How to Choose CRM for Small Nonprofits: Top 5 Tips

Starting a small nonprofit can be an exciting yet daunting venture, especially when it comes to managing relationships with donors, volunteers, and the community. Choosing the right Customer Relationship Management (CRM) system is crucial to your success.

In this blog, we’ll discuss the top five tips to consider when selecting a CRM for your small nonprofit. Focusing on simplicity, affordability, and functionality, we aim to help you find a CRM solution that not only fits your current needs but also grows with your organization. Whether you’re new to CRM or looking to switch, our friendly and educational approach will make the process clear and manageable.

Let’s dive in and explore some low-cost CRMs for nonprofit options:


Understanding the Needs of Small Nonprofits for CRM

Understanding the unique needs of small nonprofits is essential when selecting a CRM system. Unlike larger organizations, small nonprofits often operate with limited resources and staff, making efficiency and user-friendliness top priorities.

When choosing a CRM for a small nonprofit, it’s essential to focus on features that cater specifically to their unique needs. Opting for the cheapest CRM for small business can be a smart financial decision, but it’s equally important that the system streamlines operations and offers scalability to grow with the organization. Here are the key features to look for:

Additionally, the ability to customize the platform to align with specific goals, such as fundraising campaigns or community engagement initiatives, is crucial. By recognizing these particular needs, small nonprofits can leverage CRM technology as a tool for managing information and as a strategic asset to enhance their impact and reach within the community.

When choosing a CRM for a small nonprofit, it’s important to focus on features that cater specifically to their unique requirements. The ideal CRM should not only streamline operations but also grow with the organization. Here are the key features to look for:

  • User-Friendly Interface: An intuitive and easy-to-navigate CRM is essential, as staff may have varying levels of technical skills.
  • Integration Capabilities: The ability to integrate with other tools such as email platforms, social media, and donation processors streamlines workflow and data management.
  • Robust Donor Management: Effective tracking of donor history, preferences, and interactions helps in building strong, personalized relationships.
  • Reporting and Analytics: Insightful data on fundraising campaigns and donor engagement is crucial for informed decision-making and strategy development.
  • Scalability: The CRM should be able to accommodate growth and changing needs, ensuring long-term utility for the nonprofit.

These features collectively ensure that CRM systems for small charities are not just databases but dynamic tools that enhance the overall impact and efficiency of a small nonprofit.


Small Non-Profits vs. Non-Profits

When comparing small nonprofits to larger nonprofit organizations, several key distinctions become apparent. Small nonprofits typically operate with limited resources in both budget and staff, which makes finding the best CRM for nonprofit organizations crucial to maximizing efficiency and multitasking.

These organizations often have a more localized focus, serving specific communities or niche causes, and rely heavily on a close-knit network of volunteers and donors. In contrast, larger nonprofits usually have access to more substantial funding, allowing them to employ specialized staff and implement more complex programs on a broader scale.

They often have a wider, sometimes global reach, and their operational structures are usually more hierarchical and departmentalized. These differences significantly impact how each type of organization approaches strategy, resource allocation, community engagement, and technology adoption, including the selection and use of CRM systems. 

For small nonprofits, the emphasis is often on finding cost-effective, easy-to-use tools that offer flexibility and can accommodate a range of functions, whereas larger nonprofits might prioritize advanced features and customization to suit their more complex operational needs.


Best CRMs for Small Nonprofits in 2024

Selecting the right CRM solution is crucial for small nonprofits to efficiently manage their operations and donor relations. To help answer the question, what is the best CRM for nonprofits?, here are some of the top CRM solutions that cater to the specific needs of small nonprofits:

Bloomerang

Known for its excellent donor management features and user-friendly interface, ideal for maintaining and nurturing donor relationships.

Key Features

Advanced donor segmentation and targeted communication tools, customizable donation forms, automated gratitude messages for personalized donor engagement.

Price

Starting at $119/per month 

Pros & Cons

Let’s take a look at the pros & cons of Bloomerang CRM.

