How to Choose a Great Free CRM for Nonprofits

Nonprofits know how to do more with less. Money’s always tight, and running your organization means figuring out how to stretch donor dollars as far as possible.

That means finding the right tools. And better yet, figuring out which tools you can access for free. Fortunately, as a 501(c)(3), there are special resources available for your organization — such as Google Ad Grants — that are free to access if you meet the requirements.

One option that a lot of nonprofits overlook is constituent relationship management (CRM) software. A good CRM will help you stay better engaged with your donors, members, volunteers, and other current or potential supporters. It’ll help you record your points of contact and manage your communications so that it’s easier to develop a strategy for the future.

Does a nonprofit need a CRM?

Though many organizations have missed out on the opportunity, CRM software can help nonprofits reduce their overhead costs and streamline internal management processes so that less money goes toward running things, and more goes toward contributing to your cause.

And better yet, since there are free CRM options for nonprofits, there are ways to start testing out your options before you make a big investment. We’ll show you which free options are best for your type of organization, then we’ll show you some of the best paid options to consider as well.

How Does a Nonprofit CRM Help with Fundraising?

Imagine this — you run a small nonprofit, and a donor makes a generous contribution at your latest fundraiser. Weeks later, they receive a generic thank-you email and nothing more, causing them to disengage. This is where CRM tools can make a difference in terms of fundraising.

A nonprofit CRM solution enables organizations to build better donor relationships by organizing donor data in one centralized platform. Using features like donor profiles, customizable templates, and automated email campaigns, nonprofits can personalize donor communications, making supporters feel valued.

Crucially, these tools also help with tracking fundraising campaigns. From peer fundraising efforts to large fundraising events, CRMs offer insights through dashboards and custom reports, showing which initiatives drive the best results. Some systems even include payment processing and donation forms to make online fundraising easier.

By automating repetitive tasks like thank-you notes, donation acknowledgment emails, and importing donor data, nonprofits can save time and focus on what matters — making a change.

How to Pick the Right Nonprofit CRM Software

What makes the best nonprofit CRM? Before you choose a CRM provider, there are a few questions you should answer.

What are your goals?

First, be clear about what you’re looking for in a new CRM. Are you looking to segment your audiences and automate email communications so you can tailor your messaging? Are you looking to re-activate previous donors or establish greater connectivity between different departments within your organization?

How will you implement the CRM?

Figure out what it’ll take — and how long it’ll take — to get the new system in place and train your team on it. New software takes some adjustment. You want something simple enough that board members and volunteers without training can use it pretty easily.

How will your team members access it?

What devices does the CRM need to work on? Does it need to be accessible via mobile or laptop? The more adaptable the software, the more new and unexpected uses you may find for it.

Is the software you’re considering flexible enough to grow with you?

Is the CRM suited to the way you structure your internal processes? Are any of those structures likely to change? You want to make sure that the software doesn’t just meet your current needs; you want it to be adaptable enough that it won’t be a hindrance if those needs grow or change.

Is the CRM compatible with your current tech?

Make sure the CRM is compatible with the tech you’re already using.

What are its reporting capabilities?

What sort of analytics will you get from the new software? A good CRM won’t just facilitate internal processes within your organization, it should also provide data about your operations.

What CRM Features Should I Look for?

With so many free nonprofit CRM platforms available, identifying the right mix of features is essential. Here’s a checklist of must-have functionality for the best free nonprofit CRM tools.

1. Donor Management and Engagement Tools

Look for tools that allow you to manage donor information, segment donor groups, and track donation history. Features that support ongoing donor engagement, such as email marketing, notifications, and social media outreach, can ensure consistent communication.

2. Customizable and User-Friendly Options

A CRM platform shouldn’t feel overwhelming. Prioritize systems with an easy-to-use interface that works for all your team members, whether they’re staff, volunteers, or board members. Bonus points if the CRM is customizable to match your organization’s specific workflows.

3. Event Management and Fundraising Tools

Your CRM should come with templates, donor database integration, and fundraising platform support. Look for features like track donations, online fundraising, and tools for coordinating fundraising events.

4. Volunteer and Project Management

Nonprofits often rely on volunteers, so having integrated volunteer management and project management tools can help teams stay organized.

5. Dashboards & Reporting

Understand what’s working and what’s not with custom reports and visual dashboards. Track your fundraising performance, donor acquisition, and recurring gifts with ease.

6. Scalability

Choose a CRM system that grows with you. Starting with a free version is great, but ensure there are paid options available as your organization scales.

