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Nonprofit CRM Assessment
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To Use This Template: Click file -> make a copy to enter your information. Then update it as needed, and then you'll have all your information in one spot when it’s time to think about a new system or staying with your current solution.
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How much does your CRM cost? What if you add in extras, like email automation? How about soft costs, like staff time or donors you lose because of technology or other reasons? Use this worksheet to calculate all the costs to have a complete picture of the money your nonprofit spends on your CRM solution every month. There’s room for you to list what you like and don't like, and a spot for you to create your dream solution and see how commercial options stack up.
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If you would to see CharityEngine's software, please book a demo with our team.
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 Step 1: Calculate Your Monthly Costs
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Software and Tools
Monthly Cost
Expiration Date
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Donor Management Software$0.00
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Customizable Forms, Giving Pages, and CMS$0.00
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Marketing Automation
(Salesforce Marketing Cloud, Eloqua, Marketo)		$0.00
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Events Management$0.00
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Volunteer Management$0.00
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Peer-to-Peer$0.00
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Auctions$0.00
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Advocacy$0.00
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Text to Give and Blast Text$0.00
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Payment Processing (i.e. PayPal, authorize.net)$0.00
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Case Management $0.00
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Online Shopping Cart$0.00
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Other Costs
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Data Migration (consultant or staff time)
$0.00
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Ongoing training by CRM provider
$0.00
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Support and maintenance
$0.00
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Customization of CRM or other tools
$0.00
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Time spent generating custom reports
$0.00
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Time lost due to system inefficiencies
$0.00
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Donor attrition
$0.00
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TOTAL COST OF SYSTEMS$0.00
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 Step 2: Evaluate the Pros and Cons
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When thinking about your current tech stack and setup:
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What are five features you can't live without?
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What is it about your current system that keeps you up at night?
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 Step 3. What does your future hold?
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What fundraising initiatives are on the horizon? Are you planning to try peer-to-peer or online auctions? List those so you have an idea of what add-on modules you might need.
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Future plans include...
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 Step 4: Evaluate a Potential System
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When you're ready to start evaluating new solutions, keep these questions in mind:
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1.How closely does it match with your intended initiatives?
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2.What is the total cost of the new solution?
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Software$0.00
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Integrated tools$0.00
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Payment processing$0.00
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Onboarding and training$0.00
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Maintenance$0.00
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TOTAL$0.00
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3.Which of your desired features does it provide out of the box?
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4.Can you purchase additional tools to round out your list of “must have” features? If so, add this cost to the total cost.
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5.Can the solution expand as you grow?
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6.How secure is data? Is the vendor PCI compliant, PCI certified, SOC certified?
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7.What is the growth strategy for the company? How will they enhance features?
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 Step 5: Save this Cheat Sheet!
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Having all this information in one spot will give you a clear picture of what you're spending and what you're getting for that cost. Update this as circumstances change, and this sheet will save you time and money when you shop for a new CRM.
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