Size Matters: Why Small Firms Make the Biggest Impact for Grantmakers

"We're here to help"

We know what you're thinking.

Yes, "Size Matters" is a bold title for an article about GMS implementations and support.

But stay with us.

In this context, we're talking about consulting firms, and more specifically, why smaller ones often outperform the giants when it comes to helping grantmaking organizations implement and maintain their process and technology.

When you hire a firm of 10 to 20 people whose entire existence revolves around philanthropic impact, grant management systems, grantee portals, outcomes, and learning, you're not lowering your expectations. You're right-sizing your partnership.

And frankly, you're about to save yourself from a lot of headaches, bloated slide decks, and those “Can we hop on a quick call to revisit the workflow we already defined in the last three meetings?” moments.

Let’s take a look at what usually happens when you go big, and why going small might be the smartest move you make.

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When the Big Guys Come In

Hiring a large consulting firm might feel like the safe choice. There's a corporate structure, a well-worn process, an endless stream of young new hires, and branded water bottles at the kickoff meeting.

But that confidence can quickly unravel into confusion. Here’s how.

“Meet Your Team” Usually Means “Meet the Newbies”

You signed the contract after meeting an expert who really seemed to understand grantmaking.

Now your project is staffed by two junior consultants, a generalist project manager, and a very polite developer who just came off a project building lead scoring for a snack food distributor.

"What’s a grant round again?" is not something you want to hear at this point.

Experts in Everything, Specialists in Nothing

Big firms love to highlight their platform expertise. But knowing a software system is not the same as understanding how foundations work, especially when it comes to multi-year funding, demographic tracking, participatory reviews, or fiscal sponsorships.

Let’s just say “grantee eligibility logic” doesn’t fit neatly into a manufacturing template.

The Partner You Met Has Vanished

You were wowed during the sales process. You took notes. You got excited.

Then they disappeared.

Now you’re working with someone who refers to your organization as “the client” and keeps misspelling your executive director’s name.

Slide Decks. Everywhere.

Need a grantee portal? First, you’ll get 62 slides explaining stakeholder engagement metrics.

Want to update your process flow? Please refer to Appendix E in the 14-tab workbook titled “Governance Framework v1.03 FINAL FINAL FINAL.”

You’ll become fluent in consultant-speak but still won’t have your sandbox login.

High Fees, Low Familiarity

Big firm projects often bill by the minute. But somehow, you end up educating your consultant.

Your program team is repeatedly asked to explain what a logic model is. You’ve now had three meetings about whether fiscal sponsors count as grantees (they do).

Eventually, someone from your finance team will say, “We should’ve done this ourselves.”

Now, Let’s Talk Small Firms

Small firms don’t just do the work. We choose the work.

We're in this niche, grantmaking, because we love it. Yes, love. Strange, right?

We get excited about your funding models. We ask questions that actually make you think.

We're driven by impact, and impact takes heart.

Here’s why size really does matter, in the best way.

We Bring Enthusiasm, Not Exhaustion

Small-firm consultants are genuinely excited to help you get the most from your system. We're not showing up burned out from three other rollouts and a red-eye flight from a corporate retreat.

We chose this space because we believe in it. We actually enjoy what we do.

Empathy Comes Standard

We’re not chasing billable hour quotas or quarterly utilization goals.

We’re here to help real people, your people, do their jobs with less friction and more purpose.

We understand the board reporting crunch, the need to keep grantees happy, and the internal debate over whether to use the Opportunity object or go custom.

We’ve been there. We get it. And we’re here to make it better.

You Work With the Same People From Start to Finish

There’s no mystery org chart. No rotating cast of characters mid-project.

Just a consistent team that knows your name, your mission, and that you really don’t want to rebuild your application form for the fourth time.

If something breaks a month after launch, we won’t ask for your customer ID. We’ll remember exactly how your eligibility logic works.

We Know Grantmaking. Deeply.

Our team includes people who’ve worked inside foundations. We’ve reviewed grant applications. We’ve seen the mess of legacy systems, PDF forms, and manual reporting.

When we build your system, we’re not trying to fit it into some abstract best-practice model. We’re making it fit you.

Our configurations are powered by purpose, not just clicks.

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What Happens After Go-Live? The Part Big Firms Skip

This might be the most overlooked benefit of working with a small firm. We don’t ghost you after go-live.

You’ll need to make changes. Onboard new staff. Create new grant types. Expand reporting. Build integrations.

With a big firm, that means a new contract, a new team, and a six-week delay.

With us, it’s an email or a quick call, a familiar voice, and real progress by the end of the week.

We build long-term partnerships because we're in this with you. We evolve as your strategy evolves. And when you win, we cheer.

We don’t just implement systems. We build confidence.

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So Yes, Size Does Matter

Not because big is bad, but because small is built differently.

We're nimble, curious, and fully committed to your mission.

We offer the energy, expertise, and continuity that big-name firms just can’t deliver while juggling a hundred other clients.

So if you're considering a grant management system implementation, or realizing you need better support after a less-than-ideal one, ask yourself this:

Do you want a vendor with a one-size-fits-all process? Or a partner who truly has your back?

We're here to help grantmakers like you get more done, with less friction. And maybe even enjoy the process along the way.

If you're ready for a partner who understands your world and sticks around after the PowerPoint decks are closed, let’s talk.

Because your mission deserves more than a transaction. It deserves a partner who shows up. Every time.

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If you’re planning a grant system implementation or looking for long-term support from a team that truly understands grantmakers, we’d love to connect. Small firms like ours bring the continuity, context, and care that big firms often miss. 

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