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The CRM systems below offer nonprofits features that can help strengthen relationships with community members and donors.
business.com’s team of experts regularly test, evaluate and compare business solutions to identify the best software and services across industries. These independent investigations involve extensive research, hands-on testing and head-to-head product comparisons. Every review is checked by a top editor to guarantee quality, fairness and accuracy.
In determining the best CRM software for nonprofits, we assessed platforms for donor and volunteer management, automation that saves staff time, and third-party integrations that unify fundraising, marketing, events and finance workflows. We evaluated ease of setup, user-friendliness for small teams, mobile and communication tools, and reporting that supports stewardship and board-ready insights. We compared pricing tiers, free plans, contact limits and scalability so organizations can start affordably and grow without replatforming. We favored solutions that improve outreach timeliness, streamline data entry and strengthen relationships with supporters. Learn more about our methodology and editorial process.
As a nonprofit, managing your relationships with your community isn’t always easy. A customer relationship management (CRM) system can simplify the process, saving you precious time and staff capacity while making your outreach timelier and more strategic. However, selecting the right CRM software can be a complicated and high-stakes decision, because once you select a system, you’ll want to stick with it. We reviewed some of the most popular CRMs to help you make the best decision, drawing our picks from the platforms that top our roundup of the best CRM software and reassessing each one against what a nonprofit actually needs.
As a nonprofit, managing your relationships with your community isn’t always easy. A customer relationship management (CRM) system can simplify the process, saving you precious time and staff capacity while making your outreach timelier and more strategic. However, selecting the right CRM software can be a complicated and high-stakes decision, because once you select a system, you’ll want to stick with it. We reviewed some of the most popular CRMs to help you make the best decision.
 | Pipedrive CRM  | HubSpot CRM  | monday Sales CRM  | HoneyBook | Freshsales CRM |
|---|---|---|---|---|---|
| Rating (Out of 10) | |||||
| Good For | Tracking the progress of fundraising prospects | Consolidating functions under a single staff member | Automating a small donor program | Managing earned income | Multi-channel outreach |
| Ideal Organization Sector | Arts and culture; schools | Community groups | Hospitals, disease research, universities | Social entrepreneurs | Advocacy and organizing |
| Ideal Organization Size | Medium to large | Small | Large | Small to medium | Any |
| Starting Price | $14 per user, per month | Free plan; paid plans from $7 per seat, per month | $12 per seat, per month | $29 per month, flat rate | $9 per user, per month |
| Customer Service | Live chat and email; phone service at higher price tiers | From self-service to phone support, depending on the plan | 24/7 email, and chat; premium support for more expensive plans | 24/7 AI chat; live chat and email seven days a week; priority support for higher tier plans | 24/5 phone, email and chat support |
| Ease of Use | Easy to navigate and update, but setting up advanced automations requires some expertise | Easy to set up and navigate, but less available support on lower tiers | Core functions are somewhat easy to use, but monday simplifies more advanced functions | Easiest to use | Moderate learning curve |
| Unique Feature | “Rotting” feature allows you to track inactive deals | A single platform for your website, fundraising, marketing, and administration | Easiest automation and integration | AI tools included in all plans | Multiple email and phone features for outreach |
Pipedrive was originally designed for salespeople, but its functionality is easily adapted for managing donors and volunteers. The platform is designed around “pipelines,” and we found that Pipedrive made it simple to see how individuals are moving from prospect to first-time donor to annual supporter, or from one-time volunteer to champion of the organization. We appreciated that the system doesn’t limit the number of pipelines on any plan, unlike many other CRMs, making it easy to create separate flows for tracking different fundraising campaigns.
This CRM makes it easy to walk the line between mass outreach and a personalized message at exactly the right moment. Between an easy bulk emailing system that allows for multiple templates and custom merge tags, a “rotting” function that shows you when you’re at risk of losing touch with a key prospect, granular filters for easily sorting high-dollar and low-dollar donors, and AI-powered insights for suggested next steps, we could easily see how Pipedrive could supercharge an end-of-year campaign, a gala or a peer-to-peer giving program.
That said, we were less impressed with Pipedrive’s limited tools for the broader array of functions that your organization might expect from its CRM. So, if you’re planning on running targeted email campaigns or managing event registrations, we would recommend a different option.