7. Customer Support & Training Resources

Even the most user-friendly CRM tools can have a learning curve. Make sure the system provides customer support and training resources (e.g., guides, webinars, or help desks).

Free CRM Software Options for Nonprofits

We’ve sorted our recommendations into suggestions for smaller to mid-sized nonprofits and suggestions for larger organizations. But a word to the wise: most of these platforms charge different subscription rates based on the number of supporters you’re tracking — that means that the free version is usually pretty limited in scale (and occasionally doesn’t include features that are available in the paid versions).

CRM Software for Small to Medium Nonprofits

Here are some CRM options for small to medium-sized nonprofit organizations:

Caspio

With a permanent free version available for organizations, Caspio is known for allowing users to customize their CRM by building online database applications without coding. It’s used by organizations such as the Salvation Army, the American Red Cross, and the YMCA.

EngageBay

With a free version available for organizations managing up to 250 contacts, EngageBay offers email marketing, marketing automation, and social media engagement features to help nonprofits acquire and nurture new donors.

Keela

Keela has a free version available for organizations managing under 250 contacts. It’s used by organizations such as the Black Health Alliance and the PALS Autism Society.

Zoho CRM for Nonprofits

Zoho’s free plan supports smaller nonprofits with email marketing, volunteer management, and automated task flows. It’s ideal for those looking for flexibility without a hefty price tag.

Bloomerang (Lite)

Bloomerang Lite offers a free version for smaller nonprofits looking to manage donor relationships. Its design emphasizes donor retention and stewardship. It’s used by United Way.

CRM Software for Large Nonprofits

Here are some suggestions for larger organizations.

Givebutter

Givebutter uses a tip or fee model to remain entirely free for nonprofits regardless of size – unlike most other CRMs on this list which offer a free model, but then charge for more users or features. It’s used by organizations such as Habitat for Humanity, the Special Olympics, and the Boys and Girls Clubs of America.

Funraise

Though the free version is available only for organizations tracking 1,000 or fewer supporters, Funraise is an excellent option for donor management software in particular. The free option includes options for donor management, wealth screenings, donation forms, peer-to-peer fundraising, email automation, and fundraising data analytics. It’s used by organizations such as the American Heart Association, the Innocence Project, and Action Against Hunger.

Affordable CRMs with Support for Nonprofits

Hubspot

Hubspot is one of the biggest CRM platforms on the market today, and our favorite for nonprofits because of it’s integrated marketing tools and ability to grow with you. Large nonprofit organizations such as the Brookings Institution, the World Wildlife Fund, and The Nature Conservancy all use Hubspot for Nonprofits. The company offers a selection of free CRM software services for organizations that want to test them out before committing to a paid subscription.

Salesforce

Another option is Salesforce for Nonprofits. One of the largest cloud-based software companies in the world, Salesforce partners with major organizations such as the Healthier Kids Foundation, the Anti-Defamation League, and ProUnitas. Subscription packages for Salesforce’s Nonprofit Cloud CRM begin at $60 per user per month. In our experience, Salesforce can be great, but is better for more seasoned organizations with dedicated resources to commit to its maintenance and configuration.

Trust an Agency That Loves Your Story

Sometimes having a lot of options can be as tricky as having too few. There’s a whole world of new customer relationship management software solutions out there for you to use. But you’ve got limited time and resources for determining which will work best at spreading your message and advancing your goals.

At Big Sea, we specialize in telling your story. We help your organization stand out from the rest through compelling design, creative content marketing, and expert web development. Our nonprofit marketing professionals partner with you to craft compelling messages that energize donors and draw new people to your cause.

FAQ

Is Salesforce free for nonprofits?

Yes, Salesforce offers its Nonprofit Success Pack through its Power of Us program, which grants 10 free licenses to eligible nonprofit organizations. Additional licenses and customizations are available at a significantly discounted rate.

Is Google for Nonprofits free?

Yes! While Google for Nonprofits is not a CRM, it does provide access to Google Workspace (including Gmail, Drive, and Meet), Ad Grants (free advertising credits), and YouTube Nonprofit Program tools at no cost for qualifying nonprofit organizations.

What are the limitations of using a free CRM for a nonprofit organization?

While free nonprofit CRM tools offer great benefits, they often include limitations such as restricted features, fewer user accounts, less storage, or usage caps. Additionally, free plans may lack advanced marketing tools, automation workflows, or priority customer support. If your organization outgrows the free tier, you may need to upgrade to a paid version.