth checking both. Refine your locations down to the specific districts or suburbs you serve, this is especially useful if you're seeking operational, salary, or community-focused funding, since it focuses your matches on opportunities intended for your own area. You can also increase your minimum funding amount, remove Accept International Funding if you're not interested in it, or add more detail to your funding request, specific cost breakdowns and expected outcomes help narrow your matches to funders looking for exactly that. You can also use the thumbs-down icon to remove matches that aren't relevant, this helps the system learn what works for you.

If a specific funder isn't showing up, it might be that their round isn't open right now, that the system doesn't think it's a good fit, or that we don't have them in our database yet. Feel free to get in touch at [email protected] and we can check for you.

When should I apply — how do I know if the timing is right?

Each match will show whether a funding round is Open Now, Opening Soon, or in a Relational Funding category. Pay close attention to closing dates. You can find funding round dates under the ‘see why we matched’ drop-down, beside each match.

For Relational Funders (those who prefer to build a relationship before receiving a formal application), it's worth approaching them early — well before you need the funding. Starting that conversation now, even if a round isn't open, is often the most effective path.

New opportunities are added daily, so it's worth re-scanning regularly to catch anything new.

While standard access provides a three-month window into future opportunities, annual subscriptions extend this visibility to twelve months. For those who plan according to financial-year cycles, this annual view allows you to strategically map out your entire year of funding activity in advance. 

What if a funder I know isn't in the database?

It's possible the funder's round isn't open right now, or that we haven't added them yet. We're growing and updating our database all the time. To request a match you were expecting, go to your matches page. Underneath the date and time of the scan you’ll see the following:

Is there a funding opportunity you know of that we’ve missed? Click here to let us know.

You can also let us know at [email protected]. We'll figure out how to get you matched, or look into adding the opportunity.

How do relational funders work?

Some funders don't use a standard application form process. Instead, they prefer to fund organisations they have an existing relationship with. These show up in your matches under "Relational Funding."

For these funders, Fundsorter drafts an Introduction Letter rather than a standard application. The letter is created from your Organisation Profile and Funding Request and is aligned to the funder's areas of interest. You can regenerate it, edit it directly, or copy it to use in your own email system. You can also contact the funder directly.

Relational funders are often worth approaching early before a formal round opens, or even if no round is listed. Starting the relationship now is the work.

Applications

Will AI-drafted applications look generic?

No — and the more you put into your profile and funding request, the less generic your drafts will be.

Fundsorter analyses the requirements and priorities of each specific funder and adapts the language accordingly. It draws on your Organisation Profile and your Funding Request to answer each question. If the draft doesn't sound like you, you can edit the answers directly or regenerate individual responses with a short prompt about the change you'd like.

Fundsorter also features a learning engine. The more you edit and refine your drafts, the more the system adapts to your organisation's voice and style. Over time, your drafts will need fewer corrections.

If you find an answer with incorrect or missing information, click the Information icon to see where it came from — your Organisation Profile or your Funding Request — and update it at the source. You can then regenerate that answer.