Hubspot made us think of the overworked staff member holding together every development, communications and administration function of a perpetually underfunded organization. We imagine they would be delighted to move away from the mess of duplicated spreadsheets and numerous email threads and switch to a single platform through which they can update the organization’s website, send out the monthly newsletter, track donor relationships and more. That single platform and its seamless third-party integrations — with both business essential and nonprofit-specific apps like Fundraise Up — could become the engine of a small-but-mighty organization.
However, if that organization ever makes a jump to a mid- or large size, we’re skeptical that HubSpot would be the right choice. We found that many of HubSpot’s most powerful automation, reporting and AI features require higher-tier plans or additional HubSpot products. Even with a 40 percent discount for eligible nonprofits, implementing HubSpot for your larger organization will likely be challenging. Note that the discount applies only to new Professional and Enterprise subscriptions — Starter tier plans and add-ons are excluded — so the cheapest way onto the platform is not the route that gets discounted.
That super-staffer also better be prepared to read the manual. Though higher tiers get access to phone, email and live chat support, free users are limited to HubSpot’s Knowledge Base and Community resources.
monday started as a project management tool, and it shows. Though its sales CRM includes many of the same features as other platforms, its “boards and folders” organizing system reminded us that the company cut its teeth on project management. So, if your priority is creating some order, automation and integration in unruly stakeholder management workflows, we would recommend monday. However, we didn’t see the bells and whistles of the more complex CRMs on monday, or at least not without paying for the top tiers.
Still, in a moment when so many companies are struggling to find qualified employees, we could certainly see the value in prioritizing productivity and efficiency. We particularly liked how few steps the automations took to set up; we could see even tech-phobic employees using them. However, if you’re picking monday for this reason, be ready to pay a bit more, as we noted that many of the most powerful automation functions are either unavailable or have monthly caps at the lowest tiers.
Plenty of small organizations abandon a CRM not because it lacked features but because nobody had time to learn it. HoneyBook is the platform on this list least likely to meet that fate. It was built for freelancers and solo operators, which means the entire product assumes the person using it has no technical support and no patience for configuration — a fair description of most nonprofit staff we speak to.
What makes it worth a look for a nonprofit specifically is the earned income side. If your organization sells tickets, runs paid workshops, bills for program services or contracts with a funder on deliverables, HoneyBook handles the whole sequence in one place: proposal, contract with an online signature, invoice, payment and follow-up. We found the templates good enough to use as-is, and the client portal gives the person on the other end a single link rather than a chain of email attachments. For an arts organization or a social enterprise, that covers a workflow most donor CRMs simply do not touch.
The pricing model is the other reason we chose it. HoneyBook charges per account: $29 per month billed yearly on Starter (one user), $49 on Essentials (two users) and $109 on Premium (unlimited seats). Every other platform on this page bills you again for each person you add, so a growing volunteer coordinator team quietly raises your costs. We also like that the AI tools are included on every plan rather than reserved for an upgrade — HoneyBook drafts replies, builds automations from a plain-language description, takes meeting notes and flags promising leads. The 30-day trial and 60-day money-back guarantee make it low-risk to test against a real return on investment calculation before you commit.
Be honest about what it is not, though. HoneyBook is a client and project management platform, not a fundraising database: there is no giving history analysis, no major gift pipeline and no built-in donation forms, so an organization whose CRM needs are primarily development-side should look at Pipedrive or HubSpot instead. And there is no free plan, so unlike HubSpot and Freshsales you cannot run it at zero cost indefinitely.
Freshsales is as much a communications hub as a CRM, allowing it to meet the unique needs of nonprofits. Freshsales’ feature set includes cloud telephony, email integration, workflow automation and multichannel communication tools, which combine to form a multichannel approach to stakeholder contact.
For an organization that is looking to dial for dollars at the end of the year, generate a large volume of contacts to elected officials across the country or quickly share information about an urgent crisis, we think Freshsales would be a very useful tool. Using its customizable web forms and landing pages, a nonprofit can easily encourage donors to make donations or share their contact information. In addition, they may take advantage of the handy mobile app to manage donors and campaigns while on the go.
Though the Voice over Internet Protocol (VoIP) feature set Freshsales apart, we were also impressed by its workflow automation tools, sales sequences and reporting capabilities. We were disappointed that Freshsales has no customer service on weekends, which can be a major drawback for nonprofits who host events and engage in donor relations outside of regular business hours. We also found that some of Freshsales’ most advanced AI capabilities require separate add-on fees, with the Freddy AI Agent sold separately from $49 per 100 sessions, which can increase costs as usage grows.
