Grant Writing, Demystified: Real Talk from Billings Nonprofit Experts

Recently, I had the opportunity to moderate a nonprofit grant writing panel hosted by the United Way of Yellowstone County and the Billings Chamber of Commerce—a collaboration led by Maia Dickerson and Cathy Grider to bring practical, honest conversations to our community.

Joining me on the panel were some of the most experienced and insightful voices in this space:

• Amanda Stonerock, CEO of Stonerock Business Solutions, Director of the Montana Center for Inclusive Education at MSU Billings, and a seasoned grants expert who works across sectors to help organizations design fundable programs and secure complex state and federal funding 

• Becky Rosenleaf, Government Relations Manager at KLJ Engineering and a 40-year grant veteran, known for her deep expertise in public funding, community engagement, and navigating large-scale government grant opportunities 

• Kate Van Waes, Ph.D., international advisor and nonprofit strategist who has worked at the highest levels of government and global advocacy, bringing a big-picture perspective on leadership, funding, and organizational strategy

• Adam Liberty, President of the Billings Catholic Schools Foundation, a nonprofit development leader with more than a decade of experience in fundraising, grant writing, and strategic planning, focused on advancing education and strengthening communities through philanthropy

What followed wasn’t a “how-to” lecture. It was something far more valuable: a candid, occasionally blunt, and deeply practical conversation about what actually works in grant writing, and what doesn’t.

Here are the biggest takeaways.

1. There Is No Magic Place to Find Grants (But There Are Smart Places to Look)

One of the most important myths we busted right away: there is no secret database that will suddenly unlock funding.

As one panelist put it, “There’s no magic spot—you’re going to have to do some digging.” 

That said, there are reliable starting points:

Where to Find Grants

• Candid (formerly Foundation Directory/GuideStar)

  Free “Platinum” profiles for nonprofits + strong funder research tools

• State grant portals (e.g., Emax/JAGGAER systems)

  Especially for state and federal pass-through funding

• Submittable

  Many foundations and agencies host opportunities here

• Montana Nonprofit Association (MNA)

  Directory of foundations + capacity-building support

• Advisory councils + public meetings

  (Behavioral health, rural development, etc.—often where funding is previewed before release)

• Foundation and donor lists from events

  If a funder is supporting work like yours, research them immediately

• Your own network

  Other nonprofits, collaborators, and yes—competitors

And one of the most underrated strategies: Build your own tracking system.

If you don’t, you’ll waste time revisiting the same dead ends.

2. Strong Grants Are Built Before the Application Opens

This was a recurring theme across every panelist:

“If you’re writing your program while writing your grant, you’ve already lost.”

The most competitive organizations:

• Plan months in advance (often 6+ months)

• Have clear programs, not vague ideas

• Know their data, outcomes, and impact

This includes:

• Logic models (even if you hate them)

• SMART goals

• Implementation plans

• Defined outcomes (not just activities)

Because here’s the truth:

• Outputs = what you do

• Outcomes = what changes

Funders care about the second.

3. Don’t Chase Money. Stay in Your Lane.

This might have been the most repeated—and most important—piece of advice:

“Don’t chase the money. Let the money chase you.”

Grants are not free money. They require:

• Significant time upfront

• Ongoing reporting and compliance

• Capacity to deliver what you promised

If a grant pulls you outside your mission or capacity, it will cost you more than it gives. And even harder truth: If you can’t find data that supports your program’s effectiveness, it may be time to rethink it.

4. Read the Instructions (Seriously)

One stat stopped people in their tracks:

Up to 60% of grant applications aren’t even read—because they don’t follow instructions. 

Not scored poorly. Not “almost funded.” Not read at all.

The reasons?

• Rushing

• Trying to multitask

• Assuming you know better than the funder

The fix is simple, but not easy:

• Slow down

• Follow directions exactly

• Answer the question being asked (even if it feels repetitive)

5. AI Is a Tool—Not a Replacement

We spent a lot of time on this topic, and the consensus was clear:

AI can be incredibly helpful, but it cannot replace human insight.

Panelists shared that AI is useful for:

• Drafting templates

• Breaking down complex RFPs

• Creating first drafts

• Reviewing proposals against scoring criteria

• Editing for clarity and conciseness

But it should never:

• Replace your voice

• Invent your data

• Be submitted without heavy editing

There’s also growing scrutiny. Some funders now ask if AI was used, and some (like certain federal research grants) prohibit it entirely.

One tool highlighted during the panel was SBS Navigator, designed to help nonprofits structure, draft, and refine proposals while maintaining their authentic voice.

The bottom line: Use AI to support your thinking—not replace it.

6. Grant Writing Isn’t About Winning—It’s About Being Competitive

This perspective shift matters.

“Successful grant writers aren’t the ones who always win. They’re the ones who make you competitive.”

There are too many variables you can’t control:

• Who else applies

• Funding priorities

• Politics

• Geographic considerations

What you can control:

• Alignment

• Clarity

• Data

• Readiness

And the only way to get better?

Write more grants.

7. Your Best Funding Source Might Not Be Grants

One of the most honest moments of the panel:

Grants are important—but they are not sustainable on their own.

Individual donors:

• Are more loyal

• Are less tied to shifting priorities

• Require less administrative burden

• Provide long-term stability

And the key to growing that base?Your board.

Not as advisors. As fundraisers, connectors, and ambassadors.

8. Collaboration Is Not Optional

Another strong consensus:

Partner. Share. Collaborate. Always.

In many cases:

• Collaboration is required

• Shared staffing strengthens proposals

• Partnerships increase competitiveness

And yes, even harder conversations came up:

• Nonprofits competing for the same dollars

• The potential need for mergers

• The inefficiency of siloed work

The takeaway: Working together often leads to more funding than working alone.

Final Thought: Start Before You’re Ready

If there was one piece of advice that echoed across every panelist, it was this:

Just start.

Grant writing has a learning curve. There’s a language, a rhythm, and a structure that only comes with practice.

You don’t have to be perfect. You just have to begin.

Thank You

A huge thank you to our panelists, our hosts at the United Way of Yellowstone County and the Billings Chamber of Commerce, and everyone who showed up ready to learn, ask questions, and share openly.

This conversation reminded me of something I believe deeply:

Nonprofits don’t just need funding. They need clarity, collaboration, and confidence in the work they’re doing.

And when those things are in place, the funding follows.