Why Your Budget Matters More Than Your Narrative (Yep, I Said It)

Look, I get it—everyone talks about “telling a compelling story” in a grant proposal. And yes, your narrative matters. A lot. But can we be honest for a second? A funder will read your beautiful prose about community impact, innovation, and partnerships... and then flip straight to your budget.

And if your budget doesn’t back up what you’re saying? You’ve got a problem.

I’m a grantwriter. I’ve written for tiny grassroots orgs and million-dollar campaigns. I’m also the founder of an AI grantwriting company, so I think a lot (too much?) about how proposals come together. And I’ll tell you this: the budget is where the truth lives.

It’s also one of my favorite parts of the application. Yes, I’m that weirdo.

Here’s why you should love your budget too—and how to make it work for you:

Budgets Tell the Real Story

It’s easy to make grand claims in a narrative. But your budget shows whether you can actually do what you say you're going to do. Funders look at your numbers and ask:

• Does this budget match the scope of work described?

• Is this org being realistic?

• Are they managing their resources well?

• Are they padding the admin costs or lowballing salaries?

Basically, they’re sniffing out whether you’re trustworthy. So let your budget be a reflection of your smarts, not your stress.

Your Budget Should Match Your Narrative—Line by Line

If you say you’re launching a new youth program with bilingual staff, but your budget has no staff salaries and $200 for "supplies," something’s off. Funders notice that.

Make sure your line items line up with the activities, people, and outcomes you describe in the narrative. Think of the budget and narrative as two halves of the same story. If they don’t match, it’s a red flag.

Don’t Be Afraid of Real Numbers

I’ve seen people panic and cut things like fair wages or insurance costs because “it looks too expensive.” Please stop doing that. Funders aren’t usually looking for the cheapest project. They’re looking for the one that makes sense—and that lasts.

Pay your people. Show your overhead. If it’s a real cost, include it. You can always explain it in the budget narrative.

Quick Budget Tips from a Fanatic

• Add notes to weird or unexpected expenses. It shows thoughtfulness.

• Round sensibly—don’t over-precision your line items to $17.62.

• If the funder gives you a template, use it. (Seriously.)

• Match funds? Be honest about what’s confirmed vs. pending.

• Don't hide indirect costs. Just be ready to justify them.

Bottom line: your budget isn’t just a formality. It’s your best chance to show you’re not just mission-driven—you’re also operationally sharp. And that’s what gets funded.

Now go forth and budget with confidence. Or send this to your finance person with a cookie and a thank-you note. They deserve it.

Sheena Link is the co-founder of PureGrant, an AI-powered grantwriting platform that helps nonprofits write faster, spend less time on proposals, and get back to what matters most—serving their communities. She can be reached at sheena@puregrant.com.