Nonprofit CRM Pricing: It’s Complicated!

We get it. You’re busy, you have a budget, and you need a ballpark price before you commit to a phone call with sales. All you want is a number (or a range of numbers) to see if we should talk.

And it’s frustrating to hear those dreaded two words…”It depends.”

But guess what those two words represent?

Respect for your nonprofit.

Respect because you’re unique. Because only you know whether your fundraising plans call for auctions or fun runs or good old emails. Because you’re not a one-size-fits-all, off-the-shelf nonprofit.

And very few CRMs are one-size-fits-all. In fact, the most sophisticated are highly customizable. And the price you will eventually be quoted will result from building a technology package that fits your nonprofit and your plans.

So it’s not that we can’t or won’t give you a number. It’s that we want to give you a number that’s accurate—one that meets your budget, your timeline, and your needs.

Why CRM Pricing Isn’t Standard

Just about everyone who wants a CRM wants a database to store donor records. They want the ability to send emails, throw a donation form on their website, and have payment processing.

But some have 2,000 donors and some have 20,000. Some raise almost all their money from monthly donors and some focus on advocacy and not fundraising. Some have large teams and want premium levels of support, and some want an online resource when they have questions.

All of these factors are critical pieces of information needed before you can even get a ballpark price.

How to Determine a Good Fit Before Hearing a Price

Let’s do a little detective work. Before you reach out to a vendor for a price, a call, or a demo, see if you can find some clues that indicate it’s a good fit.

• Who are their clients? Do they only have enterprise clients or is there a focus on growing nonprofits too?
• If you look at their website, do they speak a language you need to hear? For example, are they talking about multichannel campaigns or DRTV or donor intent or AI-influenced insights?
• Check out their blog or content they produce. Is it designed to educate all nonprofits or just to sell their technology?

And then, when you first chat with someone:

• Are they asking questions that show they understand your pain points?
• Can they help you solve more than one problem?
• Are they offering you a price without asking enough questions to understand what you need?
• Are they making eye contact and listening?
• Does the first call feel like a sales trap, or more like a strategic exploration?

Spot red flags if they’re there. The initial call should make you feel seen, heard, and respected.

Tips for Price-Conscious Nonprofits

There are a few things to keep in mind if your primary concern is sticking to your budget.

• Tell the rep your budget up front. Then let them ask questions about how you fundraise, your goals, what your tech stack looks like, how much support you need, how many contacts and monthly givers you have, and when you want to go live.
• Explain why you’re looking. Is it a new fiscal year? Are you needing to go live before an event? In this era of private equity acquisitions, is your product being sunset? This information helps the sales rep understand you.
• If you have a smaller budget, ask if the technology can start small or be pared down and then scale as you grow.
• Go into the meeting with a clear idea of your most important features. Hands down, our most popular resource is The Ultimate Guide to Selecting a Nonprofit CRM…it’s got free worksheets that will help you identify your critical features and then compare vendors side by side.
• Be wary of “free” software (sometimes it means your donors must pay the fee) or inexpensive software that doesn’t include the core functionality you need.

And reframe value. At CharityEngine, we tell nonprofits they’ll make more than our software costs (and that’s a guarantee). But with any CRM, consider the return on investment, as it’s more important than the cost.

Don’t Forget to Factor in Onboarding and Training

While you’re comparing price tags and features, don’t forget one of the most essential pieces of the puzzle: what happens after you sign the contract.

Your CRM is only as good as your team’s ability to use it. And onboarding and training? That’s where the real magic happens—or where momentum fizzles out.

Some vendors charge extra for onboarding. Some outsource it. Some give you a generic knowledge base and wish you luck. So before you compare prices, ask how they support you once you become a client.

At CharityEngine, we build onboarding into every proposal because implementation is one of the most critical phases of the entire relationship. We want to make sure you launch strong and that your team actually uses the CRM to its full potential.

When you're looking at different systems, consider:

• Will you have a dedicated onboarding specialist?
• Will training be tailored to your fundraising strategy and team roles?
• Are there live sessions, recorded videos, written guides, or all three?
• What happens if your staff changes six months in? Do you get ongoing training?

You don’t want to spend money on powerful technology only to leave it underutilized because no one knows how to use it confidently. So yes, onboarding and training might affect the price—but they also determine your success.

The Bottom Line: We Need Each Other

Here’s the deal: the right technology will make your nonprofit more successful.

The right nonprofit for our technology will enable us to serve effectively.

So we both need to make sure it’s a perfect match, and that goes well beyond price or profit.

Value always trumps price. If you are assured you will raise more money than technology costs, it’s more than a marketing gimmick—it’s illustrating value over the fee, and it’s a crucial part of the process for smart nonprofits.

A strong CRM pays for itself in time saved, better donor engagement, data that compels strategy and action, and more dollars raised for your mission. You deserve a solution that’s tailor-made for your nonprofit, and that takes a conversation.

So when you’re ready for a conversation about CharityEngine, call us. No pitch. No pressure. No drama. Just clarity, and an honest look at whether or not we can help you accomplish more than you’re even hoping.