Pros:
  • Modern & Intuitive Interface: Bloomerang is rated well for its intuitiveness and ease of use.
  • Customer Support: Many users on G2 praise Bloomerang for their customer support as well as for their helpful webinars.
  • Transaction Tracking: G2 reviewers speak highly of the ease with which you can track donations.
  • Built Specifically for Nonprofits: Bloomerang caters only to nonprofits so you can expect tailored tools for donor management, volunteer tracking, and campaign reporting.
Cons:
  • Payment Processing Fees: This is an important thing to pay attention to as a nonprofit as it can significantly drive up your CRM fees. Bloomerang charges a 1% fee on every donation that you enter into their donor database and automatically generates a bill at the end of the month to pay Bloomerang for the transactions.
  • Higher Starting Price: Bloomerang starts at about $100 per month which may be on the higher end for smaller nonprofits.
  • Upfront Billing: Another important thing to consider is the need to pay for a year upfront.

Little Green Light

Little Green Light is a cloud-based donor management software. It combines donor management, fundraising campaigns, and constituent record-keeping into one interface. Features of Little Green Light include customizable categories, report building, and complex query running. Users can integrate Little Green Light with external programs including Constant Contact, MailChimp, and PayPal.

Key Features

Donor lifecycle tracking, event management with RSVP functionality, and integration with popular email marketing platforms for seamless communication.

Price

Little Green Lights pricing starts at $45 per month for up to 2,500 constituents monthly. They offer annual and semi-annual pricing options as well. Online donation processing fees start at 2.2% + $0.30 per transaction paid to the payment processor.

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Pros & Cons

Pros
  • Flexible Pricing Options: Little Green Light does not charge per user. Their subscription rate is based on the number of constituent records in your account, and whether you’ve selected a monthly or annual pricing plan.
  • Usability & User Friendliness: Reviewers on G2 praise LGL for ease of use and intuitiveness.
Cons
  • Outdated Interface: LGL’s interface can be seen as clunky and outdated, especially compared to some competitors in the space.
  • Email Features: Users on Capterra commented on the email features being hard to use in comparison to apps like MailChimp.
  • Reports: Some reviewers found LGL’s reporting troublesome.

Salesforce Nonprofit Cloud

A highly customizable and integrative platform, suited for nonprofits ready to invest time in learning its more complex system.

Features

Robust constituent management, program tracking and analytics, volunteer management, and seamless integration with third-party applications.

Price

There are several plans with the cheapest one starting at $60 per user per month billed annually.

Pros & Cons

Pros
  • Customizability: Salesforce is highly programmable and customizable.
  • Adaptability & Integrations: G2 reviewers praise SF Nonprofit Cloud for its ability to adapt and connect to other systems they use.
  • Cross-Departmental Synergy: Salesforce can be used as one database to service all of our departments, including development, programs, and research. We use many standard integrations with NPSP frequently, and reporting is very flexible.
Cons
  • Setup: Users on G2 reported that the initial time to set up the platform took longer than they’d prefer. Although very customizable, making those customizations requires knowledge of the system in the backend. This necessitates hiring a programmer or someone externally.
  • Price: Salesforce can be a little expensive for the average non-profit.
  • Learning Curve: Especially for people who are not super tech-savvy and/or not familiar with Salesforce products.

Neon CRM

An all-in-one solution that integrates fundraising, membership management, and event planning, streamlining multiple functions in one platform.

Key Features

Integrated fundraising campaigns with donor insights, membership automation, event registration and ticketing, and comprehensive reporting capabilities.

Price

Neon offers revenue-based pricing for nonprofits. If your revenue is $1M or under, you can get their Essentials plan for $99/per month.

Pros & Cons

Pros

  • Adaptability: Users on G2 often highlight their appreciation for Neon’s customizability.
  • Customer Support: Neon CRM is praised for good customer support and responsiveness.
  • Versatility: Reviewers on G2 positively mention the versatility of the software. Customers like being able to track memberships and donations as well as perform email campaigns and event tracking.

Cons

  • Implementation & Upkeep: Users on G2 report that the implementation requires a large amount of organizational investment, and ensuring appropriate maintenance of the records in the system is a constant task.
  • Reporting: Neon’s reporting capability as insufficient is often brought up on review sites like G2 and Capterra.
  • User Friendliness: Customers of Neon CRM often mention that they find Neon not very user-friendly and hard to figure out.

Zoho CRM

Provides basic CRM functionalities at a minimal cost, including a free tier, making it accessible for nonprofits with tight budgets.

Features

Customizable fields and modules, workflow automation, social media integration, and a free tier with basic CRM functionalities for small nonprofits.

