Not-For-Profit Software Development

Not-for-profit software includes donor management systems, payment processing platforms, program delivery tools, grant tracking, volunteer management, and impact measurement systems. Charities need custom solutions when off-the-shelf platforms don't handle their specific workflows: multi-currency donations for international organizations, NDIS claim processing for Australian disability services, complex grant reporting with multiple funders, or large-scale data migrations from legacy systems. We've seen organizations spend $50k-$150k annually on software subscriptions that still require manual workarounds. Custom software costs $50k-$200k upfront but eliminates recurring fees and fits your exact needs.

Custom not-for-profit software typically ranges from $50k-$200k depending on complexity and scope. A donor CRM with payment integration runs $50k-$80k. NDIS plan management systems with PRODA integration cost $80k-$120k. Comprehensive program management platforms with impact measurement run $100k-$150k. Enterprise data migration projects handling millions of records cost $30k-$80k. Compare this to off-the-shelf solutions costing $12k-$150k annually in subscriptions. Custom software typically achieves ROI in 18-36 months through eliminated licensing fees and massive efficiency gains (50-70% reduction in administrative time).

Yes, we integrate with all major nonprofit platforms. We've connected donor CRMs (Salesforce, Bloomerang, DonorPerfect), payment gateways (Stripe, PayPal, GoCardless, Australian direct debit), email marketing (Mailchimp, Constant Contact), accounting (QuickBooks, Xero, Aplos), and Australian government systems (PRODA for NDIS). Most integrations take 2-4 weeks. We build real-time sync (not just nightly batch imports) so data flows automatically. One international charity had 8 disconnected systems. We integrated all of them, eliminating 60+ hours of monthly manual data entry. Integration costs typically $5k-$20k per system depending on complexity.

Most not-for-profit software projects take 10-16 weeks from kickoff to launch. Donor CRM systems: 10-12 weeks. NDIS plan management platforms: 12-14 weeks. Program management with impact measurement: 12-16 weeks. Large data migrations: 6-10 weeks. We work in 2-week sprints with demos every sprint, so you see progress continuously. One NDIS provider went from concept to production in 13 weeks, including PRODA integration and data migration from spreadsheets. Timeline depends on scope, integration complexity, and data migration needs. We deliver production-ready systems, not prototypes requiring months of fixes.

Off-the-shelf software offers quick setup but limited customization. You adapt your workflows to their system. Custom software is built for your exact processes. Off-the-shelf: recurring annual fees ($12k-$150k), per-user pricing, limited integrations, generic features. Custom: one-time development cost ($50k-$200k), no per-user fees, unlimited integrations, built precisely for your needs. One charity was paying $45k annually for 3 off-the-shelf tools that didn't talk to each other, still requiring 20+ hours of weekly manual work. We built a custom platform for $95k that eliminated all 3 subscriptions and cut admin time by 70%. Custom achieves ROI in 2-3 years.

Yes, we specialize in complex data migrations for not-for-profits. We've migrated millions of donor records from legacy databases (Access, FileMaker, old donor systems), consolidated data from multiple regional offices, and cleaned decades of historical data. Our ETL pipelines extract data from any source (SQL databases, spreadsheets, proprietary formats), transform with intelligent deduplication and cleansing, and load with validation at every step. One international charity had 1.2M donor records across 12 legacy databases. We consolidated everything in 8 weeks with 99.9% data accuracy and zero data loss. Migration projects typically cost $30k-$80k depending on data volume and complexity.

NDIS plan management software automates workflows for Australian disability service providers managing participant NDIS plans. Core features: PRODA integration for claim submission, participant budget tracking across funding categories, invoice processing and validation, service agreement management, and compliance reporting. Plan managers need custom software when supporting 100+ participants (spreadsheets become unmanageable), processing high claim volumes (150+ weekly), or requiring audit compliance for NDIS practice standards. We've built NDIS systems for providers managing 200-500 participants. One provider reduced claim processing from 25 hours to 5 hours weekly and increased approval rates from 82% to 97%.

