Contracts, grants, and invoices

Contracts, grants, and invoices#

A contract defines our formal relationship with any external organizations or people. We use invoices to exchange funds (incoming and outgoing) that are related to contracts.

Active contracts and deals#

We track our contracts and deals in two systems:

  • HubSpot is our source of truth for all deal-level information — both pipeline opportunities and committed (closed-won) deals. See HubSpot Usage (2026) for more about how we use HubSpot.

  • SAGE Intacct is our source of truth for all invoices and transactions on a deal. See Accounting data for how to navigate SAGE Intacct.

What funds remain in a contract or grant?#

Each HubSpot deal has an Amount Collected field that tracks how much has been invoiced for that deal. Our budget projections model subtracts this from the deal total to project remaining revenue.

For actual transaction history, check the deal’s invoices in SAGE Intacct.

Invoices#

CS&S manages all invoices in SAGE Intacct. When an invoice is authorized, it is recorded as realized revenue in our accounting actuals. See Accounting data for a guide to navigating invoice and transaction data.

Grant folders#

We use the 2i2c Team Drive -> Finances and Accounting -> Grants folder to keep track of any materials related to a grant we are applying for or have received. We use that same folder to track all of our preparations and materials for grants that we are applying for.

  • The Active and In Progress folder contains any grant that we’ve received, or that are in the middle of applying for.

  • The Rejected and Not Submitted folder contains any grant that we applied for and did not get, or that we started but did not finish.

  • The Completed folder contains any grant that we received and have now completed such that no action is needed.