Grant-seeking is increasingly recognised as one of the most important and cost-effective funding streams available to not-for-profit organisations.
In 2023, Strategic Grants launched a new benchmarking framework to address the gap in fundraising benchmarking and performance data specific to the grant-seeking activities of for-purpose organisations across Australia and Aotearoa New Zealand.
Now, with three years of data in place, this annual survey and data analysis offers enlightening insights into grants best practice and income generation, providing a reference point against which organisations of all sizes across the sector can make informed decisions and optimise their own grant-seeking strategies.
We are examining all grants income from institutions and structured giving vehicles, including all levels of government, all types and structures of philanthropic funders, corporate foundations, medical research funders and international funders giving in Australia and New Zealand. The benchmarking process surveys Strategic Grants clients, all users of our Grants Expertise Management System (GEMS), specifically GEM Portal. Through their investment in GEMS, these organisations have access to customised grants prospecting information, as well as additional tools, resources and support to activate implementation of effective and efficient grant-seeking strategies.
Our 2026 Benchmarking Report references data collected in the 2023, 2024 and 2025 calendar years. Results from 2025 are comparable to 2024 and 2023, with broadly consistent reporting across key areas. The grants funding outcomes being achieved by GEMS users are both impressive and laudable.
Key success metrics
In 2025, a median of 13% of total income came from grants, with an average of 20% calculated across three years of survey results. Grants are a substantial and significant component of all income portfolios.
Respondents submitted more applications than in previous years, averaging 68 per organisation. They also secured larger average grants, now $80,765, a 9% increase year‑on‑year, and a 53% increase over three years.
The average grant success rate reported in 2025 was 52%. While down from 62% in 2024, this is a return to the 50% success rate of the year prior. Rather than signalling declining performance, this, viewed alongside the indicators above, suggests organisations are pursuing a broader range of higher‑value opportunities. A 52% success rate remains strong by sector standards.
Resourcing and return on investment
Looking at income generated per dedicated grants role, in 2025, the median revenue target per grants FTE rose to $630,000, up from $540,000 the previous year. Meanwhile, the median reported direct cost of running a grants program was $121,530.
74% of organisations manage philanthropic and government grants within a single function, supporting shared systems, consistent messaging and coordinated stewardship.
When comparing reported grants program costs with the value of successful applications, respondents achieved a median return on investment of 679%, or close to seven dollars returned for every dollar invested.
While this figure reflects direct costs only and does not capture all wider organisational inputs, it nonetheless points to a consistent pattern: grants programs that are underwritten with resourcing to support best practice approaches can be highly cost‑effective.
Funder types and emerging opportunities
Philanthropic Trusts and Foundations remain a consistent and primary source of funding for respondents across all three years of our survey – at 79% this was by far the most common funder type providing grants in 2025.
Government, as a source of grants, has varied widely over three years; a volatility which will be familiar to most. Community Foundations are emerging as a key source of funding, consistent with growth in place-based giving structures across both Australia and New Zealand.
Among Australian organisations, Private Ancillary Funds (PAFs) as a source of funds dropped back in 2025, with only 36% identifying these giving funds as a common type of funder, after rising to 50% in 2024. Sector reports and Strategic Grants’ own data continue to demonstrate that giving funds (PAFs and PuAFs) are the fastest growing structured giving vehicles across Australia. Establishing best practice strategies to engage and establish relationships with these funders will be a key area for growth going forward.
Stewardship and sustainability
The proportion of repeat funding declined slightly in 2025, but the average and median value of repeat grants increased. This suggests that while organisations continue to cultivate new funders, relationships with established funders are deepening.
Some of the most instructive findings relate to stewardship and ongoing funder relationships. In 2025:
- 45% of grant income came from existing funders
- 47% received unsolicited invitations to apply for further funding
- Unsolicited funding represented an average 12% of total grant income
These results highlight the direct link between stewardship and sustainable income pipelines. Proactive engagement and meaningful relationship development balance the need for new acquisition by strengthening existing partnerships. Repeat funding supports stability and efficiency; new funders ensure continued growth, expanding the pipeline for future repeat giving.
There is room for further improvement in one key area: notably, only 56% of organisations reported that they always submitted reports on time. Strategic Grants advocates that this is a priority obligation, critical to effective stewardship; grant reports to funders should always be delivered on time.
Benchmarking for growth
In a competitive funding environment, data-informed grant-seeking becomes increasingly important. The organisations best positioned for success are those that treat grants fundraising as a strategic discipline; resourced appropriately, measured deliberately, and stewarded with intent. Underpinned by strong and mutually respectful relationships and exceptional communication.
GEMS users are submitting more applications and securing larger average grants; success rates are high; the value of grants from repeat funders is increasing; the balance of repeat and new funders is relatively steady; and across the board these organisations are achieving an exceptional return on investment in their grant-seeking programs.
For organisations exploring or advancing grants fundraising as a strategic objective, benchmarking against organisations that have already committed to, and invested in, this approach provides an invaluable frame of reference.
As champions of grant-seeking best practice, Strategic Grants is pleased to support capacity building with publication of our 2026 Benchmarking Report, against which all for-purpose organisations can continue to benchmark their success. Read the summary 2026 Benchmarking Report here.
Jayne Wasmuth is Customer Success and Business Development Manager at Strategic Grants. Our deepest thanks to all GEMS users who have contributed their data and insights to the Strategic Grants Benchmarking survey over its first three years. All data is de-identified ahead of analysis and reporting of survey findings. A detailed Benchmarking Report is available and provided to all GEMS users. A summary report, providing an overview of survey findings, is accessible to all via the 2026 Benchmarking Report webpage.
For more information about GEMS or the findings presented here, please contact Jayne Wasmuth: [email protected]