We build compliance into the foundation, not as an afterthought. Our systems include comprehensive audit trails tracking all data access and modifications, role-based access controls meeting privacy requirements, encrypted data storage and transmission, automated compliance reporting (IRS Form 990, ACNC Annual Information Statement, NDIS practice standards), and secure data retention/deletion policies. For US 501(c)(3) organizations: fund accounting, grant tracking, and 990 reporting. For Australian charities: ACNC reporting and Privacy Act 1988 compliance. For NDIS providers: practice standards documentation and audit trails. One NDIS provider passed their audit with zero findings after implementing our compliance framework.

Yes, we build grant management systems that track multiple funders, monitor deliverables, and automate reporting. Our platforms maintain a centralized grant database, track requirements for each funder, pull program data automatically for reports, provide deadline alerts and deliverable tracking, and generate reports using funder-specific templates. One community health organization managing 8 grants was spending 40% of a program manager's time on manual reporting. We built automated reporting that pulled data from their program system and generated draft reports. Grant reporting time dropped by 70% (from 2 days weekly to 0.5 days). They secured $850k in new funding by demonstrating measurable outcomes with data.

We integrate all major payment gateways: Stripe, PayPal, GoCardless, Square, Authorize.net, Australian direct debit (BECS), and bank transfers. Our systems handle one-time donations, recurring giving, multi-currency for international organizations, failed payment retry logic, and automated reconciliation with accounting software. One foundation processing 5,000+ monthly donations was spending 15 hours weekly on manual reconciliation. We built automated matching between Stripe and Xero with 99.8% accuracy, cutting reconciliation to 2 hours weekly. We support any payment method your donors prefer and generate tax receipts automatically.

We build impact measurement platforms that capture outcome data at point of service, apply measurement frameworks (Theory of Change, Logic Models, SROI), provide real-time impact dashboards, and generate visual reports for stakeholders. Our systems include customizable outcome metrics, longitudinal tracking showing change over time, beneficiary journey visualization, and integration with grant reporting. One social services organization serving 3,000+ clients annually was tracking outcomes in spreadsheets and Word docs. We built a program management system with mobile data collection and automated impact reporting. Grant reporting time dropped 70%, and they secured $850k in funding by demonstrating measurable outcomes.

Absolutely. We consistently see 50-70% reductions in administrative time through automation. Common time sinks we eliminate: manual data entry between systems (15-25 hours weekly), payment reconciliation (10-20 hours weekly), grant reporting (2-4 weeks per report), NDIS claim processing (15-30 hours weekly), and volunteer coordination (10-20 hours weekly). One charity was spending 60+ hours monthly on payment reconciliation alone. We automated it, reducing to 8 hours monthly (87% reduction). That's $4k-$6k in monthly savings. Most organizations achieve ROI within 18-24 months through labor savings alone, before counting improved donor retention and program outcomes.

Yes, we provide ongoing support, maintenance, and updates. After launch, we offer: production monitoring and incident response, bug fixes and patches, feature enhancements as your needs evolve, security updates and compliance maintenance, and staff training for new team members. Most clients continue with us on monthly support retainers ($2k-$8k monthly depending on system complexity). One NDIS provider has been with us for 3 years. We've added new features as NDIS regulations changed, integrated new systems as they adopted new tools, and provided training for staff turnover. We become your technical partner, not just a vendor.

Yes, we build self-service donor portals that reduce staff burden and improve donor experience. Portals include: giving history with all donations and pledges, downloadable tax receipts (annual summaries and individual receipts), recurring donation management (update payment methods, adjust amounts, cancel), contact information updates, communication preferences, and impact reporting showing how donations are used. One international charity with 80,000+ donors was fielding hundreds of calls monthly for tax receipts and giving history. We built a donor portal that handled 85% of these requests automatically, cutting call volume by 70% and improving donor satisfaction. Portal development typically adds $10k-$20k to a donor CRM project.

Security is non-negotiable when handling beneficiary data, especially for health services, disability providers, and vulnerable populations. We implement: encrypted data storage (AES-256) and transmission (TLS 1.3), role-based access controls limiting data access by role, comprehensive audit trails tracking who accessed what data when, secure authentication (multi-factor auth, password policies), regular security testing and vulnerability scanning, and data backup with disaster recovery procedures. For healthcare and disability services, we ensure compliance with privacy regulations (Privacy Act 1988, HIPAA for US organizations). One NDIS provider handling sensitive participant health data has had zero breaches in 3 years with our security framework.