Price

Zoho offers a very limited free plan which is free for up to 3 users. Zoho Standard starts at $14/ per month per user if paid annually.

Pros & Cons

Pros
  • Feature-Rich: Zoho CRM offers comprehensive features, especially on their more expensive plans, like Enterprise and Ultimate. Zoho CRM also provides deep integration with other Zoho products, offering a comprehensive suite of business tools.
  • Affordable: Zoho provides cost-effective plans. Depending on what your needs are, Zoho offers multiple different pricing options from free to Ultimate. 
  • Customizable: The platform allows for a high degree of customization to tailor workflows to your business processes.
  • Integration-Friendly: Zoho integrates with many other Zoho apps and third-party platforms.
Cons
  • Customer Support: Many reviewers on G2 voiced problems with Zoho’s customer support. Users noted that many times it takes too much effort and time on their end to get to a resolution with Zoho’s support. Some noted a language barrier is a problem as well. 
  • Outdated Interface: This may be a matter of preference, Zoho’s interface is very simple and it may work for many. However, if you’re looking for a modern interface, Zoho CRM might not cut it for you. To be completely transparent, other Zoho products, like Zoho Begin, already offer an updated, more modern interface. The inconsistency of the interface and sometimes naming structure was listed as a downside among some G2 reviewers. 
  • Price: If you start with Zoho’s free plan or their Standard plan, you should carefully review the list of features available as well as the limitations and compare it to other CRMs that might offer what you need from the get-go. 

Nimble CRM

Stands out for its ease of use and efficient contact management. It integrates well with social media and offers insightful contact follow-ups, making it a smart choice for nonprofits looking to enhance their digital engagement and understanding of donor behaviors.

Features

Nimble CRM helps small nonprofits efficiently manage contacts, track interactions, and automate repetitive tasks like follow-ups and event reminders, saving time and effort. With affordable pricing and transparent plans, Nimble offers budget-friendly access to powerful tools. It also allows nonprofits to create personalized email sequences to engage donors, volunteers, and supporters, making it an ideal solution for managing communications and campaigns.

Price

$29.90/ per seat per month or $24.90 per seat per month on annual pricing.

Pros & Cons

Pros
  • Affordability Without Hidden Costs: Nimble offers straightforward pricing with no hidden fees, making it a budget-friendly option for nonprofits that need to keep costs down.
  • Automation for Time-Saving: Nimble’s automation features enable nonprofits to manage email outreach, follow-up sequences, and workflows, freeing up more time for mission-focused work instead of administrative tasks.
  • Scalable and Versatile: Nimble’s CRM can be tailored to various tasks, from volunteer management to tracking event attendees, offering flexibility that adapts as the organization grows.
Cons
  • Limited Integration with Some Nonprofit Tools: While Nimble integrates well with popular business tools, it might not natively integrate with certain nonprofit-specific software, such as fundraising platforms or donor management systems, requiring additional setup or third-party tools.
  • Limited Advanced Customization: Nimble offers flexibility but might lack the depth of customization or specific nonprofit features (like grant tracking or donation processing) that some organizations may require, especially as they grow or diversify their activities.

Each of these CRM solutions has unique advantages, and the ideal choice for a small nonprofit would depend on their specific requirements, budget constraints, and operational scale.


How to Choose the Best Low-Cost CRM for a Nonprofit – 5 Tips

Embarking on the journey to find the ideal CRM for your small nonprofit can be quite an adventure. Think of it as a quest to find a tool that truly understands and supports your unique mission. Here are five friendly and practical tips to guide you along the way:

  1. Identify Your Needs: Just like finding the right puzzle piece, it’s important to consider what you specifically need from a CRM. Are you looking to enhance donor engagement, streamline event management, or keep a better track of your volunteers? Understanding your key needs will help you filter through the options to find that perfect match.
  2. Budget-Savvy Choices: We all know that budgeting is crucial in the nonprofit world. Seek out a CRM that offers essential features without breaking the bank. Many providers appreciate the work of nonprofits and offer special deals, discounts, or even free versions tailored to smaller organizations. It’s about smart shopping – great value for a price that fits.
  3. Simplicity is Golden: A user-friendly CRM is a lifesaver, especially when your team includes people of varying tech abilities. Look for a system that’s easy to understand and use – one that feels more like a helpful friend than a complex puzzle. Friendly customer support and easy access to training resources can also make a big difference.
  4. Grow Together: Your CRM should be a companion for the long haul. Ensure it has the capacity to grow as your nonprofit does. Can it handle more contacts, more complex data, and additional features in the future? It’s not just about meeting today’s needs but being prepared for tomorrow’s dreams.
  5. Integration is Key: A good CRM doesn’t work in isolation; it connects smoothly with other tools you rely on, like your email platform, social media, or accounting systems. This integration streamlines your workflow, making your day-to-day tasks less of a juggling act.

