About Toronto Arts Council

Client: Toronto Arts Council 
Industry: Private Foundation – Art 
Key Stakeholders: Andrew Suri (Director of Grants Management)  
Client Since: 2013 
Tools Used: SmartSimple Cloud 

Overview 

The Toronto Arts Council, the city’s primary arts funding body since 1974, faced major challenges managing a growing volume of grant applications through outdated, manual processes. Paperwork overflowed. Data entry was time-consuming. Communication tracking was unreliable. TAC needed a modern, intuitive solution. In 2013, TAC adopted SmartSimple Cloud for Grants Management, transitioning from manual systems to a cloud-based platform that brought efficiency, clarity, and transparency across all operations. 

Challenges 

Before SmartSimple Cloud, TAC operated on a heavily manual process supported by an outdated FileMaker database. Their main pain points included: 

  • Overwhelming administrative burden from paper-heavy processes 
  • Late application reviews due to the time required for manual data entry 
  • Lack of communication tracking, resulting in missed or delayed responses 
  • Limited transparency in demonstrating the geographic distribution of funds 

Solutions Implemented 

After evaluating several platforms, SmartSimple Cloud stood out for its configurability, depth of features, and user-centric approach. TAC found in SmartSimple a true partner that understood how they worked and helped build a system that reflected their needs. 

Key platform capabilities implemented included: 

  • Automated workflows for data collection, communication, and reporting 
  • Full communication tracking, eliminating lost email chains 
  • Integrated payment scheduling, improving financial accuracy 
  • Note-based revision requests, streamlining applicant feedback 
  • Self-service administration, reducing dependence on IT support 

Impact & Outcomes 

  • Streamlined Communications 
    • TAC dramatically improved communication with applicants and internal staff through centralized, automated messaging. Group emails and system-triggered alerts are now linked directly to contact records, ensuring nothing is missed — even with staff turnover. 
  •  Reduced Administrative Burden 
    • SmartSimple Cloud eliminated nearly all manual data entry and significantly reduced paper use. Applications, reports, and supporting documents are fully digitized, making grant processing faster and more sustainable. 
  • Automated Financial Processes 
    • With payment scheduling and workflow automation, TAC improved the accuracy and timeliness of fund disbursement. Integration with their bookkeeping systems also simplified audit prep. 
  • Accelerated Review Timelines 
    • Digital access to applications allowed grant adjudicators to begin their reviews earlier, reducing some panel meetings from four days to just two. 

Client Testimonials 

“We would happily recommend SmartSimple to anyone looking for a grants management system.” 
— Andrew Suri, Director of Grants Management 

“SmartSimple Cloud has smoothed out our entire process, ensuring timely award payments and reducing errors in our accounting activities.” 
— Andrew Suri, Director of Grants Management 

Key Takeaways 

With SmartSimple Cloud, the Toronto Arts Council has successfully transitioned to a streamlined, modernized granting system. The platform’s automation, configurability, and transparency tools have transformed how TAC operates, from application intake to fund disbursement to community engagement.