Using data in your funding applications

Most purpose led orgs are under constant pressure to prove their impact and stand out in a crowded sector. Data can be a powerful tool in this space, not just to meet accountability requirements, but to tell a clear, compelling story about why your work matters. 

We can help unlock the value of data in a way that supports funding, grants, tenders, and partnerships. Ultimately reducing risk of becoming ineligible of sustained funding due to limitations in measuring the organisations impact on our community.

Why funders care about data 

Funders want to know that their support will make a difference. Whether you are applying for government grants, philanthropic funding, or corporate partnerships, they are looking for evidence that: 

1. You understand the needs of the people you support 

2. Your programs or services are making a measurable difference 

3. You can deliver outcomes and adapt over time 

4. The investment ask will return in valuable outcomes 

Data helps build this case. It shows that you are not only doing good work but that you are tracking it, learning from it, and improving it. 

Types of data that strengthen your story 

You don’t need complex systems or detailed spreadsheets to tell a strong story. Start with the data you already collect and focus on three key types: 

1. Baseline data: This is the “before” picture. It shows what things looked like before your program started or what challenges your community was facing. 

Example: You might show that before launching a youth mentoring program, only 30% of young people in your region completed Year 12. 

2. Output data: This is what you delivered. It includes numbers like how many clients you served, sessions you ran, or hours of support you provided. 

Example: We delivered 180 hours of mental health counselling to 75 young people aged 12–17 in the last quarter. 

3. Outcome data: This is the change that happened because of your work. It can include improvements in wellbeing, increased school attendance, reduced referrals to crisis services, or positive feedback from participants. 

Example: 85% of participants reported feeling more confident accessing support services after attending our program. 

If you are not collecting this kind of information yet, that is okay. Woven can help you design simple ways to start measuring change without adding more burden to your team. 

Telling a compelling data story 

Good data alone is not enough—you also need to explain what it means. When writing a funding application, aim to: 

• Start with a clear need or challenge 

• Show what you are doing to address it 

• Share what has changed as a result 

• Back it up with numbers or quotes 

• You can also combine data with lived experience or case studies to create a more human, holistic picture. 

Example: Last year, 120 young people accessed our employment support service. Seventy percent were still engaged in work or study six months later. One participant, Casey, said the program gave them their first chance to feel capable and independent. 

This kind of story combines reach (120 participants), outcome (70% still engaged), and a personal voice (Casey), making it more memorable and credible to a funder. 

Using visuals to support your case 

Visuals can help bring your data to life. A simple chart showing a trend, a map of service reach, or a diagram of your program model can be very effective in a grant application. 

Woven can help you create clear, on-brand visuals from your data that show what is changing over time, how resources are being used, or where services are having the most impact. 

Common pitfalls to avoid 

• Only using anecdotal evidence: Stories matter, but without data to back them up, they may not be enough. 

• Using numbers with no context: Always explain what your numbers mean and why they matter. 

• Overpromising: Funders value honesty. It’s better to show thoughtful learning and steady improvement than to claim perfect results. 

We often recommend including one or two things you are working on improving, this shows you are reflective and committed to quality. 

Data is one of the most powerful tools you have to attract and retain funding. When used well, it tells the story of your impact with clarity, confidence, and credibility. Woven helps not-for-profits bring their data to life—making it easier to show value, secure support, and scale what works.