Estimate a practical annual IT support budget before hiring a managed IT supplier, expanding Microsoft 365 or Google Workspace administration, adding device support, or asking trustees to approve security monitoring. The calculator separates monthly outsourced support from internal admin hours, one-off project pressure, backups, onboarding, website/DNS support, cloud operations, supplier coordination, and software governance.
Support profiles6Small charity admin, growing helpdesk, remote teams, fundraising operations, sensitive services, and cloud programmes.
Support workstreams11Helpdesk, admin, devices, backups, security, website, CRM, cloud, onboarding, training, and procurement.
Readiness checks11Weighted around ownership, inventories, licences, admin access, backups, incidents, suppliers, renewals, and reporting.
Data entryLocal onlyInputs run in the browser and are not submitted.
1. IT support profile
2. Support workstreams in scope
3. Internal readiness checks
What this calculator should prevent
Comparing managed IT support retainers before defining users, devices, systems, supplier boundaries, and escalation responsibilities.
Treating Microsoft, Google, cloud credits, security tools, or marketplace discounts as support coverage without admin ownership, backups, access review, and monthly reporting.
Forgetting internal admin hours for triage, renewals, approvals, user changes, trustee reporting, and supplier coordination.
This calculator is a planning estimate, not a managed IT quote, procurement recommendation, legal advice, security certification, or provider eligibility decision.
Microsoft publishes nonprofit grants and discounts including Microsoft 365 Business Basic free for up to 300 users, annual Azure credits, and discounted business applications.
Official nonprofit offers page rechecked2026-08-12
Microsoft's official nonprofit pricing page lists Microsoft 365 Business Basic as a grant free for up to 300 users, Business Standard at USD 3.00 per user monthly, and Business Premium at USD 5.50 per user monthly when paid yearly.
Official Microsoft 365 nonprofit pricing rechecked2026-08-12
Google's official Workspace nonprofit page lists Google Workspace for Nonprofits at USD 0 per user per month and discounted Business and Enterprise nonprofit offers.
Official Google Workspace for Nonprofits page verified2026-06-22
1Password offers special pricing and support routes for nonprofit teams that need to protect passwords, passkeys, account logins, files, notes, and contacts.
Official nonprofit page verified; exact support and discount level depend on application review2026-06-22
Okta for Good offers eligible nonprofits 50 free Workforce Identity licences, 50% off additional licences and selected advanced solutions, and 50% off Auth0 plans.
Official Okta for Good nonprofit page rechecked; free products, licence quantities, discounts, validation route, and exclusions verified2026-08-12
Business VPN, zero trust access, threat prevention, password management, endpoint security
NordLayer's official NGO pages advertise an NGO cybersecurity route with an exclusive discount on subscription plans, while the terms describe a tiered annual-plan discount up to 60%.
Official NordLayer nonprofit, NGO contact, and NGO terms pages verified; headline discount is tiered and first-term only2026-06-22
Cisco's official Technology Grant Program page says Cisco donates networking technology to qualifying nonprofit organizations to help them improve productivity, security, scalability, and cost efficiency.
Official Cisco Technology Grant Program page verified; UK TechSoup pathway caveat preserved2026-06-22
Data infrastructure, security analytics, observability training
Splunk's official donation page says it provides nonprofit, academic, and research organizations with free software licenses and training to help bridge the data divide.
Official Splunk Product and Training Donation Program page verified; eligibility and no-cost scope preserved2026-06-22
AWS's official Imagine Grant page describes grant categories that can include unrestricted financial support, AWS Promotional Credit, implementation support or guidance, AWS training and support, and AWS marketing promotion for eligible nonprofit projects.
Official AWS Imagine Grant page verified; 2026 application cycle is closed and award amounts remain at AWS discretion2026-06-22
GitLab's official nonprofit pages say the GitLab for Nonprofits Program gives free licenses to registered nonprofit organizations, and the join page says approved nonprofits receive a free Ultimate license for a year, SaaS or self-managed, up to 20 seats.
Official GitLab nonprofit overview and join pages verified; license issue is discretionary and donation-limited2026-06-22
