CRM planning tool

Nonprofit CRM requirements checker

CRM projects fail when a charity buys discounted software before defining jobs, data, consent, migration, reporting, and ownership. Use this checker before shortlisting vendors or moving donor, volunteer, service, or fundraising records.

Workflow routes5Fundraising, service, volunteers, grants, and communications.

Readiness checks8Weighted around ownership, data, consent, migration, integrations, and budget.

Best useBefore shortlistRun before vendor demos, imports, or implementation estimates.

Data entryLocal onlySelections run in the browser and are not submitted.

1. Choose the CRM context

Main CRM workflow Scale and complexity Main data source

2. Tick the requirements already ready

A named CRM owner and backup admin are assignedThe charity knows who owns configuration, imports, user access, training, renewal, supplier contact, and day-to-day data quality.Recurring CRM jobs are written downThe requirements list the weekly or monthly jobs the CRM must support, such as donations, referrals, volunteers, campaigns, reports, or grant pipeline review.Core fields and record types are definedContacts, organisations, donors, households, volunteers, service users, funders, gifts, referrals, events, campaigns, and consent are clearly separated where needed.Consent, privacy, and suppression rules are mappedEmail, SMS, phone, post, fundraising, service updates, legitimate interest, unsubscribe, retention, and suppression rules have named owners.Migration sources and data quality are assessedSpreadsheets, donation platforms, forms, email tools, old CRMs, finance exports, and archived records have been reviewed for duplication and risk.Integrations and finance reconciliation are scopedDonation platforms, email, SMS, forms, accounting, Gift Aid or tax receipt, reporting, website, and dashboard integrations are listed with owners.Reports and success measures are definedThe charity knows which trustee, fundraising, service, campaign, finance, or grant reports must be generated and how often.Implementation, support, and training budget is includedThe plan includes licence cost, implementation, migration, admin time, training, support, customisation, integrations, and future renewal risk.

Use this before vendor demos

Do not migrate donor, beneficiary, volunteer, staff, trustee, or casework data until access, consent, retention, and ownership are clear.
Ask vendors and implementers to price migration, training, support, reporting, and integrations, not only licences.
Keep fundraising, service delivery, volunteer, grants, and communications workflows separate if they have different data risks.
This checker supports requirements planning only. Provider discounts, regional eligibility, and implementation suitability still need source review.

Related CRM and fundraising benefits

CRM guide

CRM, fundraising, programs

Salesforce for Nonprofits

Nonprofit CRM and fundraising platform; historically includes nonprofit-specific packages and philanthropic licensing paths.

Needs exact offer recheck before quoting seat counts2026-06-21

CRM, marketing, content, fundraising operations

HubSpot for Nonprofits

HubSpot advertises a 40% nonprofit discount, but the current public eligibility text limits the programme to North America, Australia, and New Zealand.

Official page verified with regional caveat2026-06-21

CRM, donor management, fundraising, volunteer management, accounting, low-code, AI

Zoho for Nonprofits

Zoho's official nonprofit page says Zoho offers exclusive credits for nonprofits that cover up to 50% of subscription costs, including a one-time USD 5,000 credit to use across Zoho products.

Official Zoho nonprofit page verified; terms and excluded apps still need current review before purchase2026-06-22

Work management, CRM, grants, AI

monday.com for nonprofits

monday.com advertises 10 free seats for nonprofit organisations, discounted additional seats, and discounted AI capabilities.

Official nonprofit page verified2026-06-21

CRM, finance, service operations, automation

Microsoft Dynamics 365 nonprofit discounts

Microsoft's official Dynamics 365 and Power Platform nonprofit page lists discounted nonprofit pricing for Business Central, Service Enterprise, Sales Enterprise, Copilot Studio, and Power Automate Premium.

Official Microsoft Dynamics 365 and Power Platform nonprofit page verified2026-06-22

Low-code apps, workflow automation, service delivery

Microsoft Power Apps nonprofit grant

Microsoft's official Dynamics 365 and Power Platform nonprofit page says eligible nonprofits get Power Apps free for up to 10 users.

Official Microsoft Dynamics 365 and Power Platform nonprofit page verified2026-06-22

Donation forms, peer-to-peer fundraising, donor CRM

Donorbox nonprofit fundraising platform

Donorbox's official pricing page lists a free Standard plan for nonprofits with donation forms, donation pages, crowdfunding, peer-to-peer campaigns, event ticketing, reporting, and platform fees between 2.95% and 3.95%.

Official Donorbox pricing page verified2026-06-22

Fundraising pages, donation forms, events, CRM

Givebutter free fundraising platform: UK eligibility and payments

Givebutter offers fundraising, donor management, events, auctions, CRM, engagement, and integrated payments. Its free model can provide 0% platform fees across campaign types and no organisation-paid processing fees when optional tips and the Givebutter Guarantee apply, but operating a campaign generally requires a US presence.

Official Givebutter country, pricing, payment-processing, payment-method, and Stripe payout pages rechecked; US-presence requirement and UK donor distinction verified2026-08-12

Fundraising platform, donation forms, events, peer-to-peer

GoFundMe Pro nonprofit fundraising

GoFundMe Pro's official pricing page lists an Essentials route for nonprofits with annual revenue under USD 1 million, with zero subscription fees, no setup costs, and same-day access to the core product suite.

Official GoFundMe Pro pricing page verified; regional eligibility caveat preserved2026-06-22

Online fundraising, donations, Gift Aid

JustGiving for Charities

JustGiving's charity page lists fundraising pages, campaign pages, donate buttons, regular giving, reporting, and UK charity joining routes.

Official JustGiving charity page verified2026-06-22

Branded donations, events, fundraising

Enthuse charity fundraising

Enthuse's pricing page lists branded donations, fundraising, events, mass participation, subscription costs, and fee components for charities.

Official Enthuse pricing page verified2026-06-22

Email marketing, newsletters, automation

Mailchimp nonprofit discount

Mailchimp's official help article says it offers a 15% discount to verified nonprofit organizations and charities.

Official Mailchimp help article verified2026-06-22

Communications, hotlines, fundraising

Twilio.org Impact Access

Twilio.org supports social-impact organisations with communications tools, partner resources, and access to discounts or credits through its nonprofit resources.

Official Twilio.org page verified; exact credits and discounts require application or sales review2026-06-21

Online forms, donation forms, volunteer registration, event forms

Jotform nonprofit discount

Jotform's official nonprofit pricing page says it offers 50% off any paid plans for nonprofit organizations, and its nonprofit page says nonprofit organizations get 50% off all annual plans.

Official nonprofit and pricing pages verified2026-06-22

Document automation, proposals, contracts, eSignatures, payments

PandaDoc for Nonprofits

PandaDoc offers a general Free eSign plan. Its current comparison lists five documents per month for current Free accounts and distinguishes older 60-document annual accounts. Confirm charity-specific pricing with sales rather than assuming a published discount.

Official nonprofit and plan pages checked on 12 October 2026; charity-specific pricing needs confirmation2026-10-12

Data visualization, charts, maps, tables, impact reporting, communications

Datawrapper nonprofit discount

Datawrapper's official pricing page says it gladly offers a 20% discount on annual and monthly Custom plans for non-profit organizations.

Official Datawrapper pricing FAQ verified; discount applies to Custom plans, not a universal plan discount2026-06-22

Accounting, finance, payroll, VAT

Xero for nonprofits

Xero's UK non-profit page says registered not-for-profit organisations on a business pricing plan can get 25% off Xero.

Official Xero UK non-profit page verified2026-06-22

Microsoft 365, Azure, Dynamics, security

Microsoft for Nonprofits

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