As you explore your options, remember that real-world feedback is invaluable. Check out reviews, talk to peers in similar-sized nonprofits, and don’t shy away from taking advantage of trial periods.

This way, you can test drive the CRM for small charities to see if it truly fits your organization’s vibe and vision. The right CRM is out there waiting for you – one that not only ticks all your boxes today but also joins you enthusiastically on your nonprofit’s journey into the future.


Non-Profit Case Studies

The successful implementation of CRM systems in small nonprofits has been well-documented through various case studies, highlighting their transformative impact on these organizations’ operations and outreach efforts.

One compelling example involves a Florida-based nonprofit working predominantly for underprivileged and homeless people, as well as animal rights. This organization, through the adoption of Microsoft Dynamics 365 CRM, significantly enhanced its campaign management, content distribution, and financial management capabilities. The CRM system was tailored to track donations effectively, assign tasks to volunteers based on their expertise and interests, and manage finances and ongoing campaigns efficiently. This implementation showcased how CRM systems can centralize and streamline operations in a nonprofit, leading to better donor pipeline visibility and improved communication with the volunteer community.

A compelling case study from a small nonprofit focused on community health and wellness demonstrates the transformative power of CRM systems. Facing challenges in managing a growing supporter database and coordinating volunteer activities, the organization adopted a CRM tailored for small to medium-sized entities. This system centralized donor management, improved fundraising campaign tracking, and enhanced event management capabilities. The results were remarkable: increased donor retention through better communication, more targeted and successful fundraising efforts, and a more efficient and engaged volunteer workforce. This case study highlights the significant impact a well-chosen CRM can have on a small nonprofit’s operations and community engagement.


Meet Nimble — The Perfect CRM for Small Nonprofits 

Meet Nimble: a CRM that stands out as the ideal choice for small nonprofits focused on cultivating meaningful relationships rather than just tracking financial transactions and deals. Nimble shines by offering a more holistic approach to relationship management. It’s not just about numbers; it’s about connecting with people – donors, volunteers, and the community at large. With its intuitive interface and emphasis on social media integration, Nimble allows nonprofits to gain deeper insights into their supporters’ interests and interactions. This enables more personalized and effective communication strategies, fostering stronger, long-lasting relationships. 

Moreover, Nimble’s streamlined contact management and insightful data analytics make it easier for small nonprofits to manage their resources efficiently while maintaining a strong focus on their core mission of making a difference. For small nonprofits looking for a CRM that aligns with their values of nurturing connections and community impact, Nimble offers an ideal, user-friendly solution.


Summary

In our exploration of CRM systems for small nonprofits, we’ve addressed key considerations and solutions that cater to the specific demands of these organizations.

Small nonprofits, often constrained by limited resources and personnel, require CRM systems that are intuitive, cost-effective, and capable of integrating seamlessly with other operational tools.

We’ve examined a range of CRM options, including Bloomerang, Little Green Light, Salesforce’s Nonprofit Success Pack, NeonCRM, Zoho CRM, and Nimble CRM, each offering distinct features tailored to varying organizational needs, from donor management to fundraising and volunteer coordination.

Real-life case studies provided insight into the significant benefits of CRM implementation in small nonprofits.

These narratives highlighted improvements in donor engagement, fundraising efficacy, and volunteer management, demonstrating the profound impact a well-selected CRM can have on an organization’s efficiency and community outreach.

Particularly, Nimble CRM was noted for its suitability for nonprofits prioritizing relationship-building over mere financial tracking, offering an approachable platform with robust social media integration for deeper supporter engagement.

Overall, this discussion underscores the vital role of CRM systems in enhancing the operational effectiveness and community impact of small nonprofits.

The right CRM solution can be a pivotal tool in enabling these organizations to fulfill their missions more efficiently and extend their influence within their communities.