Comparing the costs of CRM software can be difficult. Some charge onboarding fees; others don’t. Some charge annually; others charge monthly. Some charge for each individual user; others have a baseline fee for a set number of users and charge for each additional user beyond that. Nearly all have multiple cost tiers depending on the CRM features you want, the volume of contacts you will have in the system, the volume of outreach you will be using the system for and other factors.
One consideration that matters for a nonprofit is whether a platform bills per seat or per account. Per-seat pricing can look cheap at the outset but then it grows every time you give a new program coordinator or volunteer access to the system. Flat-rate pricing, like HoneyBook’s Premium tier, costs the same whether two people use it or 12. Neither model is better in the abstract, but organizations that expect their user count to grow faster than their budget should price both before deciding.
The first step in comparing prices is making a realistic assessment of how you will use your CRM, both today and into the future. Determine which departments will be using the system, how many staff members from each department will be using it, how many contacts you have and whether you plan to grow your contact list (e.g., purchasing donor lists from other organizations or organizing outreach campaigns), the number of different campaigns you want to be able to run, and any additional functions you will be using the CRM for. With this information, you can ask the various platforms for an estimated annual cost, which allows for apples-to-apples comparisons.
Every organization uses its CRM slightly differently, and many organizations are failing to utilize the full functionality of the system they choose. By understanding the full array of features upfront, you can make a more informed choice about which system to use, and you can make the most of the system you do choose.
When you’re shopping for a CRM system, you should take the following steps to ensure you select the best fit for your organization:
You’ll need to know some key CRM terms to understand what products are available and how they compare.
Chances are, the other department heads in the organization have strong opinions about what they want out of a CRM. Try to take their opinions into account to the extent that budgets allow, and remember that effective adoption of the new CRM software will be driven in part by how excited the organization’s leadership is about using it.
Unlike many capacity investments your nonprofit can make, a CRM doesn’t need to be exclusively a cost. If used correctly, it can increase your donations and earned income and reduce the number of staff members needed to complete core functions. Take the time to make a realistic assessment of how a new CRM will affect both sides of your balance sheet, and how quickly the ROI will emerge. Don’t be afraid to spend a little more if the ROI is worth it, but be wary of how gains that take time to be realized affect your cash flow.
Using guides like this one, assess the functionality of the various systems that are available. Reach out to the ones that meet your needs, participate in a demo, and make sure you understand the pricing structure to avoid any unanticipated costs.
Once you make a selection, announce it to your staff and provide them with training to incorporate it into their responsibilities. Keep in contact with staff as the system comes online so you can make any modifications as needed.
A well-implemented CRM benefits your organization across programs, administration, fundraising, evaluation and communication.
Whether for fundraising, selling tickets and memberships, communicating with key audiences to shape the public conversation, gathering data for government grants and contracts, project management or tracking clients’ progress through your programs, a CRM can simplify the process of reaching out, managing relationships, collecting information, tracking status and making data-informed decisions. Even the smallest organizations can benefit from a CRM.
To fully integrate a CRM into your organization’s work, many different staff members will need to know how to enter data into it, draw reports from it, interpret data from it and integrate it into their work in other ways. The cost of using a CRM is not just the fee you pay for the software itself; it’s also the staff time and resources you will need to dedicate to preparing staff to use it. If you’re worried about having the capacity, consider a simpler CRM with more limited functionality.
Though many CRMs that are specifically focused on nonprofit functions (e.g., donor management or tracking data for government grants) do exist, most CRMs today are designed to be adaptable to the needs of both for-profit companies and nonprofit organizations. CRMs that are designed only for nonprofits may lack some functions that your organization could benefit from.
Though it can be tempting to dump all the contact information you have into your CRM and contact them as frequently as possible, nonprofits face the same laws as for-profit businesses in terms of when and how they can contact people. Before implementing a CRM, familiarize yourself with the three primary laws governing digital outreach. Additionally, ensure that your staff members are well trained on the use of the “do not contact” fields, as some donors are very particular about how they receive communications. Even if you are legally allowed to contact someone using mail, phone, direct mail or email, it may not be strategically wise to do so.
Though nonprofits always face constrained budgets, most organizations quickly find that a CRM more than pays for itself through increased staff efficiency, improved donor communication, increased sales of tickets or memberships, and other efficiencies and revenue enhancements. Today, most organizations can’t afford not to use a CRM.
