Grant Audit Preparation: Build a Digital Evidence Pack in 30 Days
Audits and spot checks are surging as funders demand transparency. Follow this 30-day plan to assemble a digital evidence pack that satisfies auditors, delights funders, and feeds Crafty’s AI with rigorously verified data.
TL;DR
- Inventory grants, conditions, and existing evidence in week one.
- Curate, label, and secure documents in week two and three.
- Run mock audits, document corrective actions, and integrate the pack with Crafty in week four.
Why are grant audits intensifying in 2024/25?
The UK National Audit Office’s 2024 report on government grants calls for stronger assurance, especially around fraud and delivery. Funders—from UKSPF to National Lottery—now request evidence packs at any time. Without a readiness plan, you risk clawbacks or lost eligibility.
What does the 30-day audit readiness plan cover?
Break the month into four weekly sprints. Use the table to delegate tasks and track status with your Notion Kanban.
| Week | Focus | Key actions | Owner(s) |
|---|---|---|---|
| Week 1 | Scope & inventory | List grant agreements, KPIs, conditions, reporting dates | Bid lead + Finance lead |
| Week 2 | Evidence collection | Pull invoices, payroll, outcome data, safeguarding logs | Finance + Programme + Safeguarding |
| Week 3 | Digital pack build | Apply naming conventions, access controls, cross-links | Operations + IT |
| Week 4 | Mock audit & corrective actions | Run rehearsal interviews, log gaps, update Crafty | Leadership + Bid writer |
How should you structure the digital evidence pack?
Organise folders by grant, then by category: Contracts, Finance, Delivery, Impact, Safeguarding, Communications. Use consistent file naming (YYYY-MM-DD_grantname_documenttype_v1). Store in SharePoint, Google Drive, or Notion with restricted access.
Link each item to your automated evidence bank and update statuses in the readiness checklist.
How does Crafty keep audit trails alive?
Crafty links each draft response to evidence citations, making audits easier. Upload your pack to Crafty’s knowledge base, tag documents by grant, and enable the compliance checklist. Combine this with the responsible AI checklist for full oversight.
Download the templates and next steps
Download the 30-day plan, folder structure, naming convention guide, and mock audit script. Kick off week one immediately after reading.
Next actions
- Run the week-one inventory meeting with finance and programme leads.
- Assign document owners and deadlines for collection.
- Sync the evidence pack with Crafty and schedule quarterly refreshes.
Key takeaways
- Audit readiness is an ongoing practice, not a one-off scramble.
- A 30-day plan keeps teams accountable and evidence complete.
- Crafty centralises evidence, making audits and reporting faster.
Summary and next steps
Build the pack once, then keep it fresh. Board members, funders, and auditors will trust you more, and your team will draft with confidence.
- Launch the 30-day sprint this week.
- Embed the pack in everyday workflows via Crafty and Notion.
- Review compliance quarterly and after each major submission.