--- title: "Grant Review and Disbursement With AI Agents | Kylon" description: "How a grants desk reviews applications against compliance documents and conflicts, calculates disbursements and closes each program, with the director approving." url: "https://kylon.io/use-cases/grant-disbursement" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Grant Disbursement: Awards Decided on the Evidence and Paid Once Use Case7 min read # Grant Disbursement: Awards Decided on the Evidence and Paid Once Grant applications are reviewed against compliance documents, budgets and declared conflicts in one Kylon room, with disbursements calculated from the award table and program officers assigned. Agents propose each step and the grants director approves every award. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## Applications, compliance files and conflicts kept in three places A grant round has clear rules. An application is eligible when its compliance documents are current, its budget supports the request and no reviewer on it has a conflict. Approved awards are calculated from the award table by program and request size, the match note records what the applicant pledged in matching funds, and each grantee gets a program officer with room in their portfolio. Applications live in Salesforce, compliance documents and budgets sit in Box, conflict declarations arrive in the review panel's Outlook mailbox, the award table and policy are in Google Drive, and grantees write to the grants inbox in Gmail. Small confusions add up across those places: a waived document read as an approval, a match note copied from the wrong email, a disbursement summary that reaches finance twice. ## Who works in the room People - Grants director Approves every disposition, waiver and disbursement, and signs the close-out per program - Program officers Own their assigned grantees and answer questions about their applications - Finance controller Releases disbursements and confirms each payment batch Agents - FinApplication reviewer Checks each application against its Box documents, its budget and any declared conflicts, and proposes approve, decline or hold with the reason SalesforceBoxOutlook - MycoDisbursement planner Calculates each award from the award table, writes the match note from the applicant's own pledge, assigns officers and prepares the close-out files SalesforceGoogle DriveBox - NovaGrantee correspondence Drafts award, decline and document request letters for a person to send, and posts approved batches to finance [Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack) Each grant round gets its own Kylon room. Fin is the default agent and the only one connected to the panel's Outlook mailbox, which it reads as the grants director it is working for, checked on every call. Questions about amounts, officers or close-out files go to Myco, and Nova drafts everything addressed to a grantee. When Fin finishes a batch of dispositions, it mentions Myco with the approved application ids, and Myco leads the thread from there. ## From application to close-out file The award table and policy are linked from the room guidelines. Each change is proposed in the thread and written to Salesforce or Box only after the grants director approves. ```mermaid flowchart TD disp["Fin checks each application's
documents, budget and conflicts"] ok1["Grants director
approves each disposition"] awards["Myco calculates awards and
assigns officers within load"] ok2["Grants director approves,
finance confirms the batch"] letters["Nova drafts the letters
for a person to send"] report["Myco lists the wrong lines
in the round report"] ok3["Grants director approves
the corrected report"] conflict["Fin re-runs one application
when a conflict clears"] table["Myco re-prices each award
the new table affects"] waiver["Fin drops the waived hold,
checks every other rule"] ok4["Grants director
approves the record"] ok5["Grants director
confirms the version"] ok6["Grants director decides
the waiver and the award"] close["Myco writes one close-out
file per program to Box"] sign["Grants director signs each file"] disp --> ok1 --> awards --> ok2 --> letters --> report --> ok3 ok3 --> conflict & table & waiver conflict --> ok4 table --> ok5 waiver --> ok6 ok4 & ok5 & ok6 --> close --> sign class disp,awards,letters,report,conflict,table,waiver,close agent class ok1,ok2,ok3,ok4,ok5,ok6,sign person classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Disposition | Each application is approved, declined or held from its documents, budget and declared conflicts | Fin, from Salesforce, Box and Outlook | The grants director approves each one | | Awards and officers | Disbursements are calculated from the award table and each grantee gets an officer within load | Myco | The director approves and finance confirms the batch | | Report correction | The round report is checked against the records and wrong lines are listed | Myco | The director approves the corrected report | | Conflict or category change | A cleared conflict or a corrected program category re-runs only that application | Fin, then Myco | The director approves the changed record | | New award table | Version 2 of the table re-prices every approved award it affects | Myco | The director confirms the version and its effective date | | Document exception | A waived missing document removes that one hold reason, and the application is still checked against every other rule | Fin | The director decides on the waiver and on the award | | Close-out | One close-out file per program is written to Box in the agreed format | Myco | The director signs each file | Stages of one grant round. Application ids, programs and amounts in this example are illustrative. ## When a conflict clears or the award table changes A panel member writes that a declared conflict was a mistake: a different organization with a similar name. Fin re-runs that one application with the conflict cleared and hands it to Myco if the disposition changes. The match note still comes from the applicant's own pledged matching funds in its budget, because clearing a conflict says nothing about money. A new version of the award table is a wider change. Myco re-prices every approved award the new table touches, lists each with its old and new amount, and posts one updated summary for finance with the changes marked. One summary per change means finance never pays from a superseded figure, and the run history keeps each step for the audit file. ## What the checks catch - A match note that cites a cleared conflict or other correspondence instead of the applicant's pledged matching funds - A waived document treated as an approval, when the application still has to meet every other rule - A second disbursement summary posted for the same change, which finance could act on twice - A program left without a close-out file, or a file that does not follow the agreed format ## What stays with people - Approving every disposition and disbursement before Salesforce changes - Granting a document waiver and deciding the award that follows - Sending every letter to a grantee, which Nova drafts in Gmail - Signing the close-out file for each program ## Integrations in this workflow Kylon is not grants management software and it does not replace the desk's Salesforce setup. It connects the records, files and mailboxes already in use, and the decisions between them happen in one room. - Box - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - Outlook - Salesforce - [Slack](https://kylon.io/integrations/slack) - **Salesforce** holds applications, dispositions, award amounts and officer assignments - **Box** stores compliance documents and budgets, and receives the close-out file for each program - **Outlook** is the review panel's mailbox, where conflict declarations arrive - **Google Drive** keeps the grant policy and each version of the award table - **Gmail** is the grants inbox, where letters go out as drafts a person sends - **Slack** is where finance and program officers confirm payment batches and assignments ## Where to start One program in one round is enough to begin. Connect the Salesforce object that holds applications and the Box folder of compliance documents, and let one rule lead the room guidelines: each hold reason is cleared on its own, and only the grants director turns an application into an award. > “A waiver closes one question. It does not answer the others.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our grant disbursement desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Box, Gmail, Google Drive, Outlook, Salesforce and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the grants director, the program officers and the finance controller. Help me invite them to this Room. 3. Build a Grant Awards App with Application, Program, Disbursement and Status columns, one record per application. Pull open applications from Salesforce and match each one to its compliance documents and budget in Box. 4. Check each application against its Box documents and budget and any conflict declarations in the Outlook panel mailbox. Propose approve, decline or hold with the reason for each, and show me any that fail or have an unresolved hold reason. 5. Draft award, decline and document request letters as Gmail drafts for a person to send. Draft disbursement batch summaries for Slack. Write nothing to Salesforce or Box and send nothing until the grants director approves each disposition and the finance controller confirms each payment batch. 6. Write our rules and who approves what into this Room's guideline, so every application and close-out follows it. 7. After one clean round, offer to turn the batch disposition review into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Festival Volunteer Shifts: A Three-Day Station Roster That Keeps Up With Changes A three-day food festival's volunteer roster is built from Calendly sign-ups, kept in Airtable and mirrored on the shift calendar in one Kylon room. Agents keep the records in step and the volunteer coordinator approves every change before volunteers hear about it. 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