Automated risk checks for every grant contract
A state economic development agency manages grant contracting and compliance in Airtable, triggering automated KYC and debarment checks the moment a new application arrives, deduplicating organization records, and tracking NDAs and membership agreements. Compliance and program teams get automated risk management and one consolidated history per organization instead of siloed files.
The problem
Every new grant application needed a KYC and debarment check before contracting could proceed, but the check was a manual step layered onto an already busy intake process. Organization records piled up with duplicates as the same grantee applied across multiple programs and cycles, and nobody had a single view of an organization's full history with the agency.
Document handling for compliance evidence hit a hard 100 KB webhook limit that regularly broke storage for larger files, forcing workarounds. Compliance and program teams tracked NDAs and membership agreements in ways that did not talk to each other, so organization histories stayed siloed by team.
What they built
Compliance and Program Management built automated triggers so that KYC and debarment checks fire automatically as soon as a new application record is created, removing the manual step from the process. A deduplication workflow matches organization records against existing entries so one grantee has one profile, not several.
NDA and membership agreement tracking lives in the same base, connected to DocuSign for signature status, so compliance can see agreement state without checking a separate system. Every organization's contracting history, checks, and agreements now live under one consolidated record.
The outcome
Compliance risk management runs automatically at the point of intake instead of as a manual gate later in the process, and consolidated organization profiles replaced the fragmented histories that used to live across different teams' files.
Deduplication overhead dropped because the system catches repeat organizations automatically rather than relying on someone remembering a name from a prior cycle. Compliance and program teams now work from the same organization record instead of reconciling separate lists.
Inside the solution
Grant Contracting & Compliance
Legal Risk & Compliance
- Automated KYC and debarment checks
- Organization record deduplication
- NDA and membership agreement tracking
- A 100 KB webhook limit breaking document storage for larger files
- Manual deduplication overhead across programs and cycles
- Siloed organization histories across compliance and program teams
- Automated compliance checks
- Consolidated organization profiles
- Compliance
- Program Management
- DocuSign
Grant Contracting & Compliance
Track every grant application from intake through contracting in one base: automated KYC and debarment checks on each applicant, a dedup review queue that resolves repeat grantees to a single organization profile, and NDA, membership agreement and grant contract status with e-signature keys on the record. Creating an application record queues both compliance checks and moves the application into screening automatically, an escalated screening puts contracting on hold and flags the organization, and a weekly digest emails open flags, unresolved duplicates and unsigned agreements to compliance and program management.
From manual checks to automated risk management
Copy the templates
Automate the checks
Deduplicate organizations
FAQ
Frequently asked questions
They trigger automatically as soon as a new application record is created, so compliance screening happens at intake instead of as a separate manual step before contracting.
A deduplication workflow checks new organization entries against existing records, so a grantee applying across multiple programs or cycles resolves to one consolidated profile instead of several.
It affected document storage for larger compliance files under the prior manual process. Moving evidence handling into the structured base removed the dependency on that limit for day-to-day compliance work.
In the same base as the compliance checks, connected to DocuSign for signature status, so an organization's agreement state is visible alongside its risk screening history.
Not for the compliance workflows themselves. The structured, deduplicated organization data built here is the kind of foundation future AI-assisted queries across the agency's grant data would need, though active AI use is currently gated by state-level regulatory requirements.